Creating Work Schedule Template

Work schedules make it easier to organize shifts and keep attendance on track. 

In this setup, you’ll see five tabs, each with its own function to help you customize the schedule:

• General: Set schedule details, day types, and shift rotation rules.
• Holiday: Manage public or additional holidays linked to the schedule.
• Overtime: Configure overtime rules, rates, and approval methods.
• Attendance: Define rounding rules, grace periods, and clocking behavior.
• Request: Control how employees submit requests like OT, shift changes, or absences.

Just follow the steps below to create your new schedule template.

Step 1

From the dashboard, navigate to the left menu and select Settings (a) > Attendance (b) > Schedule (c).

Step 2

You will be directed to this screen, where you will see all the schedules you have created before. Click on Add New in the top right corner to create a new working schedule:

Step 3

You will be brought to the screen shown below, where you will be able to see five tabs located at the top of the screen (General, Holiday, Overtime, Attendance, and Request).

Tab 1: General

This is where you set the basic details of the schedule:

Schedule Name & Label: Enter the name of the schedule and an identifying label.

Shift Allowed: Select which shifts are included in this schedule.

Work Schedule

Day Type Availability

When toggled on,

• All Shift: it will include all shift in the system, and the shift allowed column above will disappear.
  
• Rest Day: set the maximum rest day per week or month.
• Off Day: set the maximum off day per week or month.

You also can set the schedule to rotate based on None / Month / Week / Day.

1. Schedule rotate based on Month

• Work week: Allocation follows a 7-day cycle, starting from the 1st day of the month.
  Example: If 1st falls on a Friday → Week 1 will be Fri (1st), Sat (2nd), Sun (3rd), Mon (4th), Tue (5th), Wed (6th), Thu (7th).

• Standard Calendar: Allocation follows actual calendar days.
  Example: Day 1–10 = Shift A, Day 11–20 = Shift B → Resets at the start of each month. Best for shift patterns that repeat monthly.

2. Schedule rotate based on Week

• Choose any day (Mon–Sun) as the start of the rotation.
• Set the rotation cycle between 1–9 weeks.
• Example: Week 1 = Shift A (Mon–Fri), Week 2 = Shift B → Repeats every 2 weeks.

3. Schedule rotate based on Day

• Define a fixed number of days for rotation.
• Example: Day 1 = Shift A, Day 2 = Shift B → Repeats every 2 days.
• Best for continuous cycles not tied to calendar weeks.

Allocating Shift

Click on any box in the schedule grid. An Allocate Shift panel will slide in from the right. This tool allows you to assign multiple shifts and day types across weeks with just a few clicks.

• In the panel, select the Day Type or Work Shift you want to assign.
• Tick the boxes on the schedule grid for the days you want to apply the selection.
• To assign a different shift or day type, simply select a new option and tick the relevant boxes again.
• When done, click Apply to confirm the allocation.

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Duty Roster Control

When Duty Roster Control is set to Active, you can manage and customize shifts directly in the Attendance > Duty Roster (Week/Monthly/Advance) screen.

• Allow Custom Shift Time: Assign shifts with custom working hours through Duty Roster screen.
• Allow Custom Overtime: Add overtime directly in the Duty Roster under the Custom section.
• Allow Custom Break: Define and apply custom break times.
• Allow Edit/Delete Public Holiday: Enable this option to edit or remove public holidays directly from the Duty Roster screen.

Tab 2: Holiday 

Under the Holiday tab, you will be given the option to view your holidays in the Month, Year, or List view.

Month view

Year view

List view

Refer to this article on how to add or remove Holidays for your employees: Deleting Holiday in Attendance

Tab 3: Overtime

The Overtime tab lets you configure how overtime is calculated, approved, and paid. You can set minimum and maximum overtime hours, define allowances, and apply different overtime rates for normal days, rest days, off days, or public holidays.

Overtime Settings

a) Enable Overtime: Activate overtime tracking in the schedule.

b) Enable Early Overtime: Allow employees to record overtime before their scheduled shift starts.

c) Enable Late Overtime: Allow employees to record overtime after their scheduled shift ends.

d) Allow Request Backdated Overtime Without Clocking: Enable overtime requests for past dates without clocking records.

e) Split Overtime at Midnight: Divide overtime hours that cross midnight into the next day (e.g., late overtime becomes early overtime of the following day).

f) Pre-Approved Only: Only calculate overtime if there is a pre-approved request.

