You are probably wondering how the Shift-based Schedule works and how to set it up in Sprout HR. Say less! In this article, we will discuss a comprehensive guide on how to set it up and what to expect on employees' schedules and Attendance Reports.
Two types of Shift-Based Schedules:
1. Shift-Based (Regular)
This Schedule Type can have multiple pairs of INs and OUTs and the breaks are based on the duration of the breaks plotted. This break can be utilized at any time but only a maximum of 30 minutes will be considered unpaid. The excess will then be considered as an undertime deduction. This is the default break for this schedule type. The Break Start and Break End should always be the same. See the sample shift below:
Sample scenario:
- Shift Start: 8:00 AM
- Break Start: 12:00 PM
- Break End: 12:00 PM
- Shift End: 4:30 PM
In this case, the employee incurred 0:50 minutes of Undertime since it's more than the 30-minute break.
2. Shift-Based (Broken)
This Schedule Type can have multiple pairs of INs and OUTs as long as the set start and end times for the shifts are met. There is no set max break but these are based on the actual break start and end plotted on the Work Schedule.
Note: If the break schedule is more than 30 minutes, it will be considered a Broken shift.
Sample scenario:
- Shift Start: 8:00 AM
- Break Start: 12:00 PM
- Break End: 4:00 PM
- Shift End: 8:00 PM
The plotted break is only 4 hours (12:00 PM to 4:00 PM) and since the user clocked out before 12:00 PM, they will incur undertime.
How to Set up a Shift-Based Schedule
When changing the schedule to Shift-Based, indicate the required hours to work for the day. With this type of schedule, the shift could be longer than the required hours. In our sample below, the required hours to work is 9 including breaks. This shift is most applicable to employees who are permitted to go on long breaks.
Here's a step-by-step guide:
1. Go to Work Schedule > Change Schedule. Indicate that the changes would be for New Default Schedule then, select Shift-Based on Schedule Type and enter the Working Hours including break then click Set Schedule:
2. Indicate the Shift Start and Shift End. Now, as mentioned, we can set longer break hours for Shift-Based (Broken). For Shift-Based (Regular), indicate the Break Start and Break End at the same time. For example, 12:00 PM to 12:00 PM, the system would recognize that this schedule only required to have a 30-minute break.
Here's a sample setup wherein the Green box pertains to Regular while the Red is for Broken Shift (longer break):
3. Click Save. You should see a prompt indicating that you are setting up a schedule with broken shifts. Notice that the shift on Monday (Regular) will not reflect in this prompt:
Now that we are able to set this up, what do you think you should see in the Attendance Report?
Important Note: Shift-based schedules should have paired logs (IN, OUT) whenever they will go on break. Unpaired logs (only IN or only OUT on Shift Start and Shift End) will not be recognized by the system and would lead to schedule discrepancies on the employee’s Attendance Report.
Using the same sample schedule, here are sample logs and Attendance Report:
1. Shift-Based (Regular):
Logs:
IN - 8:00 AM
OUT - 12:00 PM
IN - 12:30 PM
OUT: 4:30 PM
2. Shift-Based (Broken):
Logs:
IN - 8:00 AM
OUT - 12:00 PM
IN - 4:00 PM
OUT: 8:00 PM
As you can see, these paired logs would reflect in the Attendance Report unlike the Biologs reflected in other schedule types!
Easy, right!? Feel free to browse our Help Center for other information!
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