Shift Rules

Shift rules lets you define rules to auto-mark absent or half-day for employees based on late coming, early going or total time spent in-office.

Most businesses require some sort of rules to ensure employees are adhering to assigned shift timing and are punctual while coming to and leaving work.

Shift Policies let you define rules to ensure the business policies related to work time is followed by all employees.

Defining Shift Rules

Shift rules can be defined for each shift that already exist in your account. You may have a single shift for all employees or multiple shifts for different employees. Shift Rules can be created for selected shifts or all shifts.

To start defining shift rules, go to Setup > Shifts

To view or add Shift Rules for any given shift, click on Rules button as shown below.

Types of Shift Rules

To serve a variety of needs, Runtime HRMS offers following types of rules:

  1. Late Coming: Mark half-day or absent when employees come late after their shift start-time by defined time e.g. 15 mins.

  2. Early Going: Mark half-day or absent when employees leave early before their shift end-time by a defined time e.g. 15 minutes.

  3. Time In: Mark half-day or absent when employees fail to spend a minimum time in office. For e.g. if you expect employees to work for at-least 8 hours a day and employees spend only 7 hours, you can choose to mark half-day or absent.

  4. Total Late (Late Coming +- Early/Late Going): This type of rule covers cases where employees come late but compensate by working late. If the net late is beyond a defined limit, half-day or absent will be marked as per defined rule.

Calculation Basis

Time considered for triggering shift rules are calculated in two ways:

  1. Daily: These rules apply on daily time basis. For e.g. if there is a rule to mark half-day when employee is 15 minutes late, this type of rule will mark half-day on every day when employee is late by 15 minutes or more.

  2. Cumulative: These rules apply for cumulative time accumulation over a given period. For e.g. if there is a rule to mark half-day when employee is late for more than 30 minutes using a cumulative rule, this type of rule will mark half-day when employee's total late minutes exceed 30 minutes. Therefore, if employee is late by 10 minutes on 1st date of the month, then again on 2nd and 3rd date, this rule will mark half-day on 3rd day only (when total late minutes exceed 30 minutes).

Time Range

Time Range allows you to specify a time-range for which a particular rule should apply. For e.g. you can define two rules as follows:

  1. Late Coming: 30-60 minutes: Half Day

  2. Late coming: 60-999 minutes: Absent

Thus, using Time Range, you can have two different rules for late coming and take different actions like marking half-day or absent, depending on how much late coming minutes are.

Other things to consider

Overlapping Rules

You cannot create rules with overlapping time range. For e.g. Late Coming rules for time range 0-30 and 15-45 minutes cannot be created since the time is overlapping among the two. You will get an error as follows - "A rule with overlapping time range already exist. Time range should be exclusive across all rules of a shift."

AI Suggested Rules

Runtime HRMS's in-built AI system can auto-create rules for you. When you open the Rules pane for a shift which does not have any rules, you will see a suggestion as shown below:

Simply click on Create AI Suggested Rules to create two rules for half-day and absent. You can make changes if required.

Applicable Shift

Time rules apply for the shift which is applicable to an employee for a given day. The shift applicable for a given day depends on the shift policy assigned to the employee.

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