Manual Directory

Add Shift

Add Shift

Home > Admin Mode > Schedule > Add Shift

Administrators can click Schedule on the Home page under Admin Mode, then select Add Shift to enter the Add Shift page. First, assign a clear name to the shift, such as Day Shift or Night Shift, and set a color for easy recognition on the calendar. Next, set the start and end times for the shift, specify break periods (including start time and duration), and finally select the clock-in location.

Shift Name

Administrators can customize shift names according to actual operational needs, such as:

Day Shift: 8:00 AM to 5:00 PM
Night Shift: 5:00 PM to 1:00 AM
Graveyard Shift: 1:00 AM to 8:00 AM
Weekend Shift: Specifically for weekends or public holidays

Clear naming effectively distinguishes different working periods and helps users (employees) quickly grasp their assigned schedules.

Colors

Administrators can assign distinct colors to different shift types for better visual identification. Examples include:

Day Shift: Red
Night Shift: Blue
Graveyard Shift: Purple
Weekend Shift: Green

Appropriate color coding not only provides a clear overview of the schedule but also helps users (employees) quickly identify their assigned shifts.

Shift Start Time

Once a shift start time is set, users (employees) must clock in before this time to officially begin work. Late clock-ins may be marked as tardiness by the system, affecting attendance records and payroll calculations.

If the shift start time is later than the shift end time, SwipePoint automatically treats it as a cross-day shift. For example, if a shift starts at 11:00 PM and ends at 7:00 AM, employees must clock in before 11:00 PM on the first day and clock out after 7:00 AM on the following day.

Shift End Time

After the shift end time is set, users (employees) must clock out after this time to officially end their work. Early clock-outs may be marked as leaving early, impacting attendance hours and payroll calculations.

Clock-in Time Restrictions

Item	Before Shift Start	During Shift	After Shift End
No Restriction	Allowed	Allowed	Allowed
N minutes before/after	Allowed only within N minutes before shift start	Allowed	Allowed only within N minutes after shift end

This feature enables administrators to specify the allowable clock-in time range, ensuring compliance with organizational policies and preventing management issues caused by overly early or late clock-ins. Options available include:

No Restriction: Employees can clock in at any time; suitable for situations without strict clock-in requirements.
15 Minutes Before/After: Clock-ins are allowed within 15 minutes before shift start and after shift end.
30 Minutes Before/After: Clock-ins are allowed within 30 minutes before shift start and after shift end.
1 Hour Before/After: Clock-ins allowed within 1 hour before shift start and after shift end.
2 Hours Before/After: Employees can clock in within 2 hours before or after the shift.

Example of Clock-in Restriction:

If a shift is scheduled from 9:00 AM to 6:00 PM and the 30 minutes before/after option is selected:

Time	Clock-in Allowed?
8:15	✘ No
8:30	✔ Yes
9:00	✔ Yes
9:15	✔ Yes
5:45 PM	✔ Yes
6:00 PM	✔ Yes
6:30 PM	✔ Yes
6:45 PM	✘ No

Use Cases and Limits

Effect of Specified Time:
When a specific restriction (such as 15 minutes, 1 hour) is set, employees cannot clock in outside this allowed period.
For example, with a shift start at 9:00 AM and a 15 minutes before/after restriction, employees can only clock in from 8:45 AM onward and must clock out by 5:15 PM (for a shift ending at 5:00 PM).

This flexible option allows administrators to adjust clock-in requirements according to company policy and operational needs, significantly improving scheduling accuracy and fairness.

Flexible Clock-in

Flexible clock-in offers adjustable start and end times, suitable for environments requiring some schedule flexibility. Available flexibility options include:

Not Allowed: Employees must strictly adhere to scheduled times; deviations are marked as tardiness or early leave.
15 Minutes Before/After: Allows clock-ins within 15 minutes before/after scheduled times.
30 Minutes Before/After: Allows clock-ins within 30 minutes before/after scheduled times.
1 Hour Before/After: Allows clock-ins within 1 hour before/after scheduled times.
2 Hours Before/After: Allows clock-ins within 2 hours before/after scheduled times.

Operation and Examples

Flexible Start Time Adjustment
Flexible clock-in primarily adjusts the start time.
- For example, if the shift starts at 9:00 AM:
  - With 15 minutes before/after, clock-ins between 8:45 AM and 9:15 AM are accepted without being marked as late.
  - Clock-ins before 8:45 AM or after 9:15 AM violate policy.
End Time Adjustment and Work Hour Calculation
Flexible clock-in also affects end-time calculations, ensuring employees fulfill required working hours.
- Example: Shift scheduled from 9:00 AM to 6:00 PM (with a 1-hour break), and flexible clock-in is set to 1 hour before/after:
  - An employee clocks in at 8:30 AM and clocks out at 5:50 PM; the system records this as compliant, as the employee meets the required 8-hour workday.

Advantages

Reduces Unnecessary Tardiness/Early Leave Records: Employees clocking within flexible windows are not marked late or early, enhancing inclusivity in attendance management.
Ensures Compliance with Working Hours: Automatically checks working hours, preventing insufficient working hours due to flexible attendance.

Break Times

Administrators can define multiple break periods during shifts. Each break period consists of a start time and duration. No clock-in/out is required during breaks, and break times are excluded from working hours.

Setting Clock-in Required Breaks

If breaks require clock-ins, set up multiple shifts. For example, if work hours are from 9:00 AM to 6:00 PM with a 1-hour lunch break from 12:00 PM to 1:00 PM, create two shifts:

First shift: 9:00 AM to 12:00 PM
Second shift: 1:00 PM to 6:00 PM

Employees would then clock in/out as follows:

Clock in at 9:00 AM to start work
Clock out at 12:00 PM
Clock in again at 1:00 PM
Clock out at 6:00 PM

Clock-in Locations

Administrators can set designated clock-in locations to ensure employees clock in from the correct locations. For instance, two shifts might be set as follows:

Branch A Day Shift: Clock-in location restricted to Branch A GPS range
Branch B Night Shift: Clock-in location restricted to Branch B GPS range

When using shift schedules for clock-ins, disable the Allow Skip Schedule Clock-in feature, ensuring employees select the correct shift and avoid misclocking.

Note: Currently, a single shift can have only one assigned clock-in location.

Editing Clock-in Locations

To add or edit clock-in locations, follow this path:

Home > Admin Mode > Clock-in Records and Management > Clock-in Location Settings

Administrators click Clock-in Records and Management on the Home page in Admin Mode, then select Clock-in Location Settings to modify locations.

FAQ

Q1: How many schedules can a single organization have?

A: SwipePoint currently has no limit on the number of schedules an organization can create. If you encounter issues creating new schedules or experience performance degradation due to a large number of schedules, please report to the SwipePoint team.

Q2: Can a shift span across multiple days?

A: Yes. When adding shifts, you can set cross-day shifts. For example, if a shift starts at 9:00 PM and ends at 6:00 AM, the shift end time will display "(Next Day)" automatically, indicating it is a cross-day shift.

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