Contents of this article are applicable to the following users
Tier: Scale (unlimited tags); all plans below Scale (1 default tag)
Platform: Web
Access Level: Owner
Shift Tags let you categorise special shift types — such as rest-day work, night shifts, or meal allowances — so that the hours or occurrences are automatically tracked in Timesheets. Instead of manually sorting these shifts every payroll run, you define the tag once and apply it to the relevant timesheet records. Tags also control whether the tagged hours are included in or excluded from overtime calculations.
This guide will cover how to:
Create a Shift Tag
To create a Shift Tag:
Go to Settings > Shift Tags.
Click + Add Tag.
A panel opens. Select a template or choose I will customise myself to configure all fields manually.
Select a Template
Three template options are available:
Template | Pre-filled Tag Name | Short Name | Hours Calculation | Effect on OT | Automated Tagging |
Rest Day / Off Day | Rest Day | RD | Count Hours | Exclude the hours | Shift falls on a day with Rest Day or Off Day leaves |
Meal Allowance | Meal Allowance | MA | Count Occurrences | Not applicable | No Automation |
I will customise myself | (blank — enter manually) | (blank) | (choose below) | (choose below) | (choose below) |
Note: When a template is selected, all fields are pre-filled and locked. To change any value, select I will customise myself instead.
Configure Tag Fields
After selecting a template (or choosing to customise), fill in the fields below:
Field | Description |
Tag Name | The full display name shown in Timesheets (e.g. Night Shift Allowance). |
Short Name | An abbreviation of up to 2 characters shown as a circle badge on the timesheet row (e.g. NS). Must be unique across active tags. |
Automated Tagging | Choose No Automation to apply the tag manually, or Shift falls on a day with leaves to auto-apply when a shift falls on a configured leave day (e.g. Rest Day, Off Day). |
Hours Calculation | Count the hours worked in shift — the tagged shift hours appear under the tag's own column in Timesheets (not under Basic). Count occurrences — the hours remain under Basic; only the number of occurrences is tracked for consolidation. |
Effect on Overtime | Available only when Hours Calculation is set to Count the hours worked in shift. Include the hours — hours count toward OT calculation. Exclude the hours — hours are not considered in OT calculation. This field is disabled when Count Occurrences is selected. |
Click Save when done. The tag appears in the active Shift Tags list.
Apply a Shift Tag to a Timesheet
To apply a Shift Tag to a timesheet record:
Go to Timesheets and open the relevant timesheet period.
Locate the employee row and click the tag cell (the small circle badge column). If no tag has been applied yet, the cell appears empty.
A dropdown appears. Search or scroll to find the tag, then select it. You can apply multiple tags to the same timesheet record, with one restriction: only one Count Hours tag can be applied per record at a time.
The tag is saved automatically. The circle badge updates to reflect the applied tag.
Note: Tags configured with Automated Tagging are applied automatically when the shift conditions match. You do not need to tag those records manually.
Archive and Unarchive a Shift Tag
Archiving a tag removes it from future tagging options but keeps it on previously tagged records (except on days locked by Timesheet Lock).
To archive a Shift Tag:
Go to Settings > Time and Attendance > Shift Tags.
Find the tag and click More on the right.
Select Archive. A confirmation dialog appears with two options:
Option | What happens |
Archive & Unassign | Archives the tag and removes it from all past timesheet records, except records on days locked by Timesheet Lock. |
Archive Only | Archives the tag but keeps it on all previously tagged timesheet records. |
Archived tags appear under the Archived Shift Tags section in Settings.
To unarchive a Shift Tag:
Go to Settings > Time and Attendance > Shift Tags and scroll down to Archived Shift Tags.
Find the tag and click More > Unarchive.
The tag is restored to the active list and is available for tagging again.
Note: If the tag was configured with Automated Tagging, a timesheet recalculation warning will appear before unarchiving is confirmed.
FAQ
Q: Who can create and manage Shift Tags?
A: Only users with Owner access level can create, edit, archive, and unarchive Shift Tags in Settings. Managers and employees cannot access the Shift Tags settings page.
Q: What is the difference between Count Hours and Count Occurrences?
A: Count Hours moves the tagged shift's hours from the Basic column into the tag's own column in Timesheets. Count Occurrences keeps the hours under Basic and instead tracks how many times the shift was tagged — useful for flat-rate allowances where only the number of shifts matters (e.g. a meal allowance paid once per shift).
Q: Can I edit a Shift Tag after it has been created?
A: The current Settings UI does not show an Edit option. To change a tag's configuration, archive the existing tag and create a new one with the updated settings. Contact your StaffAny representative if you need retroactive changes to tagged records.
Q: What happens to tagged records when I archive a tag?
A: If you choose Archive Only, existing tagged records are unchanged. If you choose Archive & Unassign, the tag is removed from all past records except those on days locked by Timesheet Lock.
Q: How many Shift Tags can I create?
A: Organizations on the Scale plan can create an unlimited number of customizable Shift Tags. Organizations on plans below Scale have access to 1 default Shift Tag.
Q: Can automated tagging apply a tag to a shift that already has a manually applied tag?
A: Yes. Automated tagging adds the tag to matching shifts independently. If a shift already has a manually applied tag, the automated tag is added alongside it (subject to the one Count Hours tag per record limit).