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How to Create New Work Shifts for Efficient Employee Scheduling

Learn how to create new work shifts in BrioHR. This step-by-step guide helps HR managers set up pre-defined shifts, that can be added to schedules and assigned to employees via rostering. 

Audience & Scope

Audience: HR Admin

Module: Admin Settings & Time Attendance

Country: Global

Pre-requisites: Access to Admin Settings

 

Creating multiple work shifts helps HR assign different work schedules to offices or specific employees. This simplifies work rostering for HR and managers.

Step-by-Step Guide to Creating Work Shifts:

Log in to your BrioHR account,

1.  Navigate to Settings.
2. Go to Schedules & Shifts.
3. Go to the Work Shifts tab.
4. Click on the + Create shift button.

5. A pop-up window to create a new shift will appear:

    1. Name your new shift. This field is compulsory.
    2. Input Shift Hours. The shift hours are used for the employee's clock-in and clock-out. You can leave the field(s) empty if the hours are not applicable.
      1. Actual (In) *mandatory*: the actual time the employees clock in for their shift.
      2. Earliest (In): the earliest the employees can clock in for their time to be counted as OT. If an employee clocks in before this time, the OT calculated will be capped based on the earliest-in time set for the shift. 
        • Scenario example:
          • Setting: Actual (In): 9.00 am, Earliest (In): 8.00 am 
          • If an employee clocks in at 7.30 am: OT before shift = 1 hour (8.00 am - 9.00 am), 7.30 am - 8.00 am not counted for OT.
      1. Late (In): the latest time the employees can clock in for their shift without being considered late.
        • If an employee clocks in before Late In time, they will NOT be considered late
        • If an employee clocks in after Late In time, they will be considered late, and lateness is calculated by comparing late clock-in time against Actual (In) time. 
        • Scenario example:
          • Setting: Actual (In): 9.00 am, Late (In): 9.15 am
          • Employee A: clocks in at 9.10 am = No lateness
          • Employee B: clocks in at 9.20 am = 20-minute lateness
      2. Actual (Out) *mandatory*: the actual time the employees clock out for their shift.
      3. Earliest (Out): the earliest time the employees can clock out for their shift.
      4. Late (Out): the latest time the employees can clock out for their time to be counted as OT. If an employee clocks out after this time, the OT calculated will be capped based on the latest-out time set for the shift. 
        • Scenario example:
          • Setting: Actual (Out): 6.00 pm, Latest (Out): 7.00 pm
          • If employee clocks out at 7.30 pm: OT after shift = 1 hour (6.00 pm - 7.00 pm), 7.00 pm - 7.30 pm not counted for OT.
      5. Break duration *mandatory*: The break duration the employees are entitled to during their shift. (If no break time for this shift, choose 'No break' option).
        • If the 'Track break lateness' is ticked, any lateness (from exceeding break duration) will be added as lateness in the timesheet. 
        • Scenario example: 
          • Setting: Actual In: 9 am, Late In: 9.15 am, Break duration: 30 minutes
          • Employee A clocks in: 9.15 am, Break time duration: 35 minutes, Total lateness: 5 minutes (no late in, 5 minutes from exceeding break)
          • Employee B clocks in: 9.20 am, Break time duration: 35 minutes, Total lateness: 25 minutes (20 minutes from late in, 5 minutes from exceeding break)
        • If the 'Exclude unused break from worked hours' is ticked, any early in from break time will not be counted towards work hours.
        • Scenario example:
          • Settings: Break duration: 1 hour, 
            Clock in: 9 am, Clock out: 6 pm,
            Total break time: 45 minutes 
            Actual work hours: 8 hours (not 8 hours 15 minutes, as 15 minutes unused break time is not counted)

 

NOTE: 

For Clock In - The Late In time cannot be before the Actual In and the Early In time cannot be after the Actual In. 

For Clock Out - The Late Out time cannot be before the Actual Out and the Early Out time cannot be after the Actual Out.

 

6. Next, click the 'Shift Assignments' tab to assign relevant tag, location, activity and workstation for this new work shift. These settings are not compulsory. They can be left blank.

7. Last, click the 'Shift Settings' tab to setup half day leave handling for the shift. 

NOTE:

When you create a new shift, the default selection is Option 2: Split shift equally. If you do not configure the 'Shift Settings' tab when creating a new shift, the default option will be chosen for half-day leave handling. 


8. Click Save.

 

 

Common Issues/FAQ

Q: Why can't I click the 'Save' button?

A: Please ensure all the mandatory fields have been filled in.

Q: Can I edit the timing of the shifts later on? 

A: Yes, the shift timing can be edited. However, if shifts/schedules have been previously assigned, the manager may need to reset the roster to see the shift changes reflected in the employee's schedule.