Shifts

Updated 3 weeks ago by Leigh Hutchens

There are two ways to add shifts:

Add a "Quick Shift"

Click on a row in the Schedule view and add a shift. Select a shift type and you are done! If you need to add more details, select "More options".

Mandatory fields are indicated with an asterisk *.

Quick edit

In order to make shift editing faster and easier you can "quick edit" in the schedule and base schedule.

Click on a shift and the quick edit panel will open:

From here you can:

  • Delete the shift: Click on the trash can.
  • Re-assign the shift to another employee: Select another employee in the drop-down.
  • Change shift type: Select another shift type in the drop-down.
  • Move the shift to another day: Select a new date in the date picker.
  • Change start and end time: Edit the start and end time.

If you want to make other changes, like changing cost center or break time just click "More options" and the detail panel will open on the right-hand side.

Add a "Regular" Shift

Add a shift by selecting the + button followed by "Shift" in the top right-hand corner:

When creating a schedule, you can add or edit the following on each shift:

  • Employee
  • Shift type
    • Note that if you're switching between shift types as you're creating a new shift, the shift times as well as any breaks will always reflect those of the last selected shift type. However, if you're switching between shift types as you're editing an existing shift, the shift times as well as any breaks won't update to reflect those of the last selected shift type.
  • Date and time
  • Break(s)
    • There's support for adding multiple breaks to the same shift. If you haven't set up break rules, adding a break will result in a 30-minute break being added to the middle of your shift by default. For a 9:00-11:00 o'clock shift, the break will be placed at 9:45-10:15, but you can modify this to your liking. If your shift were to be shorter than 30 minutes, the default behavior is for the break to be made as long as the shift containing it.
    • The recycling button next to the "Breaks" heading will replace any existing breaks of the shift with what's been configured in shared-, local-, agreement template-, or agreement-level break calculations. You are able to also add additional breaks manually after applying your break calculation rules. Note that break calculation rules on agreement template-level can currently only be set up in Classic. Read more about break calculation rules here.
  • Task(s)
    • Tasks are basically the same as a shift, in the sense that they are built out of shift types. On a task, you need to define shift type and start and end time. You add a task directly on a shift. You can only add a task within the shift time.
Scheduling a task over a break only means the employee will work on the task in question both before and after his/her break; in order for the employee to not go on break, you need to remove the break from the shift altogether.
  • Shift information
    • Section
    • Cost center
    • Project
    • Agreement
      • The agreement field is added to the form once you've assigned an employee to the shift in question.
  • Description
    • The shift comments will be visible on the shift in both daily and weekly view.
  • Salary type rules
    • Salary type rules are described here.
Note that once you copy an existing shift to a new employee, the cost center of the copied shift will become the default cost center for the staff card. You can change the cost center on the newly copied shift by editing the shift

Copy a shift

To copy an existing shift, click on the shift and click the pick (hand) icon:

Navigate to where you want to add the + to copy the shift:

Important to remember

  • The manual salary type rule is copied regardless of whether the shift is being copied to the same employee, another employee, or to no employee. This currently applies to individually copied shifts.
  • Before version 0106, when a shift was copied in Schedule, the agreement choice of that shift wouldn’t “follow”. This has now been improved. Note that if the original shift isn't valid on the date to which the agreement has been copied, then the agreement selection logic will be applied and Quinyx will select an agreement for the copied shift based on that. Also, this only applies if the shift is copied to the same employee. Note that this has worked all along in Base schedule
  • If you manually change a cost center on a shift where the cost center was initially inherited from shift type and then copy that shift to another day for the same employee, then the copied shift will have the same cost center as the shift it was copied from:

Read more about batch copying, moving, and deleting shifts here.

Advanced settings

Advanced settings are inherited from your shift's shift type, but you may override these on shift level in the very bottom of the "Edit shift" dialog, under the "Advanced settings" section.

