Roster Management

Roster Management

Purpose

Roster Management is important for organizations that work on multiple shifts. When there are employees working in different shifts in different time zones, you need to have a system with which you can track who is in which shift. Employee scheduling software makes it easy to map employees to various shifts and to communicate to employees on time. Using Zoho People you can automate rosters and save time and avoid confusions and double-work. Shift Management consists of the parts as listed below. 

Adding Shifts:

Follow the steps given below.

  • From your home page, go to Attendance > Shift Schedule > Shift(s) > Add Shift
     

You need to set eligibility for Shift Allowance.

This can be done in Attendance > Settings > General Settings > Shift Settings > Eligibility for Shift Allowance. Here, you can enter a value (in hours). For example, if you give 8 here, then employees who have worked for 8 hours in the shift will be eligible for shift allowance.

  • Add shift name in the box for Shift name
  • Choose the shift timings from the drop-downs for From and To
  • Select if the weekend should be based on Location or Shifts
  • Check the boxes of the respective days for “Weekend definition” if you would like to have Shift based weekends
  • Under 'Shift Allowance', check the 'Enable' button
  • Enter the Rate per day for the shift

  • Click Submit

Note: If you select Location based Weekend & Holidays then it will be based on the settings configured under Settings > Organization > Holiday Calendar

While creating shifts and shift-based weekends/holidays, it overrides the weekend/holiday definition for the location-based ones if they already exist for the account.

Example:

The XYZ organization serves clients pertaining to the US time zones and Australian ones. Its holidays are configured as per the respective shifts. In this case local (location-based) holidays are overridden, as shift-based weekends/holidays has its effect, even though it's the same work location.

 

Mapping employees:

An employee can be assigned to a shift by the following options:

From the 'Employee Shift Mapping' tab:

  • Go to Attendance > Shift Schedule > Employee Shift Mapping

  • Click 'Associate Employee'
  • Under 'Applicable For', click on the list icon and select the employees 

You may also select 'Location' and make employees of that location be included in the Shift.

Note: The employees who belong to the location at the point of time when you associate the shift, will only be part of the shift. For eg. If you have selected 'California', then the employees who join in 'California' at the time that you associate the shift will be included as part of the shift. The ones who join after you have completed this association, will not be part of the Shift. To include them as part of the shift, you will have to either associate the employees by selecting 'Users' or click on 'Associate Employee' and select 'California' from 'Location' again, to make the new employees part of the shift.

  • Select the 'Shift name' from the drop-down
  • Provide From and To date

  • Click Submit

From the 'Shift Calendar' tab:

 

 

  • Go to Attendance > Shift Schedule > Shift calendar
  • Click on the 'Associate Employee' button
  • Enter the details and click 'Submit'

From the 'Shift Hours View' tab:

  • Go to Attendance > Shift Schedule > Shift Hours View
  • Click on the 'Associate Employee' button
  • Enter the details and click 'Submit'

Shift Rotation:

The main function of the scheduler is to have the shifts changed automatically for selected employees, based on the frequency that is set. Follow the steps given below to add a scheduler.

  • From your home page, go to Attendance > Shift Schedule > Shift Rotation > Configure Rotation
  • Under Scheduler details, give a name for the schedule
  • Set a frequency for the schedule- for eg, if you select Monthly, and give a date, then the Shift scheduler will run every month on the given date
  • Enter the time at which you would like to have the scheduler triggered
  • In the next section 'Shift Rotation Details', under Shift Span, define the span of the shift - i.e, the period for which the Shift is applicable
  • Under "Applicable For", select the required option from the list of Roles, Departments, Designations, Location, User etc
  • Under Shift Rotation, select the shifts appropriately
  • Use the + icon to map more shifts

  • Click Submit

Note: An email notification will be sent to the employees whenever there is a change made to their shift.

Let us consider a scenario.

Let us assume that you would like to have the General Shift Team members of the Technical Support Team to be assigned to US Shift and US Shift Team members of the same team to be assigned to Australian shift on the 1st day of every month. You would also like to have the schedule triggered on 27th of every month for the following month.

In this case, you can follow the steps as given below:

  • In the first section 'Scheduler Details', under Frequency, select Monthly and select the date as 27 of every month
  • Under Shift Duration, select 1 in the drop down

Once you select 1 in the drop down, the shift will be applicable from the 1st of the month until the Last day of the month. I.e - from the 1st day of the month until the last day of the month.

