Introduction/Purpose:

The purpose of a “Shift Roster” is to create and manage different work schedules or rosters within an organization. It can be set up on a daily, weekly, or monthly basis to define the shifts and employee assignments. It helps in efficiently managing employee availability, tracking leaves or absences, and ensuring proper staffing levels to meet operational needs..

How To Navigate:

The navigation to record a Shift roster 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 Roster section which is located in the Masters under Time and Attendance. After clicking on this link you can navigate to Shift Roster Listing.

Listing:

The Shift Roster allows users to view all approved & pending Shift Roster Records. The key features of the Shift Roster listing is included below:

• Record Filter: The filter option allows users to filter the list of records based on visible columns, such as

• Show All Listing Column: This option allows the user to all the Filter and displays all records on the Listing Page.

• 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

• 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 Roster listing

Recording & Update:

Users can Add new  Break Group on clicking “Add New” Button “ and fill these below field.

• Roster Name*:  The “Roster Name” is a field that specifies the name of the roster such as Date roster, week roster, or Monthly Roster.

• Shift Type*: The “Shift Type” is a field that categorizes and differentiates shifts based on characteristics, timing, or work requirements. It assigns a specific classification to each shift, indicating its start time, end time, duration, breaks, and associated duties. There are three types of shift types in the Shift roster.

• Date Roster: When the user selects the date roster the user will able to view two options:
  • Frequency Number: “Frequency Number “ is a field that specifies how many days the roster is applied between 3 to 31.
  • Default Shift: The “Default Shift” is a field that specifies the predefined time of shift which means General shift.

• Weekly Roster: When the user selects the weekly roster the user will able to view three options
  • Week Frequency: “Week Frequency” is a field that specifies how many weeks the roster is applied that is First, Second and Third Week except last week.
  • Default Shift: The “Default Shift” is a field that specifies the predefined time of shift which means General shift.
  • Default Week-off: The “Default Week-off” is a field that specifies the Work off day in a week. Users can select any day of the week.

• Monthly Roster: When the user selects the weekly roster the user will able to view three options.

• Default Shift: The “Default Shift” is a field that specifies the predefined time of shift which means General shift.

• Default Week-off: The “Default Week-off” is a field that specifies the Work off day in a week. Users can select any day of the week.

The user can perform the following actions in this section:

• Save as draft: This option allows the user to  save the new Shift roster in the draft so that the user can continue with the same saved draft.

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

These Shift roster record will get saved if No approval flow is define and if any approval flow is defined it will go for approval to 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 Roster record.

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

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

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

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

Key Notes:

• Users can select multiple days in a week roster and set week-off.