The following advanced settings can be configured on shift level:

  • Productive hours
    • This drop-down has two options:
      • No - the shift's hours won't count towards "Productive hours", irrespective of the current selection of the "Count as scheduled hours" setting.
      • "Yes, for scheduled hours" - the shift's hours will count towards "Productive hours" only if the current selection of the "Count as scheduled hours" setting is true/checked.
  • Count as scheduled hours
    • Determines whether the shift's hours count towards "Scheduled hours". Note the dependency of this setting and that of "Productive hours".
  • Count as worked hours
    • Determines whether the punch linked to this shift counts towards "Worked hours".
  • Free day
    • Checking that a shift is a free day indicates that the assignee of this shift is not supposed to work between the start and end time of the shift. Typically, this setting is checked in combination with unchecking the "Count as scheduled hours" and "Count as worked hours".
If you make changes on shift level and then select a new shift type for your shift, the advanced settings of that newly selected shift type will replace those you set on shift level.

Corrective actions

When a shift is connected to at least one punch, additional functionality will appear in the shift detail panel:

Split punch

With this functionality, all segments of the punching that lie outside of the connected shift will be divided up into their own punches. After the split has been made all split punches will be connected to the original shift, but they can be connected to another shift, and to other agreements, cost centers and projects, if wished. 

A typical example of use is if an employee has several agreements, one which permits flex time and one that allows overtime. With this function a manager (or employee) connect the different segments to the correct agreement depending on whether the employee has worked in flex or if he or she has worked for ordered overtime.

Correct breaks

This may be useful if the employee has punched in or out for break incorrectly, or failed to punch out for a break completely. When managers select "Correct breaks", the last entry associated with the shift will move forward or backward so that the total punched time of the break matches the total scheduled time of the break. If there are no break when punching, the "Correct break" functionality will create break(s) for you.

When user apply "correct break" functionality, the following logic apply:

  • One scheduled break, no punched break = a break will be added the same time and duration as the scheduled break and split the punch
  • One scheduled break, one punched break that is shorter than the scheduled break = the start time of the second punch is moved so that the total break time is the same as the scheduled break time.
  • One scheduled break, one punched break that is longer than the scheduled break = the start time of the second punch is moved so that the total break time is the same as the scheduled break time.
  • Two scheduled breaks (or more), two punched breaks (or more) where the total of scheduled break hrs is longer than the total of punched breaks = the start of the last punch is moved so that the total break time is the same as the scheduled break time.
  • Two scheduled breaks (or more), two punched breaks (or more) where the total of scheduled break hrs is shorter than the total of punched breaks = the start of the last punch is moved so that the total break time is the same as the scheduled break time. (note that punched breaks can be removed completely)

Assign employee to a shift

When assigning an employee to a shift, you get a list of potential employees to schedule in a list. When an employee is available, you'll see the availability displayed as a "badge" below the employee's name:

Note that if an employee is unavailable, the "row" is slightly greyed out.

How to assign a shift

  1. Create a new shift or edit an existing shift.
  2. Select a shift type.
  3. Select date and time of the shift.
  4. Click on the employee drop-down to choose an employee to be scheduled on the shift.
  5. The employee list appears, and employees are sorted by relevance. 

What does “Sorted by relevance” mean

  1. Employees who are available or unavailable according to agreement and have a Notice of Interests (if notice of interests are not used, this part is not applicable)
    1. Home unit 
    2. Away unit 
  2.  Employees who are available (according main agreement, no absence or shift)
    1. Home unit 
    2. Away unit
  3. Employees who are unavailable (according main agreement, has an absence or a shift):
    1. Home unit 
    2. Away unit 

In the sorting logic we also take into consideration how many skills that are matching between the shift type and the employee.

If employees meet the exact same criteria, they are sorted in alphabetical ascending order.

