How to Add and Make Shifts on the Settings Menu

Article author
Learning Center Mekari
  • Updated

Before creating an employee work schedule, you must first create Shifts. This activity can be done in the  Settings  menu and only users with access to the Super Admin and Admin roles can do it. 

Here are the steps:

A. Adding Shifts Manually

  1. Enter the Account Setting menu.
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  2. Then, click the Time Management tab and select the Attendance tab.
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  3. Select the Shift tab.
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  4. Click "Add shift" and select Single add.
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  5. Enter the shift name in the Name column.
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    If you check Show in request, then the shift (shift used in the employee schedule) will still appear on change shift requests via the website or mobile.
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  6. Enter employee entry hours in  Schedule In and employee return hours in  Schedule Out.
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  7. Enter information about the start of the break in the Break start  and the end of the break in the Break end  field.
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  8. Check Attendance Validation to be able to fill in the time limit (minimum) for employees to clock in.
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    Terms of filling Add attendance validation:
    - You can choose to apply this rule only for clock-in or clock-out (duration can be input for one column only, both columns are not required. - If you apply minimum check-in and maximum check-out settings, then you need to add duration time according to the schedule you set.
    Example: If you apply a minimum Clock In of 60 min, and the schedule is set at 8 am, then you cannot Clock In before 7 am.

  9. Next, you can fill in the duration of the employee's time limit (maximum) to clock out.
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    - In Attendance Validation, you can select a time (Clock In/ Clock Out) that you want to limit.
    - If you apply the min. clock in/ max. clock out settings, then you need to add a time duration (Clock In/Clock Out).
    Example: If you apply a maximum Clock Out of 60 min, and the schedule out has been set at 6 pm, then you cannot Clock In after 7 pm.

  10. Check Add grace period and enter the Clock in/Clock out dispensation information, if you want to add the dispensation duration for late entry or early exit.
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    - For example, if the  schedule-in  information in this section is  9.00  and you fill  in a 30-minute dispensation clock , then when an employee  clocks in at 9.30, the system will not consider the employee late for work.
    - If you want to make rearrangements regarding compensation which will affect the salary component, you can contact our support team (support-hr@mekari.com) to get more information.

  11. Check to Enable auto overtime and you will be able to fill in the maximum overtime that is calculated automatically before working hours start. Where when an employee clocks in the range Overtime Before  to Schedule In, it will automatically be considered overtime without the need for a Request & Approval.
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    You can ignore this information if you don't apply Overtime, or if the company requires employees to make overtime requests manually (not automatically using the system).

  12. Likewise in the Overtime After column, you can fill in the maximum Overtime time which is calculated automatically after working hours end. Where when an employee clocks out in the Schedule Out to Overtime After range, it will automatically be considered overtime without the need for a Request & Approval.
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    You can ignore this information if you do not apply Overtime.

  13. You can add a break in the Break column, if you apply more than one break.
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  14. Click "Submit" to save the Shift.
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  15. Here is a screenshot of the new Shift created.
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  16.  Click "Edit" to change the shift.
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    Shifts that you can edit are shifts that have never been assigned to employees.

  17. If you want to delete a shift, click on the “three dots” and select permanently delete.
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    Shifts that you can delete are shifts that have never been assigned to employees.

  18. You can also deactivate the shift by clicking on the "three dots" and selecting "Set Inactive".
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  19. If you choose to Set Inactive, a pop-up will appear like this. Click "Set Inactive" to continue.
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  20. Therefore, the shift that you have created will be on the Inactive tab page as follows.
    2023-02-24_15_17_33.jpg

    If the shift has been set active then:
    - The shift will not appear on the active shift list.
    - Shift will not appear in the employee work schedule creation process.
    - Shifts will not appear on the shift list during the employee shift change process.

  21. If you want to reactivate it, click "Set Active" and your shift will move to the Active tab page and can be used again.
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  22. Use the  "Export"  button to download your shift list. This Export button can also be used as a template for bulk updates on shifts.
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  23. Click “Bulk Update” to upload the shift data that you have updated.
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    The shifts that you can update are the shifts that have not been used on the master schedule.

  24. You can use the Search field to search for a specific shift.
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B. Adding Shifts in Bulk

  1. Enter the Account Setting menu.
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  2. Then, click the Time Management tab and select the Attendance tab.
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  3. Select the Shift tab.
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  4. Click "Add shift" and select Bulk add.
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  5. Download the Shift template provided.
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  6. Complete the information of the shift you want to add.
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  7. If you want to enter Break information, in the  Additional Break Id  and  Additional Break Name columns, you can enter it according to the information on  the List Master Break sheet  
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  8. After the template has been completed and saved. You can return to the Talenta page and click  "Choose file"  and select the file that you have previously completed. Then click  "Submit" .
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  9. Then the new shift list will be incremented as follows.
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This is an explanation of how to add and make shifts in the Settings menu. Furthermore, you can learn how to create breaks in the Settings menu, here.