Shift Schedule

A shift schedule is a tool used by organizations to plan and manage employees' working hours. Its primary function is to define the start time, end time, and work location of employees during a certain period.

Management Mode > Shift Schedule

SwipePoint allows scheduling for past and future shifts, but currently, shift scheduling is primarily done by supervisors. Employee self-scheduling will be gradually introduced in the future.

Note: If a shift schedule is not set, employees can still clock in, but abnormal situations like tardiness or early departure cannot be detected, and individual attendance analysis will not be available.

Add Shift

Management Mode > Shift Schedule > Add Shift

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

Shift Name

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

  • Day Shift: 8:00 AM to 5:00 PM
  • Night Shift: 5:00 PM to 1:00 AM
  • Late Night Shift: 1:00 AM to 8:00 AM
  • Holiday Shift: Shifts dedicated to working on weekends or holidays

By clearly naming the shifts, managers can effectively differentiate between different work periods, and employees can quickly understand and keep track of their shift schedules.

Colors

To enhance the recognition of shifts, managers can assign different colors to various shifts, such as:

  • Day Shift: Red
  • Evening Shift: Blue
  • Late Night Shift: Purple
  • Holiday Shift: Green

Appropriate color coding not only makes the schedule clear at a glance but also helps employees quickly recognize and manage their work arrangements for different time slots.

Shift Start Time

After setting the shift start time, employees must clock in before this time to officially begin their work. Failing to clock in on time may result in being marked as late, affecting subsequent attendance records and salary calculations.

Shift End Time

Once the shift end time is set, employees must clock in after this time to officially finish work. If they clock out early, they may be marked as leaving early, which could impact their attendance hours and salary calculations.

Clock-in Time Restrictions

Item Before Shift Start During Shift After Shift End
No Restrictions Clock-in allowed Clock-in allowed Clock-in allowed
N Minutes Before/After Clock-in allowed within N minutes before the start Clock-in allowed Clock-in allowed within N minutes after the end

This function allows you to set the time range in which employees are allowed to clock in, ensuring that clock-in behavior complies with organizational rules and preventing management issues caused by early or late clock-ins. The following are possible time range options:

  • No Restrictions: Employees can clock in at any time, suitable for organizations with no specific clock-in time requirements.
  • 15 Minutes Before/After: Clock-in allowed within 15 minutes before the start and 15 minutes after the end.
  • 30 Minutes Before/After: Clock-in allowed within 30 minutes before or after the shift time.
  • 1 Hour Before/After: Clock-in allowed within 1 hour before or after the shift time.
  • 2 Hours Before/After: Employees can clock in within 2 hours before or after the shift time.

Here’s an example of clock-in time restrictions:

Assuming the shift time is 9:00 AM - 6:00 PM, with a restriction of 30 minutes before/after:

Time Clock-in Allowed
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 Restrictions

  • Impact of Specified Time:
    • When setting specific time range restrictions (such as 15 minutes or 1 hour before/after), employees will not be able to clock in outside this range.
    • For example, if the shift starts at 9:00 AM and the range is set to "15 minutes before/after," employees can only clock in after 8:45 AM and before 9:15 AM to begin work. Similarly, if the shift ends at 5:00 PM, employees can only clock in before 5:15 PM to end work.

This feature provides flexibility, allowing managers to adjust clock-in rules based on company policies and actual needs, improving scheduling accuracy and fairness.

Flexible Clock-in

The flexible clock-in feature provides flexible management of work hours, suitable for environments that require some degree of flexibility. The available flexible ranges include the following options:

  • Not Allowed: Disallows flexible clock-in; employees must clock in and out according to the scheduled time, otherwise, they will be considered late or early.
  • 15 Minutes Before/After: Allows clock-in within 15 minutes before or after the shift time.
  • 30 Minutes Before/After: Allows clock-in within 30 minutes before or after the shift time.
  • 1 Hour Before/After: Allows clock-in within 1 hour before or after the shift time.
  • 2 Hours Before/After: Allows clock-in within 2 hours before or after the shift time.

