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Shift Management

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Overview

• Shift pattern creation
• Employee rostering
• Coverage tracking
• Swap and change management
• Overtime monitoring

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Accessing Shift Management

1. Navigate to Compliance in the main menu
2. Select HR > Shifts from the submenu
3. View the shift calendar

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Shift Calendar

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Calendar Views

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Calendar Features

• Drag and drop shift assignment
• Color-coded by shift type
• Filter by team or location
• View coverage levels
• Identify gaps and overlaps

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Shift Types

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Standard Shift Types

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Creating Shift Types

1. Go to Settings > HR
2. Select Shift Types
3. Click Add Shift Type
4. Configure:

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Creating Shifts

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Single Shift

1. Click on a date in the calendar
2. Or click Add Shift
3. Enter shift details:

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Recurring Shifts

1. Click Add Recurring Shift
2. Set the base shift details
3. Configure recurrence:

4. Set start and end dates
5. Generate shifts

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Shift Templates

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Creating Templates

1. Go to Shift Templates
2. Click Create Template
3. Build the weekly pattern:
   • Add shift slots
   • Set times and requirements
   • Define skill requirements
4. Save the template

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Applying Templates

1. Select a date range
2. Click Apply Template
3. Choose the template
4. Review generated shifts
5. Confirm and create

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Template Examples

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Assigning Employees

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Manual Assignment

1. Click on a shift
2. Select Assign Employee
3. View available staff:
   • Qualified employees
   • Those not already scheduled
   • Availability status
4. Select employee(s)
5. Confirm assignment

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Auto-Assignment

1. Select shifts to fill
2. Click Auto-Assign
3. Review assignment rules:

4. Run assignment
5. Review and adjust

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Availability Management

1. Go to My Availability
2. Mark available/unavailable times
3. Set preferences (optional)
4. Save availability

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Roster Management

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Publishing Rosters

1. Review all shifts for the period
2. Ensure adequate coverage
3. Click Publish Roster
4. Select notification method
5. Confirm publication

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Roster Status

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Coverage Tracking

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Shift Changes

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Shift Swaps

1. Employee initiates swap request
2. Selects shift to swap
3. Proposes replacement (or open swap)
4. Colleague accepts (if named)
5. Manager approves
6. Schedule updated

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Swap Workflow

Swap Requested
      |
      v
Colleague Accepts
      |
      v
Manager Reviews
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      v
Approved/Denied
      |
      v
Schedule Updated

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Cancellations

1. Open the shift
2. Click Cancel Shift
3. Select reason
4. Choose notification method
5. Confirm cancellation

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Reassignment

1. Open the shift
2. Select employee to remove
3. Click Reassign
4. Select replacement employee
5. Save changes

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Overtime Management

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Overtime Tracking

• View hours by employee
• Track weekly totals
• Identify threshold breaches
• Calculate overtime costs

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Overtime Rules

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Overtime Alerts

1. Go to Settings > Notifications
2. Enable overtime alerts
3. Set threshold triggers
4. Choose recipients

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Reporting

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Shift Reports

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Generating Reports

1. Navigate to HR > Reports
2. Select shift report type
3. Choose date range
4. Apply filters
5. Generate and export

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Best Practices

• Publish rosters at least two weeks in advance
• Maintain a pool of on-call staff for coverage
• Review overtime regularly to manage costs
• Use templates for consistent scheduling
• Enable employee self-service for availability
• Set clear swap and change policies
• Monitor coverage levels daily
• Document all schedule changes

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Troubleshooting

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Shift Not Appearing

• Check the date range filter
• Verify shift was saved
• Confirm correct location selected
• Check view permissions

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Employee Cannot Be Assigned

• Verify employee is active
• Check for scheduling conflicts
• Review skill requirements
• Confirm employee availability

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Overtime Calculations Incorrect

• Review standard hours settings
• Check weekly vs daily overtime rules
• Verify all shifts are recorded
• Review pay period settings

• Employees
• Leave Management
• Scheduling