This article explains the first-time setup of the shift module: first you define the rules in Shift Settings, then you create weekly templates in Shift Planning and apply them to employees. The settings screen requires SHIFT_SETTING_READ, the plans screen SHIFT_PLAN_READ, adding a plan SHIFT_PLAN_ADD and applying it SHIFT_PLAN_IMPLEMENTATION.
Before you start
Branches and workplaces must be defined; they are selected on the shift row.
Step by step
Shift settings
In the left menu, go to Configuration > Shifts > Settings.
Pick a group from the tabs at the top. Each setting is one row: what it does on the left, a field with its unit (hours, days, minutes) on the right, and the largest value you can enter under the field. Values are whole numbers.
Working Hours: for Full-time employees, Maximum daily working time (up to 24 hours), Maximum working days per week (up to 7 days), Maximum weekly working time (up to 168 hours), Maximum monthly working time (up to 730 hours) and Maximum consecutive working days (up to 99 days). All are required. Separate limits for Part-time employees show as Coming soon; until then these limits apply to all employees.
Night Work: Night hours (Start and End; if the end is earlier than the start, the range runs into the next morning), Rest after a night shift and Maximum daily night work (up to 24 hours).
Break Settings: three tiers. For each tier, enter Shift length at least (hours) and Break at least (minutes); the row shows a summary such as "Shifts of 4 hours or more get a break of at least 15 minutes." Tier lengths must go up, and the break must be shorter than the shift. Shifts shorter than the first tier need no break.
Planning: Lock plans at month end (days; with 1, only the last day of the month is locked), Email reminder and SMS reminder (how many minutes before the shift starts they are sent).
The rules on the Night Work and Planning tabs have a switch on their left. When you turn it on, the field becomes required; a rule that is off is not applied ("Off: this rule is not applied.").
When you change a field, the bar at the bottom of the page says "You have unsaved changes". Click Save, or go back to the last saved values with Discard changes. If a required field is empty, a value has decimals or is above the limit, the error shows under the field, the tab shows the number of errors and Save takes you to the first field with an error. You are asked to confirm before you leave the page, or open another setting in Configuration, without saving.
The bottom bar and Save are shown only to users with SHIFT_SETTING_MANAGE (or SHIFT_MANAGE); a user with only SHIFT_SETTING_READ sees the settings in fields that cannot be changed.
Creating a shift plan (template)
In the left menu, go to Time and attendance > Shift templates. If the settings are not saved, a "Shift Settings Not Found" card and a Go to Shift Settings button appear.
Click Add. In the Shift Plan step, enter the Shift Name and Description and click Next.
In the Shift Hours step, add a shift for each day of the week with +: Weekly Day Off (Yes/No), Branch, Workplace, Shift Start, Shift End, if needed Does the night shift extend to the next day?, Break (break day, start, end) and Note.
Click Save.
Finding templates
Templates are listed in one content card. The All, Active and Inactive tabs at the top split them by status; each tab shows how many templates match the current search. The Search by template name box searches template names; click the Description chip to filter by description (the × on a set chip removes the filter). Sort on the right orders the list by name, description or status, ascending or descending; clicking a table header changes the same sort. When the card is narrow (on a phone, for example) the list shows as cards. The tab, search, filter, sort and page stay in the address.
Applying a plan to employees
On Shift Planning, click Apply.
Select the employees, the Shift Plan and one or more date ranges with Select Date Range. Plans with no content are marked "No content" and cannot be applied.
Click Apply.
Result
The plan is written to each employee as a Draft Shift in the selected date ranges. Shifts are not reflected in the timesheet or PDKS until they are shared; to share them, see Planning and sharing shifts.
Each shift is checked against the rules in Shift Settings (overlap, daily/weekly/monthly hours, consecutive days, night work, rest, breaks). For an employee who breaks a rule, the plan is not applied at all; the reason is shown in the Shift Information window with Errors and Rule columns. The plan is applied to the other employees.
You can take a plan out of use with Disable and bring it back with Activate.
Note: When Lock plans at month end on the Planning tab is on, all shift plans of a month are locked once the month reaches its last given number of days. After the lock day, shifts cannot be added to that month or earlier months, and existing ones cannot be changed. Turn the switch off for no lock.
Common problems
Symptom: The Add and Apply buttons are disabled.
Cause: Shift settings have not been saved yet.
Solution: Save the settings via Go to Shift Settings.
Symptom: "The selected shift plan has no content." warning.
Cause: No days have been added to the plan.
Solution: Edit the plan and add days in the Shift Hours step.
Symptom: "The hours you entered for this day overlap with an existing shift."
Cause: Two overlapping shifts were entered on the same day.
Solution: Correct the times.