Assign Shift to Employees

Assign Shift to Employees

What is a Shift?

A shift refers to the portion of the day that an employee should render work following a certain schedule. Time and required number of working hours were determined upon creating the schedule. Under Shifts, schedules become options to be assigned to each employee on specific days, weeks, or months. Meaning, schedules are assigned as shifts on specific days that employees are expected to show up or report to work. Rendered shifts will be tallied by the end of the attendance cut-off and eventually the basis for pay computation.

Single Assign Shift

To single assign shift:
1. From the Top Navigation go to Time and Attendance > Shifts.


2. From the Employee List, locate the employee you would like to assign a shift to.
    • You can use the Search Bar or the Filter to look up the employee.


    • The Default Schedule is automatically assigned to all employees by default if there are no custom shifts assigned yet. Updates on Default Schedule should be done under Company Settings > Schedule Settings > Default Schedule.


3. Click on the white space to show the Assign button.

    • Shift Calendar has two views - Day and Week.
    • Day View displays the date and time (per hour interval) as heading. The colored horizontal bars with Schedule Name and Time is the shift assigned to the employee. This provides an overview which time of the day is being covered by the assigned shift.
    • Week View displays the day (Sunday to Saturday) with dates as heading. The colored rectangles with Schedule Name is the shift assigned to the employee. This provides an overview which day/s of the week is/are  being covered by the assigned shift.

4. Click on Assign.
    • The Assign Shift/Rest day box appears.


5. Enter the Shift Details.
    • Schedule - select the schedule from the drop down list
    • Shift Effective Start Date 
    • Shift Effective End Date


6. Click the Assign button.


    • The newly assigned shift is displayed on the Employee Shift List.


Mass Assign Shift

To mass assign shift:
1. From the Top Navigation go to Time and Attendance > Shifts.


2. Click on the Assign Shifts button.
    • You are redirected to the Assign Shift page.


3.  Select Manual Entry.


4. Enter Shift Details.
    • Schedule - select the schedule from the drop down list
    • Shift Effective Start Date 
    • Shift Effective End Date


5. Enter Assigned Employees.
    • You can enter by location, department name, position, or employee name.


6. Click Submit.
    • The newly assigned shift is displayed on the Employee Shift List.
Batch Assign Shift

To batch assign shift using the batch upload template:
1. From the Top Navigation go to Time and Attendance > Shifts.


2. Click on the Assign Shifts button.
    • You are redirected to the Assign Shift page.


3. Select Batch Upload.


4. Under Step 1, click on Download Template.
    • The .csv file will be downloaded to your computer.


5. Accomplish the template accordingly.
    • Click on the Field Guide to be guided regarding the value formats.
    • Make sure to enter values that are already existing in the system such as the Employee Name/ID and correct schedule details.


6. Once done, upload the file under the Step 2 section. Choose File > click Upload.

    • The system validates the uploaded file.
    • The newly assigned shift is displayed on the Employee Shift List once all entered values are validated.
    • If errors were encountered upon validation, take note of the field errors and revisit the recently uploaded template.
    • Update the fields errors with correct data, then re-upload the file following the same uploading procedure.

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