How to add Shifts

How to add Shifts

Employees score performance:

Introduction

Managing shifts well is key to keeping a factory running smoothly, making sure work gets done and meeting the changing needs of employees. This guide explores the details of how to schedule shifts using our system, giving you the tools to perfectly match your business activities with managing your staff.

Shift Fundamentals

A shift is a set work period within a 24-hour day during which designated employees perform their duties. Our system allows for the customization of shifts to match the unique operational requirements of each factory.

Configuring Shifts

Establishing Standard Main Shifts

The backbone of factory operations is the standard main shift. In most cases, this shift runs from Saturday to Thursday, 8 AM to 4 PM. Our system allows for the integration of breaks, an essential component of workforce management.

Adding Main Shifts:

  1. To add shifts to the system, follow these steps:

    1. Access the Shifts page by navigating to Company Settings > Shifts.
    2. Click on the "Add Shift" button to enter specific shift details.

    1. Enter the name of the shift you wish to add.
    2. Specify the cost rate for the shift, representing the percentage of the worker's salary during these hours.
    3. If the shift includes night hours, mark it as a night shift in the system.
    4. Enter the start and end times for the shift, and if it is a continuous shift, click on "No End Time."
    5. Enter the start time and duration of any break periods, and add multiple break periods if necessary.
    6. Finally, enter the start time of the shift for each day of the week and select any days off.
    7. The system marks the active shifts with a ✅ in the factory.

The "Cost Rate" refers to the multiplier applied to an employee's standard rate during a given shift. To illustrate, consider an employee whose standard pay is 2 EGP per minute. If the cost rate for a shift is set at 1, then each minute worked during this shift incurs a cost of 2 EGP. Should the cost rate increase to 1.5, the cost for each minute of work rises to 3 EGP, as a result of multiplying the standard rate (2 EGP) by the cost rate (1.5)

Adding Breaks to Shifts:

  1. In the breaks section, click on "+" button
  2. Add break start timestamp and its duration
  3.  

Infinite Shift Duration

For ongoing shift patterns that do not have a predetermined end date, the 'Infinite' duration feature ensures continuity without the need for frequent updates.

Setting an Infinite Shift:

1. During shift creation. 
2. Select the 'Infinite' checkbox to indicate no end date.
3. Complete the shift details and implement the schedule.

Active Days Selection

Tailoring the active days of a shift to the factory's operational calendar is straightforward, enabling the exclusion of non-working days like weekends or holidays.

Selecting Active Days for Shifts:

During shift creation, in the "times" section
  1. State the start time and duration for each day
  2. Mark the holiday checkboxes corresponding to weekend days of the factory
  3. Save these preferences to reflect the accurate working schedule.

Creating Temporary Shifts

Special circumstances, such as Ramadan where you would like shorter shifts, may necessitate temporary shift adjustments. Our system accommodates these changes efficiently. You will need tor create a new shift in the shifts page. 

Implementing Temporary Shifts:

  1. Choose 'Add New Shift'
  2. Define the specific start and end dates. (This shift will have end date because you already know the end date of the temporary shift)
  3. Input the shift times and duration that differ from the standard schedule.
  4. Save the new shift
  5. Drag the new shift to the very top
NOTE: Shift prioritization is of utmost importance in a factory with overlapping shifts that can operate in parallel. The order of shifts determines the selection of the first shift when its start time arrives in real-time. By placing Ramadan shifts at the top of the list, for instance, the system will automatically switch to Ramadan as the primary shift on the first day of Ramadan, even if the previous main shift is still ongoing. Once Ramadan concludes and its end date passes, the system will revert to the next prioritized shift, reinstating the previous main shift as the primary one.

Line-Specific Shifts

Big factories might need to give breaks at different times. Like one line might take a break at 12:30 PM and another at 1 PM so the factory does not have a large number of workers at the cafeteria at once. 

Setting Up Line-Specific Shifts:

1. Select the line requiring a unique shift schedule.
2. Use 'Add Shift' for that line and detail the break times.
3. Adjust any line-specific working days if they differ from the factory norm.
4. Apply these settings to establish the custom line shift.

Overtime Shift Management

The system provides the capability to manage overtime efficiently, including compensation rates that reflect the additional effort of the workforce.

Managing Overtime Shifts:

1. Define a shift as 'Overtime' when creating the new shift.
2. Specify the overtime compensation rate, such as 1.5 for 50% extra pay. 
      This means that workers who work in the overtime shift are compensated extra 50% of their salary to their salary on that date. 

Adding Holidays:

  1. You can add holidays to exclude them from the available working hours. Simply click on the "Add Holiday" button at the bottom of the page in the holidays section and enter the name, start date, and end date of the holiday.

The system marks the active shifts with a ✅ in the factory.

Conclusion

Mastering shift scheduling is a powerful tool for any factory's operational strategy. By utilizing our system's shift management features, you can cater to the diverse requirements of your business while maintaining a motivated and productive workforce. Regularly revisiting your shift schedules is recommended to stay attuned to evolving business needs and workforce dynamics.


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