Validations in Base schedule

Updated 1 month ago by Daniel Sjögren

The below article refers to when you're editing your schedule in our interphase, not when doing so through our APIs. Read more about APIs here.

To be able to deal with shift warnings upfront when creating a shift, the Base Schedule features both preliminary and final validations. The shifts will be preliminarily validated against the employee's agreement and against the current date. Once the shifts are rolled out in the Schedule, they are validated a second time but towards the actual date(s) they are rolled out for.

Preliminary validations are not logged but those same validations will be logged as they're rerun as rollout validations.

This system of dual validations is convenient in the case of, for instance, an employee having one agreement valid January 1 - July 1 and then another one July 2 - December 31. The two agreements may have different rules concerning maximum break time, max hours per day etc. In this scenario, if the Base Schedule is created and rolled out on January 1, the preliminary validations may result in a different amount of and/or other validation messages than the second validation.

If the agreement applied by Quinyx when a base schedule is rolled out is later set to invalid for the period in question, then the scheduled job which will run no more than two hours after the agreement validity period change will transfer the rolled out hours metric data from the now invalid agreement to the replacement agreement.

Management of validations

Validations appear during rollout. The flow is as follows:

  1. Build your Base schedule
  2. Click "Roll out" in the right upper corner of your base schedule and select the period across which you want to roll out the Base schedule.
  3. While waiting for the validation process to finish, you will be redirected to the Base schedule overview. In the "Status" column, a progress bar will indicate the completion of your base schedule's rollout. Once the validation is completed and in that same column, you will be notified about whether there are any shifts that have been prevented from being rolled out. To take a closer look at these shifts, click the base schedule in question. Your base schedule will now appear with validations in the side panel. The validations in question can also be found under the clock icon:
  1. The validations in the side panel are grouped by employee and shift. You can decide to take action on any of the below selections of validations:
    1. all validations in the base schedule
    2. all validations per employee
    3. all validations per individual shift.

In most cases you will have three options, and the options are indicated with icons:

The options are as follows, from left to right in the picture above:

  1. Accept the warning and roll out the shift(s).
  2. Don't roll out the shift(s).
  3. Roll out the shift(s), but unassign.

Once you've made your selection, you need to click "Roll out" at the bottom of the side panel to roll out the shift(s) in question. This also means that your current warnings won't be updated until you roll out anew - we will improve that logic later this year though.

Note: You must clear all warnings before you can make any changes to the base schedule.
Note: You can leave the warnings, and come back later and clear them. They can be found by clicking the clock icon.

Validation messages

The below list contains all validation messages presently available in Quinyx.

Validation message
Description
Options/Settings affecting the calculation
Overridable

Break does not fulfill the minimum duration

Break is too short as per defined in the agreement/agreement template.

  • Agreement / Agreement template > Break rules and schedule changes > Minimum break (minutes)

Yes

Employee does not have a role

You're attempting to schedule an employee prior to his/her start date, agreement start date or role start date. Alternatively, you're attempting to schedule an employee prior to his/her end date, agreement end date or role end date. Note that Quinyx will require you to either delete or unassign the shift.

  • Account settings > Organization > [Name of group] / People > Roles

No

Employee not available

Employee not available as per defined in the agreement/agreement template.

  • Agreement / Agreement template > Availability

Yes

Employee missing skill(s)

Employee is missing one or more skills that have been defined as required for this shift type in shift type settings.

  • Account settings / Group settings > Shift types > Skills
  • People > People details > Skills

Yes

Employee missing skill(s) on task level

Employee is missing one or more skills that have been defined as required for a task in shift type settings.

  • Account settings / Group settings > Shift types > Skills
  • People > People details > Skills

Yes

Employee’s nominal hours for the schedule period have been exceeded

The employee's nominal hours for the schedule period have been exceeded. When determining whether or not the nominal hours have been exceeded, Quinyx considers:

  • Worked hours for those shifts that have a punch.
  • Scheduled hours for shifts that have no punch.
  • Quinyx currently doesn't consider punches without shifts/tasks.

All of the above holds true regardless of whether the shift in question is in the past or in the future, as long as it’s within the schedule period in question.

  • Agreement / Agreement template > Schedule period and working hours
  • Agreement > Break rules and schedule changes > Calculate breaks as working time
  • A) shift type advanced settings, or B) shift advanced settings > Count as scheduled hours
  • A) shift type advanced settings, or B) shift advanced settings > Count as worked hours - Note: only for shifts that have a punch.
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Employment ended

Employee is not set to employed.

  • People > Employee details > Status.

No

Exceeding salary limit of employee's cost period

The shift you're adding exceeds the salary limit set up on the cost period. This feature is mainly used to support scheduling of minijobbers in Germany.

  • Agreement template > "Working hours and periods" > Cost periods.

Yes

Exceeding working time without break

Maximum working hours without break exceeded as per agreement/agreement template.

  • A) shift type advanced settings, or B) shift advanced settings > Count as scheduled hours
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Agreement / Agreement template > Advanced setting categories > Break rules and schedule changes > Maximum work hours w/o breaks (h)
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Late schedule change

You're editing the given employee's schedule within the notice period defined in the agreement / agreement template.

  • Agreement template > Rules for hours > Schedule changes

Yes

Max hours per day

Employee scheduled more hours per day than allowed as defined in agreement/agreement template. When determining whether or not the hours have been exceeded, Quinyx considers:

  • Worked hours for those shifts that have a punch.
  • Scheduled hours for shifts that have no punch.
  • Quinyx currently doesn't consider punches without shifts/tasks.

