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. How to Create New Single Shift

  1. Go to the Account Settings menu.
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  2. Then click the Time Management  tab and select   Attendance .
  3. Select the   Shift tab, click "Create new  shift" and select Create single shift .
  4. Enter the shift name in the   Name column.
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    If you check   Show in request , then the shift (the shift used in the employee schedule), will still appear in shift change requests through the website or mobile.
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  5. Enter the employee's arrival time in Schedule In  and the employee's departure time in   Schedule Out .
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  6. Enter information about the start of the break time in the Break start  and the end time of the break in the Break end field .
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  7. Click   Enable Attendance Validation  to be able to fill in the time limit (minimum) for employees to clock in.

    There are some conditions for filling in Add attendance validation:
    - You can choose to apply this rule only for clock in or clock out only (duration can be entered for one column only, it is not mandatory to fill in both columns.
    - If you apply the minimum check-in and maximum check settings out, then you need to add the time duration  according to the schedule you set.
    Example: If you apply   a minimum   clock-in of 60 minutes , and   the schedule is set at  8 AM , then you cannot clock in before 7 AM .

  8. Next, you can fill in the time limit (maximum) for employees to clock out.

    - In Attendance Validation, you can select one of the times (Clock In/Clock Out) that you want to limit.
    - If you apply the min clock in/max clock out setting, then you need to add the time duration (Clock In/Clock Out).
    Example: If you apply   a maximum clock out of 60 min , and   the schedule out   is set   at 6 PM , then you cannot clock in after 7 PM.

  9. Click  Enable 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.

    - For example, if the schedule in  information in this section is at 9.00  and you enter a clock-in dispensation of 30 minutes , then when an employee   clocks in at 9.30, the system will not consider the employee to be late for work .
    - If you want to re-arrange compensation that will affect salary components, you can contact our support team (support-hr@mekari.com) to get further information.

  10. You can add breaks by clicking Enable multiple break schedule if you apply break times more than once. Then, select your break master by clicking  Select break master.
  11. Click Enable auto overtime  you will be able to enter the maximum overtime time which is calculated automatically before working hours start. When employees clock in within  the Overtime Before  to Schedule In range, they will automatically be considered overtime without the need for a Request & Approval.

    You can ignore this information if you don't enforce Overtime, or if the company requires employees to request overtime manually (not automatically using the system).

  12. Likewise, in the Overtime After column, you can enter the maximum Overtime time which is calculated automatically after working hours end. When employees clock out within the Schedule Out to Overtime After range, they will automatically be considered overtime without the need for a Request & Approval.

    You can ignore this information if you do not apply Overtime.

  13. You can click   Show in request to display shift eligibility when an employee submits   an attendance request.   Then, determine the shift request eligibility for all employees (All employees)  or  only certain ones  (Selected employees)   in the Shift eligibility section.
  14. If you choose   Selected employee , then you can specify  criteria  such as certain categories, such as  Branch, Organization, Job position, Job level, Employment status, Division (SBU), Small Business Category. Then, determine   the subcategory in   the right column . Apart from that, to narrow down the eligibility for this shift more specifically, you can add criteria by clicking  "Add criteria".

    The maximum number of criteria depends on the company's SBU data whose data has been input into Talenta.

  15. Click   “Publish” to save the shift. Or, click   “Publish & create new”  to save the shift and create another new shift.
  16. Here is a view of the new Shift created.
No. Button/Column Name Description
1 Checkboxes You can check the shift names to make the  “Actions” button appear.  That way, you can perform bulk actions, such as  Set inactive  or  Delete.

- If you click  Set inactive,  the shift on the  Active  tab will  move  to the  Inactive tab.
- Shifts that you can delete are shifts that have never been assigned to employees. 

