Edit-Add Shifts dialog box

Owned by Julie Leake (Unlicensed)
Last updated: Jul 11, 2018 by Carissa Warnock (Unlicensed)
4 min read

With the Add/Edit Shift dialog boxes, you can change and/or adjust shift records to correct shift errors.

Notes:

  • The Add Shift dialog box has the same fields as the Edit Shift dialog box.
  • You will not be able to add shifts to employees who are on a leave of absence or otherwise designated as inactive in Employee Status.


This table describes the sections, fields, and controls for the Add Shift and Edit Shift dialog boxes.

SectionDescription

Shift information

Lists pertinent shift information such as Shift Date, Job, Shift Category, and the date the shift was created. You can make changes to that information. The area also displays a running tally for Worked Hours/Days, Adjustments, Total Hours/Days, and whether the shift has been Approved and if so, by whom. You can also add a Note to the record.

Punches      
                                    

Displays a table with rows based on the punch records.

Components of the table:

  • Type—Displays the type of punch.
  • Source—Indicates whether the punch was created manually or by the Time Clock. If the punch was created by the Time Clock, the code representing the clock is visible. Hovering over the code displays a tool tip with the full name of the clock.
  • Edited—Displays the edited punch times.

  • Rounded—Displays the rounded punch times.

    Note: Rounded is configured to the nearest fifteen minute intervals. The In/Out rows cannot be deleted; extra Break rows should be deleted as a pair (In and Out).

Fields in this section:

  • Add Break—Add a break for an employee who did not clock out/clock in for their break. You must enter a time when the break began and a time when the employee came back from break.

  • Problem—Displays the error message for the shift. This is hidden if the shift has no errors. If there is more than one error, each error is displayed one at a time. As you fix one error, the next error will appear. You can not save a shift that has an error. When editing a shift that doesn't have a problem and a problem occurs, the problem will be displayed and you will not be allowed to save your work.

    Note: This field is

    Read-only.

Re-Allocate Hours

  • Re-Allocate to Job—Split hours between two different jobs. For example, if someone starts the shift doing one job, but after five hours switches to another job because of a staffing shortage for a total of eight hours, you can allocate a three net hours to Job 2. The Job drop-down will only display jobs the employee can work. Re-allocating a job automatically creates a new shift.
    • Job—Reclassify a shift, or part of a shift, to another job code. The Job drop-down will only display jobs the employee can work. If the time record is complete (containing both a punch in and a punch out) and it is on the incorrect job code, you may move the ENTIRE punch to another job code. The job that the punch is associated with can be changed by checking the Override Job box and clicking the browse button, and then selecting the correct job code from the table. This is used to correct errors listed as Incorrect Job Code. The employee punching in for a secondary job that is not assigned to them usually causes this error. If the correct job code is not listed, go to Employee Maintenance and insert the job for the employee. Be aware that if the employee has two rates for the same job that will also show on this screen. For example a server may make more when they work in room service than in their home job of restaurant server. If the employee punched in incorrectly you will need to know the rate of pay at which the employee worked that shift to correctly select the job to assign the punch.
    • Shift Category—Change the category that is currently associated with the shift. This is helpful if you want to track training, etc.
    • Net Hours—Change the number of net hours allocated to the job.
  • Re-Allocate to Accrual—Allocate overtime hours to an accrual account rather than be paid as overtime.
    • Accrual—Determine which accrual account the hours should be associated.
    • Net hours—Determine the number of hours that are to be allocated to the accrual account.

Adjustments      

Adjust an employee's hours, designate the type of adjustment (worked, OT, DT, etc.), and give a reason(s) for the adjustment.

Buttons
  • Save & Approve—Save any changes you made to the shift and approve the shift in one step.
  • Save Unapproved—Saves the changes you made to the shift but not approve the shift. A check mark in the Approved column.
  • Cancel—Cancels your selections and closes the dialog box.

 

 

Other Daily Operations:
Related topics: