HR-Payroll/Work Shifts
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Step 7: Work Shifts
A work shift is a daily event set up in the calendar. Your organization might have several work shifts, with different staff assigned to each. Common examples are:
- Day 8 (08:00 - 17:00)
- Evening 8 (15:00 - 23:30)
- Night 8 (23:00 - 07:00)
- Swing 8 (16:00 - 24:00)
- Production Shift (07:00 - 15:30, Monday through Thursday)
- Production Short Friday (07:00 - 11:30 Friday)
- Office Shift (08:00 - 14:30)
- Split Shift (08:00 - 12:00 and 16:00 - 20:00) - NOTE: pERP DOES NOT SEEM ABLE TO HANDLE A SPLIT SHIFT
To create a work shift, open the Calendar. Use the calendar navigator (bottom of image below) to go to the date when the work shift is to start (probably the first day of the year when employees come in to work), or whenever a new shift goes into effect.
Then select the New control, which is a page with a yellow asterisk, top left in the image above. This will open a new calendar event (as for Pay Schedules)
An organization needs at least one work shift for payroll to work. An employee may be on two work shifts (see Human Resources)
General Tab
- Title - Give the shift a clear name, such as "Production Day Shift" or "Day Eight". Required Field.
- Start - If you navigated to the first day when this shift goes into effect, that date should appear in the start field. If not, set the date for when the shift is due to begin. Set the time when the shift starts.
- End - Calendar is mostly about meetings, so the default is one hour. Click the field and select
- Whole Day - this determines how an event is displayed on the calendar. If this field is checked, the event is shown as a bar at the top of the day. If not checked, the event is shown as a long rectangle stretched from the start time to the end time.
- Free time search - Ignore this, it is for finding out when people are free for a meeting.
- Location - optional; intended for where a meeting is to be held
- Priority - ignore, has no impact on work shifts
- Options
- non-blocking- it doesn't interfere with other appointments that fall on the same date and time - This should be checked
- private - This should not be checked
NOTE: Even if the private checkbox is clear, it seems that only the person who created a pay schedule can see it or edit it (THIS MAY CREATE SOME DIFFICULTIES - CHECK TO CONFIRM IF TRUE)
- Categories - A work shift must be identified as such; the Work Shifts category MUST be checked.
Click Apply when the General tab has been completed, or go on to the next tab.
DO NOT CLICK SAVE, as this will close the event.
A completed Work Shift general tab.
Description Tab
This is an open field for any notes the user needs to make about the work shift event.
Participants Tab
This is intended to invite people to meetings and confirm their attendance. This section does not need to be completed for payroll and human resources.
Recurrence Tab
A recurring event is one that repeats over time. This tab allows you to set when and how often a workshift repeats. If you have temp workers that only come in on Saturdays, or if you have part time staff that only come on Tuesdays and Thursdays, this is where those repeats are set.
- Repeat type - The following settings are available: daily, weekly, monthly (by day), monthly (by date), yearly. For work shifts, leave this and Calendar will set it as appropriate.
- Interval - Ignore
- End Date - ignore, unless a particular work shift will be ended on a specific date (an extra seasonal shift during a busy period, for example)
- Repeat days - For full time employement, check off M, T, W, T, F. For the part timers in the example above, check off Tuesday and Thursday.
- Exceptions- Ignore - not required for most payroll purposes.
When all settings are complete, click Save.