  • In the next section 'Shift Details', under 'Applicable for', from Roles, select 'Team Member' and from Department, select 'Technical Support'
  • Under Shift Cycle, select General Shift from the first drop down and US shift from the second drop down
  • Add another row using the + icon

  • Select US Shift from the first drop down and select Australian Shift from the second drop down

Note: The schedule will be run on the 27th of every month. The shift mapping configured will be carried out based on the shift that is existing on the day on which the scheduler runs. I.e - If an employee is in the General shift as on the 27th of the month, then this employee will be changed to the US shift and the ones who are in US shift as on 27th will be changed to Australian shift with effect from the 1st of the month. An email notification will be sent individually, to each member of the Technical Support team, who fall under the designation 'Team Member'', indicating the change of shift along with the date on which the Shift change is applicable.

Editing an employee's shift mapping

This can be done through two options.

Directly on popup option

  • Go to Attendance > Shift schedule > Shift calendar
  • Under Calendar View, employees' shift details will be displayed as per respective days

  • Select the day, and click on the shift name to see a box with existing shift details 
  • Select the shift to which you need to map the particular day

Now the shift for that day will change.

Edit button

When you click the Edit button, the following screen will appear:

 

Here you can change the shift for that day alone.

Shift Settings and Notifications:

All Settings pertaining to Shifts can be done in Attendance > Settings > General Settings > Shift Settings

View Employee Shift mapping: Here you can set as to who needs to view employee shift mapping.

Edit employee Shift Mapping: Permissions to edit employee shift mapping can be set here.

Email notification for Shift modification: You can decide whether to enable or disable the email notification that will be sent to employees.

Feeds notification for shift modification: Here, you can set whether to enable or disable feeds notification sent to employees about any modifications to their shifts.

Eligibility for shift allowance: Here, you can specify the minimum hours that an employee should have clocked-in for the day to be eligible for shift allowance.

All notifications pertaining to Shifts can be done in Attendance > Settings > General Settings > Shift Reminder

Under this section, you can set reminders for check-in and check-out of employees. You can also set automatic notifications to be sent to Reporting Managers when there is no check-in done for the day by their subordinates. 

There are five types of notifications possible. Notifications will be sent via email and feeds.

  • Type 1: Check-in Reminder for employees - X hours before shift start time: Here, you can set that the reminder should be sent to an employee before X hours of the shift-start time informing them that their shift is about to begin and that check-in should be done.
     
  • Type 2: Check-in Reminder for employees - X hours before after start time: Here, you can set that the reminder should be sent to an employee after X hours of the shift-start time notifying them that their shift has already begun and that check-in should be done.

Criteria for type 1 and type 2:

These two reminders get triggered only when there is no check-in entry found for the day.

  • Type 3: Check-out reminder for employees - X hours before shift end time: In this case, you can set that the reminder should be sent before X hours of the shift-end time notifying that their shift is about to end that check-out should be done.
     
  • Type 4: Check-out reminder for employees - X hours after shift end time: In this case, you can set that the reminder should be sent after X hours of the shift-end time notifying that their shift has ended and that they need to do their check-out

Criteria for type 3 and type 4:

These two reminders will be triggered only when there is an open check-out status found for the day. Take a look at this scenario

Scenario 1:

First check-in - 9 am

First check-out - 1pm

Second check-in -2 pm

Here, there is no check-out after 2 pm, which means the check-out status is open. In this case, the reminder will be triggered.

Scenario 2:

First check-in - 9 am

First check-out - 1pm

Here, after 1 pm, there is no check-in, which means the check-out status is closed. In this case, the reminder will not be triggered.

  • Type 5: Notifying Reporting Manager: In this case, the reporting manager will be notified of the list of his/her subordinates who have not done their check-in until the time that you have set.
    • Go to Attendance > Settings > General Settings > Shift Reminder
    • Under 'Notification to Reporting Manager for an absence of Check-in', enter the hour(s) after Shift start time

Note: If a Reporting Manager has sub-ordinates across locations, the data of those who have not checked-in will be populated in the same email. However, if the subordinates are across different Shifts, then data will be sent to different emails. There will be as many emails as there are Shifts in which the Reporting Manager has sub-ordinates working.

