Validations in base schedule

Updated 3 days ago by Oscar Combes

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 main 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

Break does not fulfil the minimum duration

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

Employee does not have a role

You've rolled out the base schedule over a period which is prior to the employee's start date, agreement start date or role start date. Alternatively, you've rolled out the base schedule over a period which is after to the employee's end date, agreement end date or role end date. Note that Quinyx will require you to either delete or unassign the shift.

Employee not available

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

Employee missing skill(s)

Quinyx has skill validation on task level in Base schedule so that a manager is notified if an employee doesn’t have a skill required for the task assigned to the selected shift time. The manager can approve or deny the warning:

When rolling out a Base schedule, a manager is now notified if an employee doesn’t have the necessary skills required for a task assigned to a shift being rolled out. The manager can approve or deny the warning.

Employee’s nominal hours 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. If you’re using the “Generate salaries on tasks” setting then tasks’ “Count as worked hours” setting is considered.
  • Scheduled hours for shifts that have no punch. If you’re using the “Generate salaries on tasks” setting then tasks’ “Count as scheduled hours” setting is considered.
  • 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.

Note: when you roll out and get the final validation, this warning will currently display for all shifts in the schedule period in question, not just on the shift causing the nominal hours to be exceeded. We do aim to improve this.

Employment ended

Employee is not set to employed in People > Employee details > Status.

Exceeding working time without break

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

Max hours per day

Employee scheduled more hours per day than allowed as defined in agreement/agreement template.

Max scheduled hours per week exceeded

Employee scheduled more hours per week than allowed as defined in agreement/agreement template.

Minimum weekly rest requirement not met

Employee scheduled more hours per week than allowed as defined in agreement/agreement template.

Number of shift breaks exceeds the maximum allowed

The limit of number of breaks per shift as defined in Account settings > Group management < [name of unit] > Advanced unit settings > Breaks/shift is exceeded.

Overlapping shift

Two or more shifts are overlapping.

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 if the shift(s) still fail to roll out. If the shift(s) still fail after 4 additional attempts, please contact Support. Note: we aim to resolve this issue altogether during the end of 2020.

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.

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.

Shift length is less than minimum shift length

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

The employee has no valid agreement

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

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 in Classic, either in "Time" > "UT/Overtime/Bank Holidays" or in "Bank Holidays" on the agreement. Note: In order for this validation to occur, ensure "Schedule bank holidays" is unticked in "Rules for hours" on the agreement/agreement template.

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.

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. You can then, however, roll out you base schedule anew and the shifts for said employee will be rolled out. Rest assured this is a workaround we want to improve long term.


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