Complete Guide to Shifts for ExakTime

Shifts allow you to set up periods of time for employees to better divide their workday and/or "bundle" up an employee's hours to properly calculate their overtime. It will also consolidate work spanning through midnight to go to the initial day worked.

Table of Contents

Examples of Shifts

Shifts can be used to separate an employee's hours to their respective shifts, "bundle" up an employee's hours, and help calculate an employee's hours for the day/week.

In the example below, we have an employee that has worked the day and night shifts on a single day.

  • The time records that fall into the day shift and night shift have been labeled appropriately.
  • The shift has bundled up the hours for the night shift so they are part of the initial day worked, instead of being separated into two different days for the days actually worked.

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For additional examples of shifts and how they can be used, you can refer to the following article.

Enabling Shifts

Enabling shifts is done from the Company Settings of your ExakTime Connect account.

  • Go to Manage and click on Company Settings.

    Manage_-_Company_Settings.png

  • Click on the Optional Features tab and enable Shifts.
    • Adjust the Off Clock Tolerance as needed. This allows employees to have gaps in their time cards so employees can clock out for unpaid time such as a break/lunch and ensures that all their time will be attributed to a single shift.
    • For example, an employee is working the day shift but will be working late and their time would overlap with the night shift. They clock out for 45 minutes for a long lunch and clock back in to continue work. If the Off Clock Tolerance is set to 2 hours, ExakTime Connect will associate the before-lunch time and after-lunch time to the same shift. If the Off Clock Tolerance was set to 30 minutes, the before-lunch time and after-lunch time can receive different shifts, such as a day shift and then night shift.).

    Overview__Shifts__360006014154__Company_Settings_-_Optional_Features_Circled.png

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  • Click Save.

Permissions for Shifts

To only allow certain users to access shifts on ExakTime Connect, you can enable the permission in Security Roles. Administrators will have permanent access to this by default.

  • Go to Manage and click on Security Roles.

    Manage_-_Security_Roles.png

  • Click the ExakTime Connect tab.

    Overview__Shifts__360006014154__ExakTime_Mobile_Security_Roles_EC_Circled.png

  • Click on the role that should have access or create a new role. Administrators by default will have the permission.

    Understanding_Security_Roles__214213637__Security_Roles_-_ExakTime_Connect_-_Roles.png

  • In the permissions to the right, enable the settings for policies and/or shift pay codes.

    Overview__Shifts__360006014154__Policies_and_Shift_Pay_Codes.png

  • Click Save at the bottom. 

Shift Pay Codes

Shift pay codes allow you to associate a specific type of pay code with a shift and also note if the pay code could be paid or not. For example, if an employee is normally scheduled with a day shift, but are asked to work a night shift, you can set up a premium shift pay code.

  • Go to Manage and click on Shift Pay Codes.

    Manage_-_Shift_Pay_Codes.png

  • You will see a list of previously created pay codes, if any.

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  • Click Add Shift Pay Code.

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  • Enter the name for the Shift Pay Code. You can also enter an ID for the shift pay code, enter a description for the pay code, and if the pay code should be paid or not.

    Overview__Shifts__360006014154__Adding_New_Shift_Pay_Code.png

Creating A Shift

Shifts are set up by dictating the time frame of the start and end of a shift, what pay code should be associated, and if the shift should apply to employees with other default shifts. Overtime and time roundings can also be set up for anyone that qualifies for the shift.

  • Go to Manage and click on Policies.

    Manage_-_Policies.png

  • Click on the Shifts tab.

    Overview__Shifts__360006014154__Policies_-_Shifts_Circled.png

  • Click Add Shift.

    Overview__Shifts__360006014154__Policies_-_Shifts_-_Setup.png

  • Enter the required information to set up your shift parameters.

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    • Give the shift a name (i.e. Day Shift, Night Shift, Swing Shift, etc.)

      Overview__Shifts__360006014154__Policies_-_Shifts_-_Setup_Name.png

    • Specify when the shift starts & ends. A grace period can also be set up to allow punches before or after the start/end time to be considered part of the shift. (I.E. 

      Overview__Shifts__360006014154__Policies_-_Shifts_Start_and_End.png

    • (Optional) Specify the pay code for the shift.

      ETC_-_Shifts_-_Adding_Shift_-_Pay_Code_-_00.png

    • (Optional) Use the given checkboxes to include employees that have a specific Default Shift. By default, a shift will only apply to employees that have the shift set as their default. If you select "None", then any employees without a shift can have the current shift apply to them.
      • For example, if the employees that work the Day shift could also work the Graveyard shift, then you would select the Day shift so any employees that have the Day shift as their default shift will also have the Graveyard shift applied to them.

      ETC_-_Shifts_-_Adding_Shift_-_Default_Shift_-_00.png

  • Policies can also be set up for a shift so employees can receive certain overtime rules or time roundings.

    Overview__Shifts__360006014154__Policies_-_Shifts_-_Policies_Circled.png

  • Enable and adjust the available overtime and rounding settings. For more information about any of the overtime/rounding policies, you can refer to the Shift Policies section.

    Overview__Shifts__360006014154__Policies_-_Shifts_-_Policies.png

  • Press Save at the bottom when finished. 

Shift Policies

Shift policies are similar to employee or location policies, but will only apply if an employee's time record has a Shift applied, either automatically or manually. If the employee does not qualify for a shift, then their employee/location policies would apply instead.

For more information about Shift-based policies, you can refer to the following article.

Assigning a Shift to an Employee

Assigning a Shift to an employee as their Default Shift will make it so if the time for an employee is within the Shift threshold, their time cards will be labeled with the Shift. If there is no "Default Shift", then the Shift will not apply to their time card, even if their time is within the threshold, unless if the Shift is set to apply to employees that do not have a default shift.

  • Go to Manage and click on Employees.

    Manage_-_Employees.png

  • Click the pencil icon towards the left of an employee entry.

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  • In their Employment Information section, specify the "Default Shift" from the drop-down menu.

    Overview__Shifts__360006014154__Employees_-_Employee_Details_-_Default_Shift_Circled.png

  • Click Save at the bottom when finished. 

How it Appears on the Time Card

As employees clock in/out and/or when time is manually added to the time card, the appropriate shift and pay code will be automatically associated with the time record(s) in their respective columns, if the time records are eligible for the Shift. The shift and pay code can be manually adjusted if needed. 

  • When adjusting the time records, please be aware of the dates during your adjustments as records for the following day can appear on the initial day.
  • If you have any auto-lunches enabled for your employees, the auto-lunch will view each shift as separate work sessions. For example, if the employee works a day shift and a night shift, they can receive an auto-lunch for the day shift and one for the night shift.

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