How to create a shift – Chronicle Computing

To create a new shift, please go to Settings -> Shifts and rosters -> Shifts -> click on the green + button:

Code and Name

Code – Description seen on live screen and view attendance. Use simple codes to keep screens easy to read.

Name – Name/ Description of Shift can be longer than code

Fill out those fields, ideally both with similar names, just keep in mind there is a 15 characters limit:

Start and End

Start – Start time employee is meant to begin work

End – End time employee is meant to finish work

Fill out the start and end times of the shift (in this example 09:00 - 17:00):

Core start and Core end

This shouldn’t be used along with the Start and End times (leave it as 00:00):

Contracted

This is the total number of hours a person should work in the day. Keep in mind if you have an unpaid break you will have to deduct that time.

For example, in this situation, contracted hours should be:

8 hours - 30 min unpaid break = 07:30 contracted hours:

Holiday

The number of hours that will be booked when an employee books a holiday. The number should be the same as the Contracted hours (07:30 in this example).

Holiday (1^st half) and Holiday (2^nd half)

The number of hours that will be booked if an employee books a half-day holiday (03:45 in this example):

Rest Day

Tick this if the day is a non-working day.

As this is the normal shift, we won't tick this box:

Omit from weekly overtime

Tick this to not include any hours on this Shift to the weekly hour's overtime calculation.

In this example, we want hours to be counted towards overtime, so won't be ticking this box:

Counts toward daily and weekly overtime

Ticking this box means this shift will count towards daily or weekly overtime.

For example, if I was contracted to work 40 hours per week, and I've only worked 30 hours this week and I was going to work a shift with that box ticked, it would mean that all hours worked against this shift would count towards my weekly/daily hours. If this shift was 4 hours my weekly total would be 34 hours, meaning I would have to work 6 more hours before generating overtime.

In this example, we won't be ticking this box:

Clawback

Ticking this box will make a shift a clawback shift.

For example, I'm supposed to work 40 hours per week, 8 hours per day, but I was sick on Tuesday, which means I only worked 32 hours this week. Then I went to work on Saturday which would normally be an overtime shift, but in this case, it's going to be a clawback shift which means overtime hours will be used to fill up my basic hours to 40 hours that I was supposed to work.

In this example, we won't be ticking this box:

Lateness grace and Left early grace

Lateness grace – This is the number of minutes an employee can be late without the system raising the Clocked Late exception (usually to be set as 3 minutes - 00:03)

Left early grace – Similar to the Lateness grace, the amount of time an employee can leave early without rising the Clocked OUT Early (usually to be set as 3 minutes - 00:03)

Make sure you either use this feature or Point Rounding under the Point rounding tab: Point Rounding – Chronicle Computing (zendesk.com)

Must clock in between (Start and End)

This can be used to restrict the hours it is possible for the person to clock. Keep in mind any clocking outside of entered times will be rejected. Rarely used, we will leave it at 00:00 for no restrictions in this example:

Do not raise clocked out early exception

If contracted hours worked - By ticking this box the system won't raise a Clocked OUT early exception if an employee has reached their contracted hours per day, for example, someone started their shift 2 hours early and wanted to finish the work 2 hours early as well, since they worked their contracted hours, the system won't raise an exception

If absent - By ticking this box the system won't raise a Clocked OUT early exception if an employee has an absence booked by the end of the day, for example, if someone has a dentist appointment booked by the end of the day, the system will recognise it and won't raise an exception when they clock out before the shift's end time

Auto clock out after

This is how many hours after the shift was set to ‘End’ will the system allow before raising a ‘Clocked OUT by server’ exception. Clocked Out by server is basically the system saying a person can no longer be working and the person has forgotten to clock out.

Note - Set at 16hrs to be safe and account for overtime.

Tag

It is possible to associate a shift with a tag so when rostering people that work in different departments the system knows whether to include or omit the hours on the rostered and actual calculations in the view attendance screen: