Introduction/Purpose:

The purpose of “shift master” is to define and manage different work schedules or shifts within an organization. It acts as a central repository for storing and organizing information about each shift, including start and end times, break durations, and any specific rules or requirements associated with the shifts.

How To Navigate:

The navigation to record a Shift Master in the HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the Time and Attendance section which is located on the left side menus on the screen.

• Click on the Shift Master section which is located in the Masters under Time and Attendance. After clicking on this link you can navigate to Shift Master Listing.

Listing:

The Shift Master allows users to view all approved & pending Shift Master records. The key features of the Shift Master listing are included below:

• Record Filter: The filter option allows users to filter the list of records based on visible columns, such as:
  • Shift Name, 
  • Code, 
  • Valid to, 
  • Valid From, 
  • Added by, 
  • Added Date, 
  • Calculation based on, 
  • Status, 
  • Approval status.

• Advance Search: This option allows users to filter data with single or Multiple criteria in Column Name with options like:
  • Equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• Show All Listing Columns: This option allows the user to clear all Filters and display all records on the Listing page.

• Export Data: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Hide/Show Column: 
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select the column which they want to view in the list, if the user unchecks/unselect all column then the system will give an error message that “Please check at least one column”.

The user can view the following action in this section.

• Ok: On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.

• Cancel: On clicking this button the user can cancel the check column.

• Delete:
  • The Delete option allows the user to delete the record. The user first has to select at least one record; otherwise, the system will give an error message “Please select at least one record”.
  • After clicking on the delete button, a pop-up message will appear: “Are you sure you want to delete the selected record?”.
  • Along with this message, the user can perform the following actions:
    • Delete: This option allows the user to delete the selected record.
    • Cancel: This option allows the user to cancel the selected record and go back to the Shift Master Listing.

• Import Data: Data can be imported in CSV, XLS, XLSX, and ODS format and the length of data is less than 200 MB.

Recording & Update:

Users can add new  Shift records by clicking the “Add New” Button “ and filling in the below field.

• Shift Name*: Shift Name is a field that specifies the name of the Shift such as day shift, or night shift.

• Calculation based on*: The “Calculation based on” is a field that specifies how the shift is calculated such as
  • Shift Time
  • Shift Hour
  • Present Hours

• Shift In Time: “Shift In Time “ is a field that specifies the start time of the work shift .

• Shift Out Time*: “Shift Out Time “ is a field that specifies the end time of the work shift.

• Total Shift Hours:  ‘Total Shift Hour’ is a field that specifies the total working hours in a Shift.

• Break Hours Limit: “Break Hour Limit” is a field that specifies the limit of the break hours.

• Grace Hours: “Grace Hours “ is a field that specifies the Grace period in the shift in or shift out time.

• Enable Half Day: The “Enable Half Day”  is a field that specifies the user has to select a “yes’ or “no” option If the user selects “yes” then the user can view two extra option.
  • Shift Half In Time: “Shift Half In Time “ is a field that specifies the Shift Start time of work hour for half a day. 
  • Half Day Hours*: “Half Day Hours” is a field that specifies the total number of hours for the half day.

• Full Day Hour*: The “Full Day Hour” is a field that specifies the total number of hours for the full day. For example, if the total shift time is 9 hours but an employee’s working hour is 8hr then the employee is counted as Present.

• Valid From*: The “Valid From” is a field that specifies the Date from which the shift starts.

• Valid Upto: The “Valid From” is a field that specifies the Date up to which the shift ends.

• Status*: The “Status” is a field that specifies the Current status of the Shift record. There are three statuses the user can apply
  • Pending
  • Active 
  • Inactive

The user can perform the following actions in this section:

• Submit: This option allows the user to Submit/Save the new Shift Master record.

These Shift Master records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority:

• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log for that transaction.

• Edit: On clicking the edit option, the user will be able to edit the Shift Master record.

The user will be able to perform the following actions in this section:

• Update: This option allows the user to update the Shift Master record.

• Discard: This option allows the user to discard the Shift Master record and does not change the selected record.

• Activity Log: In the Activity Log option, the user can view the transaction history of Shift Master, such as:
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time