Add Shift

Home > Management Mode > Schedule > Add Shift

Administrators can go to "Home" under "Management Mode," click "Schedule," and select "Add Shift" to enter the Add Shift page. First, name the shift, such as "Day Shift" or "Night Shift," and set a color for easy identification in the calendar. Next, choose the start and end times of the shift, set break times (including start time and duration), and finally select the clock-in point.

Shift Name

Administrators can customize shift names according to actual needs, such as:

  • Day Shift: 8 AM to 5 PM
  • Night Shift: 5 PM to 1 AM
  • Graveyard Shift: 1 AM to 8 AM
  • Holiday Shift: Shifts specifically supporting weekends or holidays

Clear naming helps differentiate work periods effectively and assists users (employees) in quickly understanding and managing their shift schedules.

Colors

To enhance shift recognition, administrators can assign different colors for various shifts, for example:

  • Day Shift: Red
  • Evening Shift: Blue
  • Graveyard Shift: Purple
  • Holiday Shift: Green

Appropriate color coding makes the scheduling clear at a glance, enabling users (employees) to quickly identify their work arrangements.

Shift Start Time

Once the shift start time is set, users (employees) must clock in "before" this time to officially begin work. Failure to clock in timely may result in the system marking the attendance as late, impacting attendance records and salary calculations.

If the shift start time is later than the shift end time, SwipePoint automatically identifies the schedule as an overnight shift. For example, if the shift starts at 11:00 PM and ends at 7:00 AM, employees must clock in by 11:00 PM on the first day and clock out after 7:00 AM on the following day.

Shift End Time

Once the shift end time is set, users (employees) must clock out "after" this time to officially end work. Clocking out early may be marked as an early departure by the system, affecting attendance hours and salary calculations.

Restrict Clock-in Times

Item Before Shift Start During Shift After Shift End
No Restriction Allowed Allowed Allowed
N Minutes Before/After Clock-in allowed only within N minutes before shift start Allowed Clock-out allowed only within N minutes after shift end

This feature allows administrators to set clock-in time ranges according to organizational policies, avoiding issues related to overly early or late clock-ins. Options include:

  • No Restriction: Employees can clock in anytime, suitable when no specific timing is required.
  • 15 Minutes Before/After: Clock-ins permitted within 15 minutes before start and after end times.
  • 30 Minutes Before/After: Clock-ins permitted within 30 minutes before or after start and end times.
  • 1 Hour Before/After: Clock-ins permitted within 1 hour before or after the shift times.
  • 2 Hours Before/After: Clock-ins permitted within 2 hours before or after the shift times.

Example:

For a shift from 9:00 to 18:00 with a 30-minute clock-in restriction:

Time Clock-in Allowed?
8:15 No
8:30 Yes
9:00 Yes
9:15 Yes
17:45 Yes
18:00 Yes
18:30 Yes
18:45 No

Usage Scenarios and Restrictions

  • Impact of Specified Times: Employees cannot clock in outside the restricted time range set (e.g., 15 minutes or 1 hour before and after the shift).

This feature offers flexibility for administrators to adjust clock-in rules based on company policies and actual needs, enhancing scheduling and attendance accuracy.

Flexible Clock-in

Flexible clock-in allows adaptable start and end times suitable for flexible work environments. Options include:

  • Not Allowed: Employees must strictly follow scheduled times.
  • 15 Minutes Before/After: Clock-ins permitted within 15 minutes around scheduled times.
  • 30 Minutes Before/After: Clock-ins permitted within 30 minutes around scheduled times.
  • 1 Hour Before/After: Clock-ins permitted within 1 hour around scheduled times.
  • 2 Hours Before/After: Clock-ins permitted within 2 hours around scheduled times.

Function and Examples

  1. Flexible Start Time:

    • For a shift starting at 9:00 AM with "15 Minutes Before/After": Employees clocking between 8:45 and 9:15 are not considered late.

  2. Flexible End Time and Hour Calculation:

    • If the shift is from 9:00 AM to 6:00 PM with a 1-hour break and "1 Hour Before/After" setting:

      • Clocking in at 8:30 AM and out at 5:50 PM satisfies the 8-hour requirement and isn't considered early departure.

Benefits

  • Reduces unnecessary late or early departure records.
  • Ensures compliance with work-hour requirements.

Break Times

Administrators can set multiple break periods within a shift. Break times do not require clock-in and aren't counted towards attendance hours.

Break Time Clock-in Requirement

If clock-ins during breaks are required, set two separate shifts. For instance, one shift from 9 AM to 12 PM and another from 1 PM to 6 PM.

Clock-in Points

Administrators can specify locations for clock-ins to ensure accurate attendance. For instance:

  • Store A Day Shift: Limited to Store A GPS area
  • Store B Night Shift: Limited to Store B GPS area

Ensure the "Allow Skipping Schedule Clock-in" function is disabled to avoid incorrect clock-ins.

Edit Clock-in Points

To edit clock-in points:

Home > Management Mode > Clock-in Records and Management > Clock-in Point Settings

FAQs

Q1: Is there a limit on shifts per organization?

A: Currently, there is no limit on the number of shifts an organization can create. If administrators encounter performance issues due to numerous shifts, please report it to the SwipePoint team.

Q2: Can overnight shifts be set?

A: Yes. If the start time is later than the end time, it is automatically marked as an overnight shift. For example, setting the start time at 21:00 and the end time at 06:00 will indicate "(next day)" next to the end time.

Q3: How do I add a new shift?

A: To add a new shift, navigate to "Management Mode," select "Schedule," and click "Add Shift." Name the shift clearly (e.g., Day Shift, Night Shift), assign a color for easy identification, set start and end times, define break times, and specify the clock-in point.

Q4: Why should shifts have distinct names and colors?

A: Distinct shift names (Day Shift, Night Shift, Holiday Shift) clearly segment different work periods, helping employees quickly grasp their schedules. Different colors visually enhance scheduling clarity and recognition.

Q5: How do shift start and end times affect clock-in/out?

A: Employees must clock in before the start time to avoid being marked late and must clock out after the end time to avoid early departure. Both situations affect attendance records and salary calculations.

Q6: What is the "Restrict Clock-in Times" feature and what options does it have?

A: This feature allows administrators to set specific clock-in windows around shift start and end times. Options include no restriction, or permitted clock-in windows such as 15, 30 minutes, or 1-2 hours before/after shift times.

Q7: How does the Flexible Clock-in feature work?

A: Flexible Clock-in allows employees to clock in within a specified window (15 minutes to 2 hours) around scheduled shift times without being marked late or early. The system adjusts actual working hours accordingly to ensure compliance with required hours.

Q8: How to set breaks requiring clock-in?

A: To require clock-ins for breaks, split the shift into two separate shifts. For example, a morning shift from 9 AM to 12 PM and an afternoon shift from 1 PM to 6 PM. Employees then clock in at each shift's start and end times.

Q9: Can multiple clock-in points be set for a single shift?

A: Currently, each shift can have only one clock-in point. If multiple locations are required, separate shifts must be created with distinct clock-in points.

Q10: How can I edit clock-in points?

A: Clock-in points can be managed under:

Home > Management Mode > Clock-in Records and Management > Clock-in Point Settings
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