Shifts

Assigning shift timings to employees

IMPORTANT: When you create your first shift timing during the initial Keka setup, it is automatically assigned to all employees in your organization as the default shift timing.

In case you have created multiple shift timings and want to assign it to different employees, follow the steps below:

• Assigning shift timing to individual employee

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

 

Step 2: Go to ‘Job’ tab of the employee’s profile

 

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Shift Type’ assigned to selected employee.

 

Step 4: Choose the new shift you want to assign from the dropdown, and click on ‘Update’ to assign the new shift to the selected employee.

The new shift has now been assigned to the selected employee.

• Assigning shift to multiple employees in bulk

Step 1: Go to Employees >> Employees >> Quick Links >> Import Employee Job Details

 

Step 2: From the new screen that you see, click and download the Excel Template

 

Step 3: Open the Excel file that you just downloaded.  Go to column N named ‘Shift Type’ and select the new applicable shift from the dropdown that appears on the selection of the cell against each employee.  Once done with updating the shift, save this file.

 

Step 4: Once you are done with saving the updated file, go back to the previous screen and click on the ‘Upload Excel File’ button.

 

Step 5: Once done with uploading, you will be asked to review the information.  Once you have verified the correctness of data being imported, click on ‘Import’ on the next screen to import the data.

Step 6: Once the data is imported, you will see a confirmation screen, click on ‘Complete’.

You have successfully updated the shift of employees in bulk.

 

In case you are not able to update shift for your employees, write to support@keka.com.

Gross Hours:  Total working hours assigned in a shift is known as Gross hours.  For example, if a shift starts at 9:00 AM and ends at 6:00 PM, the total Gross working hours are 9.

Break Duration:  Total duration of break an employee can take during the shift.  Employee can either consume total break duration at a time or in multiple short durations. For example, if the break duration is 60 minutes, employee can either take 60 minutes of break at a time, or multiple breaks of shorter durations (20 minutes + 10 Minutes + 30 minutes)

Effective Hours:  In simple words, Effective hours = Gross hours – Break duration consumed.  If Gross hours are 9 and the employee has consumed 30 minutes of break duration (out of 60 minutes allocated), the effective hours of the employee will be 9 hours minus 30 minutes, i.e. 8 Hours and 30 Mins. of Effective Work Hours.

 

In case you are not able to configure gross and effective hours for your organization, write to support@keka.com.

Multiple version of a shift

Yes, multiple versions of the same shift can be created.  Multiple versions of shift is useful in cases where employee work hours change from time to time, one of the example being DST (Daylight Saving Time).

To create multiple versions of the same shift, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

 

Step 2: Under ‘Shifts’ tab, click on ‘Edit’ icon against the shift you want to create multiple versions for

Step 3: On the ‘Edit Shift’ screen, choose Start Time, End Time and Break duration of the new version of shift you want to create

and the date it will be effective from

Once done with entering the new shift timings and its ‘Effective from’ date, click on ‘Update’ button and your new version of shift is now created.

IMPORTANT: ‘Effective from’ date for any shift, you are updating, can be today or any day in future.  Shift update CANNOT be retro-effective, i.e., it cannot be effective from days in past.

Example: In the image above, ’18-Jun-2016′ is the current ‘Effective from’ date for the existing shift.  27th Feb 2017 is the current day. Any upcoming date (including 27th Feb 2017) can be chosen as the new Effective Date for the new (updated) shift.

You can now view all versions of the shifts that has been created by going to Edit shift and clicking on the effective date on right.  All the employees assigned to the current shift will automatically be assigned to the new shift when effective date arrives.  You don’t have to assign employees to the new shift manually.

 

In case you are not able to create multiple versions of a shift, write to support@keka.com.

Updating an existing shift

To update an existing shift, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

 

Step 2: Under ‘Shifts’ tab, click on ‘Edit’ icon against the shift you want to update

 

Step 3: On the ‘Edit Shift’ screen, you can choose to update the Name, Start Time, End Time and Break duration of the updated shift

and the date it will be effective from

Once done with updating the ‘Shift’ and ‘Effective from’ date, click on ‘Update’ button and your shift is now updated.

IMPORTANT: ‘Effective from’ date for any shift, you are updating, can be today or any day in future.  Shift update CANNOT be retro-effective, i.e., it cannot be effective from days in past.

Example: In the image above, ’18-Jun-2016′ is the current ‘Effective from’ date for the existing shift.  27th Feb 2017 is the current day. Any upcoming date (including 27th Feb 2017) can be chosen as the new Effective Date for the new (updated) shift.

 

If a shift has been updated with multiple effective dates, you can view it by effective dates by clicking on the selected effective date on right

 

In case you are not able to update a shift, write to support@keka.com.

Adding shift timings

To update shift timings for your organization, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

 

Step 2: Under ‘Shifts’ tab, click on ‘Add New’ button

 

Step 3: On ‘Create Shift’ screen, give a name to shift for easy identification (example – Regular Shift, U.S. Night Shift, Mid-day Shift, etc.) and add the ‘Start Time’ and ‘End Time’ of this shift, along with the total minutes of break an employee can take during the shift.  Click on ‘Create’ and the new shift will be added.

In the example above, the shift starts at 2:00 PM and ends at 10:00 PM.  An employee can take total 60 minutes of break during this shift.

IMPORTANT:  Gross working hours of the employees assigned to above shift are 8 hours, and Effective working hours are (Effective Hours = Gross – Break Duration) 7 hours.

 

In case you are not able to create shifts, write to support@keka.com.