Schedule

A schedule is a tool organizations use to plan and manage employees' working hours. Its primary function is to specify employees' start time, end time, and work location for a given period.

Management Mode > Schedule

Currently, SwipePoint relies on supervisors to assign shifts. In the future, features for employee self-scheduling will be gradually introduced.

If no schedule is set, employees can still clock in, but abnormalities like tardiness or early departures cannot be detected.

Add Shift

Management Mode > Schedule > Add Shift

First, name the shift, such as "Day Shift" or "Night Shift," and assign a color to make it identifiable on the calendar. Then, select the shift's start and end times, configure break times (including start time and duration), and finally, select a clock-in location.

Shift Name

Managers can customize shift names based on actual needs, such as:

  • Day Shift: 8:00 AM to 5:00 PM
  • Night Shift: 5:00 PM to 1:00 AM
  • Graveyard Shift: 1:00 AM to 8:00 AM
  • Weekend Shift: Specifically for Saturdays, Sundays, or public holidays

Clear naming helps distinguish different work periods and assists employees in quickly understanding and managing their shift schedules.

Color

To enhance clarity, managers can assign different colors to distinguish shifts. For example:

  • Day Shift: Red
  • Evening Shift: Blue
  • Graveyard Shift: Purple
  • Weekend Shift: Green

Appropriate color-coding not only makes the schedule easier to read but also allows employees to quickly identify and grasp their work arrangements.

Shift Start Time

Once the shift start time is set, employees must clock in before this time to officially begin work. Failure to clock in on time may result in the system marking them as late, affecting attendance records and payroll calculations.

Shift End Time

Once the shift end time is set, employees must clock in after this time to officially end work. Early clock-outs may result in the system marking them as leaving early, affecting attendance hours and payroll calculations.

Clock-In Time Restrictions

Category Before Shift Starts During Shift After Shift Ends
No Restriction Allowed Allowed Allowed
Within N Minutes Only allowed
N minutes before start		 Allowed Only allowed
N minutes after end

This feature allows you to set specific time ranges for clocking in, ensuring compliance with organizational policies and avoiding issues caused by overly early or late clock-ins. The available range options are:

  • No Restriction: Employees can clock in at any time, suitable for organizations without strict clock-in requirements.
  • 15 Minutes Before/After: Clock-in allowed within 15 minutes before the shift starts and after it ends.
  • 30 Minutes Before/After: Clock-in allowed within 30 minutes before the shift starts and after it ends.
  • 1 Hour Before/After: Clock-in allowed within 1 hour before the shift starts and after it ends.
  • 2 Hours Before/After: Clock-in allowed within 2 hours before the shift starts and after it ends.

Example of Restricted Clock-In Times

If the shift time is 9:00 AM–6:00 PM and the restriction is set to 30 Minutes Before/After:

Time Clock-In Status
8:15 Not Allowed
8:30 Allowed
9:00 Allowed
9:15 Allowed
5:45 Allowed
6:00 Allowed
6:30 Allowed
6:45 Not Allowed

Use Cases and Limitations

  • Effect of Specific Time Restrictions:
    • When setting a restricted time range (e.g., 15 minutes or 1 hour), employees will be unable to clock in outside of this range.
    • For example, if the shift starts at 9:00 AM and is restricted to "15 minutes before/after," employees can only clock in after 8:45 AM to "start work." Similarly, if the shift ends at 5:00 PM, they can only clock out before 5:15 PM to "end work."

This feature provides flexibility, allowing managers to tailor clock-in policies to company needs, improving scheduling and attendance accuracy and fairness.

Flexible Clock-In

The flexible clock-in feature supports flexible working hours, suitable for workplaces requiring some level of flexibility. Available options include:

  • Not Allowed: Employees must strictly adhere to scheduled times, or they will be marked late or leaving early.
  • 15 Minutes Before/After: Flexible within 15 minutes of scheduled times.
  • 30 Minutes Before/After: Flexible within 30 minutes of scheduled times.
  • 1 Hour Before/After: Flexible within 1 hour of scheduled times.
  • 2 Hours Before/After: Flexible within 2 hours of scheduled times.

Break Times

During a shift, you can customize multiple break periods. Each break period includes a start time and duration. Break times do not require clocking in or out and are excluded from attendance calculations.

Configuring Clock-In for Breaks

If breaks require clocking in and out, create two shifts. For example, if work hours are 9:00 AM to 6:00 PM with a break from 12:00 PM to 1:00 PM, configure two shifts:

  1. First Shift: 9:00 AM to 12:00 PM
  2. Second Shift: 1:00 PM to 6:00 PM

Employees will clock in at these times:

  • 9:00 AM: Start Work
  • 12:00 PM: End Work
  • 1:00 PM: Start Work
  • 6:00 PM: End Work

Clock-In Location

To ensure employees clock in at the correct location, managers can assign GPS-based clock-in points. For instance:

  • Store A Day Shift: Restrict clock-ins to Store A’s GPS range
  • Store B Night Shift: Restrict clock-ins to Store B’s GPS range

When using scheduled shifts for clock-in, ensure the "Allow Skipping Schedule for Clock-In" feature is disabled to avoid accidental or incorrect clock-ins.

Note: Currently, a single shift can only have one clock-in point.

Edit Clock-In Point

Clock-in points can be added or edited via:

Management Mode > Clock-In Records & Management > Clock-In Point Settings

Shifts/Templates

Management Mode > Schedule > Shifts/Templates

List all added shifts. You can view, edit, or delete each shift.

Individual Schedule/Shift Assignment

Management Mode > Schedule > Individual Schedule/Shift Assignment

Select an employee to assign shifts by applying pre-configured shifts to specific dates. Multiple shifts can be arranged per day, but their times cannot overlap. To delete a shift for a given day, click the shift again.

Workforce Chart

Management Mode > Schedule > Workforce Chart

Display the workforce chart to view the composition of scheduled personnel on a calendar.

Allow Skipping Schedule for Clock-In

Management Mode > Organization > My Organization > Allow Skipping Schedule for Clock-In

This feature can be configured in Management Mode. When enabled, employees can select "Skip" during clock-in without choosing a schedule. When disabled, employees must select a schedule to clock in.

  • Enabled: Employees can skip choosing a schedule and directly clock in.
  • Disabled: Employees must select a schedule to complete clock-in.
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