Adding Varied Shifts in the Working Schedule

Alasdair MacNeill
Alasdair MacNeill
  • Updated

Overview

The first tab in the Time & Attendance section is the Working Schedule. In the Working Schedule, you can add your company/department's shifts using Configured Shifts or Varied Shifts.

Configured Shifts
A Configured shift is a shift that was pre-planned in Talexio using either the Schedule Generator or Rotation Patterns. This article explains how to add Configured shifts.
Varied Shifts
A Varied shift is a shift that was added to the system ad-hoc, either as a manually added shift individually or in bulk.

Permissions

To make use of this section, you will need the Manage T&A Working Schedules permission. More information on Time & Attendance permissions can be found here.

Adding Varied Shifts to the Working Schedule

There are multiple methods for adding shifts for employees. The sections below outline the steps to follow:

If your employees' shifts do not follow a regular pattern, you can add shifts to the Working Schedule manually following the steps below:

  1. From the Time & Attendance section, click on the Working Schedule tab and on one of the days for an employee, click on the + button to access the options. If you are on a Monthly view, simply click the day to access the options.


    Click Add Shift/Off/Rest according to what you would like to include.
  2. If you add an Off/Rest day, then these will be added straight away as unpublished.
    If you add a Shift, the Shift dialog box will appear. Here you can create a shift in 2 ways:
    • From a Shift Template - If a Shift Template has already been created, you can click on the Shift Template dropdown and select the one that applies. All the details of the template will then be added to the other fields according to the template.


      Should you wish, you can click on the Shift Template to complete the fields and amend any of them so that you do not need to fill all, but simply edit from a template.

      This will not change the Shift Template but will simply apply the changes to this individual shift being added.

    • Ad-hoc - If there is no relevant Shift Template created, you can complete all the fields as needed for the shift.

      Information on the shift details can be found here.

  3. Once the shift details are completed, click Create to add the shift to the Working Schedule. It will be added in an Unpublished state.
Shifts can be edited while they are Unpublished and not yet visible to employees. The next step is to Publish the shifts which will make them visible to employees.

If your employees' shifts do not follow a regular pattern, you can add shifts to the Working Schedule using a Bulk Upload template.

  1. From the Time & Attendance section, click on the Working Schedule tab, click on the 3 dot burger menu next to the +Generate Schedule button and click Upload Schedule.
  2. Download the template from the dialog box. You will upload the completed template from the same location.
  3. The template has 2 types of columns to complete:

    The dropdown options in the template are taken from the details already created in Talexio. If there is an option missing from your bulk upload template, confirm the detail is created in Talexio and then re-download the file as shown in Step 2.

    • Employee - You will need to select from the dropdown the employee who will have shifts added.
    • Dates - Under each date, from the dropdown select one of the already created Shift Templates to be assigned to the employee on that date when the template is uploaded.

      You can see how to use this Bulk Upload template to create shifts without using a Shift Template here.

  4. Save the file and upload it from the same location in Step 2. Once uploaded, the shifts added to the employees on the specific dates will be added to the Working Schedule in an Unpublished State.
Shifts can be edited while they are Unpublished and not yet visible to employees. The next step is to Publish the shifts which will make them visible to employees.

Apart from the steps mentioned in this article, shifts can also be added based on Working Schedule Needs or copied and pasted from already created shifts.

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