Shift Schedule — Unified Entry Point

Accessing the Shift Schedule

1. From the main menu, click the “Attendance” section.
2. Click “Shift Schedule.“

The system automatically determines which screen you’re taken to based on your permissions:

• My Shifts: Appears if you only have the “View My Shifts” permission — displays the shifts assigned to you in view-only mode.
• My Team’s Shifts: Appears if you have any of the following permissions: “View My Team’s Shifts,” “View All Shifts,” “Manage My Team’s Shifts,” or “Manage Shifts” — the editing permissions and scope vary based on what’s granted to you.

Permissions and Behavior

The system relies on a set of shift-related permissions (configured from “Employees” → “Manage Employee Roles“) to determine your access to the “Shift Schedule” screen and what you can do within it:

• View My Shifts: Displays only the shift assigned to you.
• View My Team’s Shifts: Displays the shifts of employees under you, in view-only mode.
• View All Shifts: Displays the shifts of all employees in the account, in view-only mode.
• Manage My Team’s Shifts: Lets you edit the shifts of employees under you (assign, change, reassign, etc.).
• Manage Shifts: Lets you edit the shifts of all employees in the account.

Schedule Screen Structure

• Employees Column: Each employee appears by name with a colored icon showing the first letter of their name.
• Day Cells: Each cell shows the name of the shift assigned to that day (e.g., “Morning Shift”) along with its start and end times. Days with no shift assigned show “No Shift,” and weekly days off show “Weekend.”
• “⋯” and “+” Icons: These appear when hovering over any cell — “⋯” opens the shift actions menu, and “+” opens the “Custom Day Assignment” panel.
• “Shifts” Row at the Bottom: A collapsible/expandable row showing the number of active shifts for each day, as a quick statistical summary.

Actions Available From Within the Schedule

You can perform several actions directly from within the schedule, without needing to navigate to separate pages.

• Assigning a Temporary or Custom Shift for a Day
  • Click the “+” icon shown in the cell for the desired employee and day, to open a side panel titled “Assign Custom Day“:
    • The panel shows the selected employee(s) at the top.
      • From the “Day Type” field, choose the required category (e.g., Working Day, Leave, 1/2 Day, etc.).
  • If you select “Working Day,” the panel expands to show full shift configuration fields:
    • Shift Name: Enter a name for the temporary shift (e.g., “Temporary Shift”).
    • Shift Type: Select a distinguishing color for the shift from the list, used to visually identify it in the schedule.
    • On Duty Time / Off Duty Time: The shift’s official working hours.
    • Start of Sign-In / End of Sign-In: The time window during which the employee is allowed to sign in.
    • Start of Sign-Out / End of Sign-Out: The time window during which the employee is allowed to sign out.
    • Lateness Grace Period: The number of minutes an employee can arrive after the on-duty time without it being counted as late.
    • Start Late Time: Sets the point at which actual lateness begins to be calculated (e.g., “After the shift start time + grace period”), with a calculation example shown below the field to help you understand its effect.
  • (Optional) Add a “Note,” or attach a supporting document by dragging and dropping it (maximum 20 MB).
  • Click “Save,” or “Cancel” to discard.
• Shift Actions Menu (“⋯” Icon)
  • Click the “⋯” icon shown in the cell to open a dropdown menu with four options:
    • Change Shift: Replaces the shift assigned to this day with another shift from the account’s shifts.
    • Assign Permission: Records an attendance permission (lateness or early leave) for this day.
    • Assign Day Off: Sets this day as the employee’s weekly day off.
    • Day Details: Displays all of the day’s details without editing.
• Reassigning a Shift
  • Lets you move a shift from one employee to another without deleting and recreating it.
  • Press and hold the shift you want to move, then drag it (Drag & Drop) and drop it into the cell of the new employee you want to move the shift to.
• Changing the Base Shift
  • Lets you edit the base (default) shift assigned to a specific employee, which is automatically applied to their weekly working days.
    • Click the shift shown in the desired employee’s column.
    • A side panel titled “Assign Base Shift” appears, showing the employee’s current base shift name (e.g., “Morning Shift“).
    • From the buttons shown at the top of the panel, you can: click “Create Shift” to create an entirely new shift, click the pencil icon to edit the current shift’s details, or use the dropdown arrow to select another base shift already defined in the account.
    • Below that, a “Working Days” section appears, showing the seven days (Monday through Sunday) with each day’s status label (e.g., “Working Day” for regular weekdays, or “Day Off” for weekly days off like Friday and Saturday). An arrow next to each day lets you edit its status independently (switching it from a working day to a day off or vice versa, or assigning it a different shift).
    • Click “Save” to apply the changes, or “Cancel” to discard.
• Viewing Day Details
  • Lets you view all the details related to a specific day for a specific employee within the same screen, without needing to navigate to a separate attendance page.
    • Click the “⋯” icon shown in the cell, and select “Day Details” from the dropdown menu.
    • A side panel titled “Day Details” appears, showing the name of the shift associated with this day at the top (e.g., “Morning Shift”).
    • The panel displays the following details:
      • Current Shift Type: e.g., “Custom Day Shift.”
      • Type: e.g., “Working Day.”
      • Start Date / End Date.
      • On Duty Time / Off Duty Time.
      • Start of Sign-In / End of Sign-In.
      • Start of Sign-Out / End of Sign-Out.
      • Lateness Grace Period: The number of minutes allowed (shows “-” if no grace period is set).
      • Start Late Time: Clarifies the point at which actual lateness begins to be calculated (e.g., “After the lateness grace period only”).
  • Click “Edit Day” to go directly to editing the day’s details, or “Cancel” to close the panel without editing.

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