Schedule validations

Updated 1 month ago by Daniel Sjögren

The below article refers to when you're editing your schedule in our interface, not when doing so through our APIs.

When creating shifts in Schedule, Quinyx will validate the shift details against agreement settings and unit settings. These validations take place any time an existing is edited or a new one is added, be it in the Notifications panel or directly in Schedule. These validations also take place for absence shifts, including when creating leaves and when approving leave applications. If the user chooses to carry on with creating or editing a shift despite having received a warning message, Quinyx will log this circumvention.

The below validations exist in Schedule:

Validation message
Description
Options/Settings affecting the calculation
Overridable

Break does not fulfil 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 setting to the left

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

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

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

Read more about base schedule validations here.

Absences and validations

Note that when there's an absence covering part of a shift, and you make edits to the part of the initial shift that's not covered by an absence and save those changes, Quinyx will validate against only the part of the shift not covered by an absence.


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