The time-zones in which the reminders will be sent will be based on the

A. Based on the time zones mapped to the locations or

B. Organizational default time zone

Type A: Based on time zones 

Consider the below scenario for type A.

Case 1: Employees working in General Shift (base location - India, shift time 9 am to 6 pm, location mapped to IST time zone)

Case 2: Employees working in General Shift (base location - the US, shift time - 9 am to 6 pm, location mapped to CDT time zone)

Case 3: Employees working in Night Shift (base location - India, shift timing - 9 pm to 6 am, location mapped to IST time zone)

Case 4: Employees working the Night Shift (base location - US, shift timing - 9 pm to 6 am, location mapped to CDT time zone)

Now, assume that you have set a reminder to be sent after 1 hour of the shift start time. The reminders will be sent as follows.

For case 1: at 10 am IST

Case 2: at 10am CDT

Case 3: at 10 pm IST

Case 4: at 10pm CDT

Type B: Organizational default time zone:

Employees who are not mapped to any location and locations that are not mapped to any time zone will be sent a reminder in the organizational default time zone.

Note: In case there are User specific settings or shift specific settings configured, then the reminder will be triggered based on this. Priority will be given to the User specific settings, then to Shift Specific Settings and then to the Settings that you define under General Settings.

Shift Views:

Calendar View

You can have a calendar view of the Shift details based on locations, departments, employees etc.

  • Go to Attendance > Shift Schedule > Shift Calendar
  • Click on the filter on the right-hand side
  • Select the Location/Department/Employee etc from the drop-down
  • You can select a 'From' and 'To' date to define the period for which you would like to see the shift details
  • Click Search

You can see the Shift details based on your selection.

To Export or Download, select the appropriate option by clicking on the ellipsis icon

Note: Export can be done only in .xls or .csv format.

Importing Shift Details: Instead of mapping employees one by one to shifts, you can do an import.

  • Click on the ellipsis icon and select 'Import'
  • Import the file (of shift details)in the format that is mentioned
  • Map the fields and click Next

Note: Import can be done only in .xls or .csv formats.

Apart from the Calendar view, you can also take a look at the shift hours in the 'Shift Hours View' tab.

  • Go to Shift Hours View
  • Click on the filter to make a selection based on Department/Employee/Shifts/From and to Date etc and click Search

You can Export/Download/Print this data (based on the filter options used) by clicking on the ellipsis icon. Shift Details can also be imported by clicking on the 'Import' option.

Break configuration

Some organizations have the need to know where and what type of break their employees are in. This helps them understand their attendance patterns and also gives them an option to differentiate paid and unpaid breaks.

Let us assume that an organization has allotted 30 minutes of tea break as a paid break. In this case, the employee is entitled to a total of 30 minutes of tea break per day. Let us look at how this break can be configured and how the employee can utilize this break.

  • Go to Attendance > Shift Schedule > Break
  • Click on 'Add Break'

Enter the following details:

  • Break Name - in this case, tea break
  • Image - select the teacup
  • Time - enter the maximum amount of time allotted; in this case enter 00:30 minutes
  • Break Mode - Automatic or Manual can be selected. If the Manual mode is selected - select whether the break is a paid or unpaid break. In this case, select Paid
  • Applicable Shift(s) - select the shifts for which this break is applicable. For e.g. General shift, Night shift etc.

Once all details are filled, Click 'Submit'

 NoteIf Automatic is selected, the allotted time will automatically reflect in the day's payable hours once a check-in is done. This can be viewed under Attendance > Views > Tabular View. If Manual is selected, the employee has to go to Attendance > Views > List View. The employee has to manually click the start button (by selecting the applicable Break ) while going for the break and stop the clock by clicking 'Resume Work' button (the applicable break icon will also appear) once he/she is back from the break.

 

The new break has been created. If you wish to sort based on Break Name or Time, it can be done by clicking on the sorting icon. You can also filter the data displayed in terms of Pay Type, Break Mode, and Shift by clicking on the filter icon.

 

To generate reports:

You can go to Attendance > Views > Tabular View

Click on the Ellipsis icon > select Export

Select the format in which you would like the report to be in (xsl or csv) and select 'Include all check-in / check-out entries' if you would like this to be a part of your report.