2 Show in request The toggle button for the Show in request feature can be shifted to on and off according to your needs.
3 Shift eligibility Click to see shift eligibility details for this shift.
4 View Description Click to see a description of this shift (the description is blank if not filled in when creating it).
5 View Details Click to appear the following pop-up. Here, you can see the details of the shift. You can see details  of Eligibility, Additional Setup, and Schedule  by clicking on each tab title. Or, click  "Edit shift"  if you want to change the shift settings.

The shifts that you can edit are shifts that have never been assigned to employees.

6 Point three Click to perform some action to the shift, such as  Edit shift, Set inactive, or Delete.

- The shifts that you can edit are shifts that have never been assigned to employees.
- Shifts that you can delete are shifts that have never been assigned to employees.
- If you click  Set inactive,  the shift on the  Active  list tab will  move  to the  Inactive list tab.  To reactivate, go to the Inactive list tab, click the “Triple dot”  button and select  Set active.

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

  1. Click the  "Export"  icon to download your shift list. This Export button can also be used as a template for mass updates on shifts.

    You can also use  the Search bar  to search for specific shift data.

  2. Click the  “Import”  icon to upload updated shift data. You can determine what update you want to do, whether it is  a shift update  or  shift eligibility update.  Refer to section C to read the bulk shift and shift eligibility update guide, or  click here.

    The shifts you can update are shifts that have not been used on the master schedule.

Important
If you have finished creating shifts, you can manage the shifts that have been created via the flexible scheduler menu and preview them first. If you make more than 1 (one) shift, in the Auto schedule preview display, you can see different color representations. The following is an example of the preview display.

B. How to Create Bulk Shift

  1. Go to the Account Settings menu.
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  2. Then, click  Time Management  and select  Attendance .
  3. Select the  Shift tab, click "Create new  shift" and select Create Bulk shift .
  4. Download the Shift template provided by clicking  “Export file”.  Then, upload it by clicking  Browse  or clicking and dropping the file in the arrow area  as shown in the image below. Then, click  "Submit"  and wait until the bulk shift creation process is complete.

    Below is a template that you can complete with information from the shifts you want to add. If you want to enter Break information, in the Additional Break Id and Additional Break Name columns, you can fill in according to the information on the Master Break List sheet .
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Important
If you have finished creating shifts, you can manage the shifts that have been created via the flexible scheduler menu and preview them first. If you make more than 1 (one) shift, in the Auto schedule preview display, you can see different color representations. The following is an example of the preview display.

C. How to Update Shifts in Bulk

  1. Enter the  Account Settings menu.
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  2. Then, click  Time Management  and select  Attendance .
  3. On the  Shift tab,  click the  "Import"  icon to upload shift update data. You can determine what update you want to do, whether it is  a bulk shift update or a bulk shift eligibility update.
  4. Then, a pop-up appears. You can update shift data or shift eligibility in bulk by downloading the spreadsheet template by clicking "Export file".
  5. The following is a template that you need to complete when  updating shifts  or  updating shift eligibility.
    • Update shift You can see the Shift Id, Shift Name*, Schedule In*, Schedule Out*, Break start, Break end, Overtime Before, Overtime After, Additional Break Id, Additional Break Name, Grace Period, Clock In, Grace Period, Clock Out, Min Clock In, Before Schedule, Max Clock Out, and After Schedule. Make sure not to change the column with the “*” icon. Additionally, you can hover over the title of each column to see instructions for filling in each column. Then, you can update the data according to those guidelines.
    • Update shift eligibility.  You can see the Shift name, Criteria name*, SBU name, and Value columns. Make sure not to change the column with the “*” icon. Additionally, you can hover over the title of each column to see instructions for filling in each column. Then, you can update and add data according to the guide.
  6. Then, upload the template with updated data by  drag and drop  or click  "Browse".
  7. If the file has finished uploading as follows, click  "Submit".

Important
If you have finished creating shifts, you can manage the shifts that have been created via the flexible scheduler menu and preview them first. If you make more than 1 (one) shift, in the Auto schedule preview display, you can see different color representations. The following is an example of the preview display.

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 .