Shift Policies

Shift Policies are a set of fixed or weekly rotating shifts that can be assigned to employee profiles.

What is a Shift Policy?

A Shift Policy is a pre-defined set of work shifts which can have one or more shifts for each day of the week. A Shift Policy can be assigned to any employee to automatically calculate attendance based on applicable shift for the day.

How to define a Shift Policy?

To define a Shift Policy, go to Setup > Shift Policies. Click Add New to create a new policy.

A Shift policy comprises of the following settings:

  1. Name

  2. Description

  3. Default Shift: This is the default shift that will apply to each day of the week, every week of the month. If your organization does not have changing or rotating shifts, a default shift is all you need to in a Shift Policy

  4. Weekly Rotating Shifts: For each day of a week, you can define a separate shift. Consider this example:

    • Default Shift: 09:00 AM to 06:00 PM

    • Monday Shift: 08:00 AM to 05:00 PM

    • Tuesday Shift: No Change (Default Shift will apply)

    • Wednesday Shift: No Change (Default Shift will apply)

    • Thursday Shift: No Change (Default Shift will apply)

    • Friday Shift: No Change (Default Shift will apply)

    • Saturday Shift: No Change (Default Shift will apply)

    • Sunday Shift: 11:00 AM to 08:00 PM

How to Assign Shift Policy to an employee?

To assign a shift policy to an employee, open the employee record and go to Work Profile tab.

Under Work Profile tab, there is a dropdown for Shift Policy that lists all the defined policies. Select the one applicable to this employee and click Save.

How does Shift Policy Work?

A shift is assigned to an employee in following cases:

  1. When a punch is submitted

  2. When attendance is recalculated

  3. When Payroll is ran

Shift assignment happens for each day to calculate following values:

  1. Early In, Late In

  2. Total Time-In Office

  3. Early Out, Late Out

  4. Overtime Duration

To assign a shift to an employee, Runtime HRMS follows below sequence:

  1. Default Shift as per Shift Policy

  2. Weekly Shift (if configured) as per day of the week

  3. Flexible Shift (if configured) as per time of punch(es)

Migration to Shift Policies

Go Live: Sep 10, 2023

With introduction of the Shift Policies, we've migrated your existing data by creating default Shift Policies for each Shift defined in your account. For e.g. if a shift with name Office Shift is defined, we would have created a Shift Policy with the name Office Shift Policy. All those employees who were assigned Office Shift earlier, will now be assigned Office Shift Policy.

While creating the shift policies from old shifts, we have kept the weekly shifts (Mon-Sun) as blank. It means that the newly created Shift Policies will only have a Default shift defined. This is done to make sure there is no change in the way you have been using Runtime HRMS before this migration.

You can, however, go ahead and edit the auto-created policies or create new policies to make use of rotational shift feature.

For any questions or clarifications, raise a support ticket from your login and our team will get back to you as soon as possible.

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