All of the above holds true regardless of whether the shift in question is in the past or in the future, as long as it’s on the day in question.

  • Agreement > Break rules and schedule changes > Calculate breaks as working time
  • A) shift type advanced settings, or B) shift advanced settings > Count as scheduled hours
  • A) shift type advanced settings, or B) shift advanced settings > Count as worked hours - Note: only for shifts that have a punch.
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Max scheduled hours per week exceeded

Employee scheduled more hours per week than allowed as defined in agreement/agreement template. When determining whether or not the hours have been exceeded, Quinyx considers:

  • Worked hours for those shifts that have a punch.
  • Scheduled hours for shifts that have no punch.
  • Quinyx currently doesn't consider punches without shifts/tasks.

All of the above holds true regardless of whether the shift in question is in the past or in the future, as long as it’s during the week in question.

  • A) shift type advanced settings, or B) shift advanced settings > Count as scheduled hours
  • A) shift type advanced settings, or B) shift advanced settings > Count as worked hours - Note: only for shifts that have a punch.
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Minimum daily rest requirement not met

Employee does not have any consecutive rest period this day that's matching or is longer than the minimum defined in the agreement/agreement template.

  • Agreement / Agreement template > Rules for hours > Min rest checkbox. - Note: If checkbox is ticked, the rest needs to cross the daybreak daily rest.
  • Agreement / Agreement template > Rules for hours > Min rest field
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Shift type advanced settings > "Count as stand-by hours" > Ordinary, Qualified, Extra all count as rest.
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Minimum weekly rest requirement not met

Employee does not have any consecutive rest period this week that's matching or is longer than the minimum defined in the agreement/agreement template.

  • Agreement / Agreement template > Rules for hours > Minimum rest/week
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Shift type advanced settings > Count as stand-by hours > Ordinary, Qualified, Extra all count as rest.
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Number of shift breaks exceeds the maximum allowed

The limit of number of breaks per shift as defined in unit settings is exceeded.

  • Account settings > Group management > [Name of unit] > Advanced unit settings > Breaks/shift

No

Overlapping shift

Two or more shifts are overlapping.

  • Agreement / Agreement template > Rules for hours > Allow override on overlapping shifts

Depends on the setting to the left

Rollout failed

Some shifts occasionally are not rolled out properly. When this happens, we recommend you accept the warning and roll out your base schedule again over the same period of time to see whether the shift(s) still fail to roll out. If the shift(s) still fail after 4 additional attempts, please contact Support.

NA

NA

Scheduled maximum consecutive days in a row

The employee has been scheduled more than the maximum consecutive days in a row as defined in the agreement/agreement template.

This validation will count cross-daybreak shifts as one day having been scheduled.

  • Agreement / Agreement template > Rules for hours > Max days
  • A) shift type advanced settings, or B) shift advanced settings - "Count as scheduled hours" (yes/no)
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Scheduled more than ( x ) days with more than ( y ) hours in ( z ) days

This warning is best explained using an example. For example, during any 10 days, the employee may only 3 days with more than 9 hours scheduled .

  • Agreement / Agreement template < Rules for hours > During days + Maximum days + With over hours
  • A) shift type advanced settings, or B) shift advanced settings > Count as scheduled hours
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Account Settings > Absence settings > Absence reason type
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

Shift break time exceeds the maximum allowed

Total time of the break(s) exceed(s) the maximum allowed as per defined in agreement/agreement template.

  • Agreement / Agreement template > Rules for hours > Maximum break (minutes)

Yes

Shift length is less than minimum shift length

The shift is shorter than allowed as per defined in agreement/agreement template

  • A) shift type advanced settings, or B) shift advanced settings > Count as scheduled hours
  • A) shift type advanced settings, or B) shift advanced settings > Free day
  • Agreement / Agreement template > Rules for working time > Minimum shift length
  • Agreement / Agreement template > Time > Generate salaries on task

Yes

The employee has no valid agreement

There is no agreement for the employee on the selected date.

NA

No

The shift has been scheduled on a bank holiday

The employee has been scheduled on a date that has been configured as a bank holiday on either global, unit-group or agreement template level.

  • Agreement / Agreement template > Rules for hours > Schedule bank holidays
  • Unit settings / Agreement settings > Rules for hours > Daybreak daily rest (as described here).

Yes

The shift is overlapping with an absence shift.

The shift you're attempting to add is overlapping with an absence shift.

  • Agreement / Agreement template > Rules for hours > Allow override on overlapping shifts

Depends on the setting to the left

This date cannot be scheduled in conjunction with the other selected dates.

This date has been configured to not be schedulable for the employee if there's a shift on a certain bank holiday for that same employee.

  • Account settings / Agreement template > Bank holidays > Excluded dates for scheduling
  • Quinyx daybreak considered: none, only calendar date.

Yes

This day has been scheduled two years in a row.

The employee in question was scheduled on this same calendar date the previous year. That calendar date, too, was configured as a bank holiday in Quinyx.

  • Account settings / Agreement template > [Name of bank holiday] > Employee's can work on this bank holiday two years in a row
  • Quinyx daybreak considered: none, only calendar date.

Yes

Time punch for shift is approved

If you re-roll out a shift to which an attested punch has been added since the last rollout, you'll receive a warning that reads "Time punch for this shift is approved". Currently, the "Unassign" and the "Don't roll out" options will be available.

NA

Yes

If you get a validation message upon rolling out, such as "The employee has no valid agreement" and then go to People to give that employee an active agreement, you will still need to delete or unassign the shifts you tried to roll out for that employee. However, you can then roll out your base schedule anew and the shifts for said employee will be rolled out.


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