Visual indications

  • Skills:
    • Blue text: matching skills between employee and shift type.
    • Red text: missing skills between employee and shift type.
  • Grey dot on the on the employee's profile picture:
    • Unavailability according to agreement.
    • Absence, or
    • Employee has a shift the same time.
  • Green dot on the on the employees profile picture:
    • Notice of Interests
In order to get as much information as possible in the list, make sure to select date, time and shift type before selecting employee.
The visual information provided in the sorted list is based on the full day. Example: if the employee is absent first part of the day, he/she will have a visual indication (grey dot) with text Absence exist and be sorted at the bottom of the list, even if the shift that is about to be assigned is the second part of the day.
Smartlist checks skills on tasks

The smart list checks skills on tasks when suggesting what employee that is the best match for a shift.

Example

In the example below, we are assigning a person to a shift with a task. The shift requires Skill 1, and the task requires Skill 2:

  • Elin Olsson has both skills so she is considered to be the best match.
  • Andreas Olsson has Skill 1 (required for the shift) but is missing Skill 2 (required for the task), so he is considered to be the second best match.
  • Björn Gustafsson is missing both skills so he is considered to be the third best match.

Which employees can I schedule?

Given that you have the correct permissions set up, you can schedule all employees who are members of a given group and have a valid role, a valid agreement, and a start date of the employment defined. You also need to be member of same group.

Batch copy, move, and delete shifts

Batch copy shifts

You can batch copy shifts from one employee's schedule to another employee's schedule.

  1. Click the employee in the left-hand margin and select" Copy shifts".

  1. Select the employee for whom you want to copy the shifts.
  2. Select the to period for which you want to copy the shifts.
You'll receive warnings if there are any issues with the shifts you're copying. If you select the check box, the shift(s) will be added despite the warning. You can select all shifts or only specific shifts. The shifts won't be copied until you accept or reject the warnings.
  1. The shifts have now been copied.

In the example below, Francis Eccle's schedule has been copied, and now she and Gregory Payne have the same weekly schedule.

Batch move shifts

You can batch move shifts from one employee to another.

  1. Click the employee in the left-hand margin and select "Move shifts".

  1. Select the employee to whom you want to move the shifts.

You'll receive warnings if there are any issues with the shifts you're moving. If you click the check mark, the shift(s) will be moved despite the warning. The shifts won't be moved until you accept or reject the warnings.

In the example below, Anna Sjögren now has Kyle Mason's shifts.

Batch delete shifts - employee row

You can delete an entire employee row in Schedule.

  1. Click the employee in the left-hand margin and select "Delete shifts".
  1. Tick the "Include punches" if you want to delete all punches associated with the shifts.
  1. Delete.
If you have "Deviation reporting" set as type of time reporting on the employee in question, punches will be deleted automatically.

Batch delete shifts - full schedule

It's possible to delete all currently visible shifts, which means that any filter selections you've made are taken into account. This means you can, for instance, choose to delete all shifts for a given unit and month originating from a certain base schedule.

Start by navigating to the month of your choice and applying any filter. In the example below, we've selected to delete all shifts originating from the base schedule named "Base schedule" for our Drottninggatan unit in September:

Keep in mind, deleting shifts take filters into account, so if you’ve filtered on a shift type for instance, then you'll only be deleting shifts of that shift type.

Next, click the ellipsis in the top right corner followed by "Delete shifts" as shown below.

Upon clicking "Delete shifts", the following pop-up will appear, displaying the number of shifts to be deleted and giving you the option of also deleting the corresponding punches:

In our example, our selection of shifts have no corresponding punches so we won't tick that box.

Please note that if you've got "Deviation reporting" set as type of time reporting on the employee in question, punches will be deleted automatically.

You can see the result below. All shifts corresponding to the filter we applied have been deleted, with only absences and notices of interest remaining for the month of September on our Drottninggatan Unit:

If you don't apply any filters at all when carrying out the steps described above, all shifts in the period you're viewing will be deleted.


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