Operation and Examples

  1. Flexible Start Time Adjustment
    The flexible clock-in feature primarily applies to "start work time" adjustments.

    • For example, if the shift starts at 9:00 AM:
      • If "15 minutes before/after" is selected, employees can clock in between 8:45 AM and 9:15 AM without being marked as late.
      • Clocking in before 8:45 AM or after 9:15 AM will be considered non-compliant.

  2. Flexible End Time Adjustment and Hours Calculation
    Flexible clock-in also affects the calculation of the "end work time," with the system ensuring that employees meet the required work hours based on the flexible range.

    • For example, if the shift time is from 9:00 AM to 6:00 PM (with 1 hour break), and flexible clock-in is set to "1 hour before/after":
      • An employee clocking in at 8:30 AM and out at 5:50 PM will be recognized as having completed the required 8 hours, and will not be considered leaving early, as the actual work hours meet the 8-hour requirement.

Advantages of This Feature

  • Reduces Unnecessary Tardiness and Early Departure Records: Employees within the flexible range are not marked as late or early, adding flexibility to the work process.
  • Ensures Compliance with Working Hours: The system automatically checks work hours, preventing insufficient working hours due to flexible clock-ins.

Break Time

You can customize multiple break periods during the shift. Each break includes a start time and duration, and the break period does not require clocking in and is not included in the attendance hours.

Setting Clock-in for Break Time

If clock-in is required during break periods, you need to set up two shifts. For example, if the working hours are from 9:00 AM to 6:00 PM with a 1-hour break from 12:00 PM to 1:00 PM, you would need to create 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 the following times:

  • 9:00 AM to start work
  • 12:00 PM to end work
  • 1:00 PM to start work again
  • 6:00 PM to end work

Clock-in Points

To ensure employees clock in at the correct location, managers can designate clock-in points. For example, there could be two different shifts:

  • Branch A Day Shift: Clock-in point within the GPS range of Branch A.
  • Branch B Night Shift: Clock-in point within the GPS range of Branch B.

When using shift scheduling and clocking in, be sure to disable the "Allow Skip Shift Clock-in" function to ensure employees select the correct shift when clocking in, preventing errors.

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

Edit Clock-in Points

If you need to edit clock-in points, you can add or edit them through the following path:

Management Mode > Clock-in Records and Management > Clock-in Point Settings

Shifts/Templates

Management Mode > Shift Schedule > Shifts/Templates

Here, you can view the shifts that have been added. Click to view each shift's settings and make further edits or deletions.

Changes made in Shifts/Templates do not affect previously applied individual shift schedules.

Personal Shift Schedule/Assignments

Management Mode > Shift Schedule > Personal Shift Schedule/Assignments

After selecting personnel, you can assign shifts to specific dates. Multiple shifts can be scheduled for a day, but the times cannot overlap. If you need to delete a shift for a specific day, simply click the shift again to remove it.

Once the schedule is completed, modifying the Shifts/Templates will not affect or sync with the already applied personal shift schedules.

Clear

Management Mode > Shift Schedule > Personal Shift Schedule > Clear

You can clear shifts within a selected date range. If you are planning the next year's shifts, it is recommended to clear previous shifts to avoid leftover shifts being forgotten.

Workforce Schedule

Management Mode > Shift Schedule > Workforce Schedule

Displays the workforce schedule, allowing you to view the staff composition for each day on the calendar.

Allow Skip Shift Clock-in

Management Mode > Organization > My Organization > Allow Skip Shift Clock-in

The "Allow Skip Shift Clock-in" function can be configured in management mode. If enabled, employees can select the "Skip" option when clocking in, allowing them to clock in directly without selecting a shift. If disabled, employees must choose a shift to clock in.

  • Enable: Employees can click "Skip" to clock in without selecting a shift.
  • Disable: Employees must select one shift before clocking in.
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