Creating Shift Template

Step 1

On your left menu, go to Settings (a) > Attendance (b) > Shift (c), and then click on Add New (d) to add a new shift type.

Step 2

View the functionality of each feature when creating a new shift as listed down below:

a)  Shift Name: The name of the new shift that you would like to have.

b)  Shift Label: The label of the new shift.

c)  Shift Color: You can choose a variety of colors for your shift so you may use it to recognize specific shift type.

You may notice the code of the color that will be appeared once you select the color.

d)  Shift Type 

• Normal: The total working hours is calculated automatically by the system, and employees must work fixed hours between a defined start and end time.
  
  

• Semi-Flexible: Employees must complete the required hours within a set time window, such as 5 hours anytime between 8 AM to 7 PM.
  
  
  

• Flexible: Employees must complete the required hours in a day without any time range restriction, such as 8 hours at their preferred schedule.
  
  
  
  

e)  Shift Start: Define the start time of the shift.

f)  Shift End: Define the end time of the shift.

g)  Full-Day Working Hours: As explained in (d) Shift Type, the total working hours are calculated automatically for a Normal Shift, while for Semi-Flexible and Flexible Shifts, the total hours must be set manually.

h)  Is Custom Shift: Click to enable the shift to be editable in the Duty Roster.

i)  Manual Earliest & Latest Out Clock: Defines the valid time range for Clock In and Clock Out of a shift to ensure records are captured in the correct shift.

Example:

• Shift Day 1: 9 PM until 8 AM
  Manual Earliest & Latest Out = 8 PM – 12 PM
  
• Shift Day 2: 4 PM until 11 PM
  Manual Earliest & Latest Out = 2 PM – 1 AM

Without this setting, clock-ins or clock-outs near shift boundaries (late at night or early morning) may be linked to the wrong shift, leading to errors in attendance and working hour calculations.

j)  Shift Allowance: Add a shift allowance when employees work a minimum number of hours. The allowance can be linked to a payroll item so it is automatically captured in the salary.

k)  OT Limit: Define the maximum overtime hours that an employee is allowed to work for the shift.

l)  Is Half Day: Toggle on this option to set the shift as a half-day shift. When enabled, the shift will be treated as 0.5 day in leave requests if the employee is assigned to this shift on the requested leave date.

m)  Pre-Approve OT: Assign pre-approved overtime hours for the shift. Hours worked within this range are shown in attendance as Pre-Approved but still require supervisor approval to be payable.

The following steps apply only to the Normal Shift template, as Semi-Flexible and Flexible shifts aren't required to define half-day time ranges or break times.

Step 3

Then, scroll down to the Half-Day section to define the end time for the first half and the start for second half of the shift.

Step 4

After defining the shift, break time ranges can be added by clicking Add.

• The break start and end time must fall within the working hours and the total break time is calculated automatically by the system.
• If the Flexible option is enabled, the total break duration can be defined directly instead of setting a fixed time range.
• The Payable option is designed for daily workers and determines whether break hours are paid or unpaid.

How work overtime during break is calculated:

Example:
If an employee’s shift is from 8:00 AM to 5:00 PM, with a fixed break from 1:00 PM to 2:00 PM:

• The system expects the employee to Clock-Out at 1:00 PM and Clock-In at 2:00 PM.

• This break hour (1–2 PM) is not counted as working time.

• Overtime can only be detected outside of 8:00 AM–5:00 PM, or work during the break.

Summary Rules:

• Any full Clock-Out/Clock-In outside the fixed break window (e.g., 1:00 PM – 2:00 PM) is considered Unauthorized Time Off.

• Clocking out before 1:00 PM = Break Early Out (even if you return by 2:00 PM).

• Clocking in after 2:00 PM = Break Late In (even if you started break at 1:00 PM).

• Only in/out between 1:00 PM – 2:00 PM is recognized as a valid break.

Attendance > Individual Attendance > Select employee > click on shift on specific date