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Shifts

Shifts Management​

Shifts management is the core tool that allows companies to define official working hours for employees, whether working on a shift system or fixed hours system.

Shifts are the cornerstone of managing employee attendance and calculating actual working hours. The system relies on shift data to determine lateness, early departure, overtime hours, and the general attendance schedule.

The system uses these shifts to determine:

  • Official check-in time
  • Official check-out time
  • Lateness time
  • Early departure time
  • Overtime hours
  • Daily and monthly hours calculation

The shifts page provides a comprehensive interface that includes:

  • Quick statistics dashboard
  • Current shifts table
  • Sorting, search, and filtering tools
  • New shift creation window

The following is a detailed explanation of each section.

First: Top Statistics Dashboard​

Three main indicators appear at the top of the page summarizing the general status of shifts:

1. Assignments​

Represents the number of employees actually assigned to shifts during the current period. Helps managers understand staffing density and track gaps in the schedule.

Tip

Monitor this indicator regularly to identify periods that need additional employees or redistribution.

2. Shift Types​

Displays the number of shift types defined in the system, such as:

  • Morning shift
  • Evening shift
  • Night shift
  • Split shift

This indicator provides a general overview of work time diversity within the organization.

3. Employees​

Total number of employees registered in shifts, helping monitor overall distribution.

Second: Shifts Table​

This table represents the operational heart of the section and displays all current shifts in an organized manner.

Displayed Fields Include:​

  • Shift Type: Morning – Evening – Night – Split
  • Month – Year: The time period the shift applies to
  • Start Date
  • End Date
  • Department: The department responsible for the shift
  • Employees: Displays employees assigned to this shift, with the possibility of multiple employees (shows number + abbreviated names)

Table Features:​

  • Ability to search for a specific shift
  • Ability to filter by departments or shift type
  • Ability to export data in different formats
  • Ability to control the number of rows displayed
  • Ability to show or hide fields

Table Importance:​

  • Helps managers quickly review each shift
  • Provides a clear view of each department's commitment to the schedule
  • Ensures proper distribution of employees across daily times
Information

Table data can be exported in different formats (Excel, PDF) for use in reports and analytics.

Third: Creating a New Shift​

When clicking the "Create New Shift" button, a detailed form appears for adding a new shift from scratch. The system requires a set of data to ensure schedule accuracy.

Form Content​

1. Shift Type​

A dropdown list including types previously defined in settings, such as:

  • Morning shift
  • Evening shift
  • Night shift
  • Flexible shift

Selecting the shift type helps the system link it to its time settings related to attendance.

2. Start Time​

The time when the shift begins. Used later to calculate lateness, overtime, and actual employee attendance.

Tip

Make sure to specify the start time accurately as it is the basis for calculating lateness and overtime.

3. End Time​

The time when the shift ends. Related to calculating official working hours.

Warning

End time must be after start time, otherwise an error will appear in the system.

4. Start Date​

This is the start date of the shift application period. Can be used to add a daily, weekly, or specific period shift.

Important Note

The shift start date must be selected correctly as it controls its appearance in the table.

5. End Date​

The end date of the shift application. Allows the system to know the expected time period for working on this shift.

6. Departments​

Allows specifying the department or departments the shift will be applied to. This helps:

  • Organize work structure within the organization
  • Control employees belonging to each department
  • Easy filtering and sorting later

7. Maximum Employees​

The upper limit for the number of employees that can be added to this shift. This feature prevents unintended overcrowding of employees in a single shift.

Information

The maximum helps distribute employees evenly across different shifts and avoid overcrowding in a single shift.

8. Employees (Required Field)​

List of available employees to assign to the shift. At least one employee must be selected, otherwise an alert appears: "At least one employee must be selected"

Important

This field is required and a shift cannot be created without assigning at least one employee. Make sure to select the appropriate employees for the shift.

9. Add Button​

After filling in the required fields, you can click "Add" to complete the process and insert the new shift into the table.

10. Cancel Button​

Can be used to exit the window without saving any changes.

Fourth: Using Shifts in the System​

After creating a shift, the system automatically performs the following tasks:

  • Linking employees to their work shift: To control accurate attendance hours calculation.
  • Adjusting daily working hours calculation: Official time, overtime, lateness, early departure.
  • Updating attendance records: When an employee checks in or out.
  • Activating alerts and notifications: If an employee is late or exceeds the shift period.
  • Improving employee distribution across shifts: To avoid overcrowding or employee shortage.
Important Note

All operations occur automatically once the shift is created, ensuring calculation accuracy and reducing manual errors.

Fifth: Importance of Shifts Management in the Organization​

Shifts management is not just a daily schedule, but a strategic tool that helps:

  • Organize workflow within departments
  • Achieve fairness in work hours distribution
  • Reduce lateness and violations
  • Support management in weekly and monthly planning
  • Improve productivity and ensure adequate employee presence for each period
  • Facilitate financial management through accurate overtime calculation

Sixth: Common Errors and Alerts​

The system provides alerts to help enter data correctly:

Important Alerts
  • Employees field is required
  • End time must be after start time
  • End date cannot be earlier than start date
  • Maximum must not be less than the number of assigned employees

Section Summary​

The shifts section is one of the most important parts of the attendance and departure system, giving management full control over organizing work times, distributing employees, and ensuring the organization operates efficiently according to a clear and flexible schedule.