A report will be generated (based on the view that is chosen currently - weekly or monthly). The report will contain information on the check-in and check-out time, date, and location. It will also contain information on the break type, the paid break and unpaid break time, total payable hours, overtime, deviation time, etc.

When an employee has utilized the Break, it can also be viewed under Attendance > Reports > Daily Reports

For monthly reports, you can go to Attendance > Reports and select the Summary or User reports.

 

Let us now look at some usecases to better understand this feature.

Usecase 1:

An organization has allotted a Tea Break for 30 minutes in the Automatic Mode.( any break added in the Automatic mode will be a paid break)

The minimum hours required for the day (no. of hours to be marked 'Present') is 8 hours and the employee has clocked in 7.5 hours.

So, the total payable hours for each day for an employee will be 7.5 hours + 30 minutes of Tea Break = 8 hours. The employee has therefore satisfied the minimum number of hours required for the day to be marked as 'Present'.

  

Usecase 2:

An organization has allotted a Tea Break from 30 minutes in the Manual Mode. They have made this a paid break.

The minimum hours required for the day is 8 hours and the employee has clocked in 8 hours./p>

The employee has utilized 10 minutes of the Tea Break.

So the total payable hours for that day will be 8 hours + 10 minutes = 8.1 hours

Usecase 3 :

An organization has allotted a Tea Break for 30 minutes in the Manual mode. They have made this an unpaid break.

The minimum hours required for the day is 8 hours and the employee has clocked in 7 hours.

Since this break is an unpaid break, although the employee will clock-in and clock-out for this break, the payable hours will remain only 7 hours. The employee will, therefore, be marked as 'Absent'.

Note : The Tea Break of 30 minutes will not be deducted from the total payable hours; it will only be displayed in the reports. An organization may use its discretion to use the data in the Manual unpaid Break to reflect in the employee's salary.

 

Usecase 4 :

An organization has allotted a Tea Break for 30 minutes in the Automatic Mode and a Play Break for 1 hour in the Manual paid mode.

The minimum hours required for the day is 8 hours. The employee checks-in at 9:00 AM. He then checks-out at 1:00 PM for a break and once again checks-in at 3:00 PM. He then stays on at until 6:00 PM which is his last check-out. During the day he has utilized the 1 hour of Play Break.

The total payable hours for this day will be calculated as follows:

(a) 9:00 AM - 1:00 PM = 4 hours

(b) 1:00 PM - 3:00 PM = 1 hour (consists of 1 hour of paid Play Break and 1 hour of unpaid break)

(c) 3:00 PM - 6:00 PM = 3 hours

(d) 30 minutes of Tea Break allotted for the day

(a) + (b) + (c) + (d) = 8.5 hours

The employee will therefore be marked as 'Present'.

Note: New break settings will override old break settings in all cases (except in Regularization).  In Regularization, new break settings will not be reflected. Old break settings will be reflected in shifts where a new break has not been configured. 

Importing Shifts

When a large number of employees' shift details need to entered into the system, this can be done using the import settings in Shifts. To navigate to this option:

  • Go to Attendance > Shift Schedule > Shift(s)
  • Click the ellipsis icon next to 'Add Shift'
  • Click 'Import'

  • Import the file in either xls or csv format based on the sample format provided

The format shows the mandatory and optional fields for the file import.

If all the shifts in your organization are location-based then only the first 3 mandatory fields ( Shift Name, From Time, To Time) need to be filled and 0 should be entered for Weekend Options.

If shift-based weekends are included, enter 1 under Weekend Options. If the weekend option column is not given, then all shifts will be considered under shift-based weekends.

For each specific day, specify when that day is considered as a weekend using 1 to 5.

For instance, if the first and fifth Fridays are to be considered weekend, then enter 1, 5 under Friday.

If a day is not considered a weekend, leave it blank.

  • Once the file is uploaded, update the mapping details
  • Once the mapping has been completed successfully, you will see the message ' The selected file has been imported successfully'. You will also see a summary of the completed import.
  • If there are any errors in the imported file, they will be displayed along with the row details and can be rectified. The correctly entered details will be successfully imported. If this happens, a new file with the corrected data can be imported again to ensure all the data in the file is imported.

Your file has now been imported successfully.

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