Refer this guide for detailed explanation: What is Pre-Approved Overtime?

g) Offset Overtime by Lateness: Deduct lateness from total overtime hours.

h) Overtime Approval Method:

• Manual = Only approved OT requests will be reflected in attendance.
• Auto = The system automatically captures OT from clocking records.

Auto Overtime Approval Method

i) If Auto is selected, you can choose one of the following methods:

1. Intersect Actual and Pre-Approved Hours: System records the overlap between actual overtime clocked and pre-approved requests.
2. Actual Hours: System records overtime based on employee's clocking data.
3. Pre-Approved Hours: System records overtime based only on approved requests or assigned shift settings regardless of the clocking record. 

To understand more about Auto Overtime Approval Method, refer this guide: Auto Overtime Approval Methods

Rounding and Payroll Options

h) Overtime Rounding Method: Choose whether overtime is rounded up or down.

i) Overtime Rounding Step: Define the rounding interval (e.g., nearest 5, 10, or 15 minutes).

j) Overtime Allowance Payroll Item: Link overtime allowance to a specific payroll item if required.

Day Type Settings

For Work Days, Off Days, and Rest Days, you can configure:

• Minimum and maximum overtime hours allowed.
• Overtime rates for different time ranges.
• Minimum overtime threshold before allowance is applied.

Tab 4: Attendance

The Attendance tab allows you to define how the system records and interprets employee working hours based on rounding rules and grace periods for clock-ins and clock-outs.

Pairing Method: Choose how clock-in and clock-out times are paired.

• Auto: Pairs each clock-in with the next available clock-out, capturing multiple in-out records (useful for tracking break times).
  • Requires consistent clocking behavior. If an employee clocks in twice without clocking out, the system may mark it as an incomplete entry.
• First In Last Out (FILO): Captures only the first clock-in and last clock-out of the day.
  
  • Additional clock-ins/outs are saved in Raw Clock Data but do not affect final attendance.

When “Enable Different Pairing Method for Different Day Type” is toggled on:

• User can assign different pairing methods (Auto or FILO) to each day type (Workday, Rest Day, Offday, Public Holiday).

• Useful for organizations that apply different overtime arrangements based on day type and want to capture accurate clocking.

Clocking Time Rounding Method: Define how clock-in and clock-out times are rounded.

Grace Period For Late In: Allow extra minutes for employees to clock in without being marked late.

Example:

• If the shift starts at 9:00 AM and you set a 30-minute grace period, an employee clocking in at 9:25 AM will still be considered “on time.”
• However, they must still complete the required total working hours. If they clock out early, the system will record it as an early clock-out.

Disable Clock In Before Shift End: Prevent employees from clocking in again until their current shift has ended. Useful for avoiding overlapping or accidental extra clock-ins.

Skip Lateness Calculation if Clock is Incomplete: If a clocking record is incomplete (missing clock-in or clock-out), the system will not calculate lateness for that day.

Tab 5: Request

Allow Lock Shift: You can choose to allow or disallow shift locking when there are pending requests in the system.

Example: If an employee submits a Change Shift request that is still pending, the system can prevent further modifications until it is approved or rejected.

Request Types include:

• Self Overtime
• Planned Overtime
• Short Hour
• Change Shift
• Incomplete Clock Entry
• Absent

This tab controls how employee requests are submitted and managed under the selected schedule. Here, you can decide which details are required for submission and how requests interact with attendance records.

Submission Requirements

For each request type, you can configure whether employees must provide:

• Reason: A justification for the request.
• Remarks: Additional comments or explanation.
• Attachment: Supporting documents (e.g., medical certificate, approval letter).
• Cost Centre: Allocate the request to a specific cost centre if required.

Step 4

Once you are done, click Save on the top right corner.

For further understanding, you may find these articles helpful:

• What are the differences between Shift, Schedule and Duty Roster?
• Batch Assign Work Schedule
• Viewing My Work Schedule

We hope this explanation clarifies the matter. If you require further assistance, please don't hesitate to contact our support team.