Contents of this article are applicable to the following users
Tier: ESSENTIAL, GROWTH, SCALE
Platform: Mobile & Web
Access Level: Owner
Introduction
Some companies pay special rates or allowances when staff work outside of their normal hours. For example, you may need Shift Tags to keep track:
Special work hours:
Rest Day or Off Day Hours
Special allowances:
Closing Shift Allowance
Night Shift Allowance
Meal Allowance
Shift Tags allows you to flexibly tag shifts to either count the hours in that shift or count occurrences of those shifts. These will be consolidated in the Timesheets.
This guide will cover the following:
Setup new shift tags
1) If Shift Tags is enabled for your team, go to Settings > Shift Tags > Add Tag to add a new shift tag.
2) Start by selecting either a template or customize by yourself from the drop-down menu.
3) If you select a template of Rest Day/Off Day, the settings will be pre-populated. Learn more about automated shift tagging here.
4) If you select "I will customize myself", a blank form will be displayed and you can setup accordingly.
Automated Tagging
Select “Shift falls on a day with:” and the Leave Types to automatically tag shifts that meet the rules. Learn more here.
The auto-tagged shift tag can be seen on the timecard in Timesheet.
Understanding the Setup Form
Hours Calculation | Explanation |
Count the hours worked in shift | The hours worked on the tagged shift will be counted separately under the Shift Tag column instead of the “Basic” column in Timesheet. (See more below) |
Do not count hours (Count occurrences) | The hours worked for the tagged shift will still be counted under “Basic”. In addition, the number of times such shift tags occur will be counted under a new Shift Tag column in Timesheet. (See more below) |
Effect on Overtime | Explanation |
Include the hours | The hours will be counted in OT calculation logic. |
Exclude the hours | The hours will not be counted in OT calculation logic. |
Typical Setup for Special Shift Allowances
Refer to this table for the suggested setup for common hours and allowances
Types of Hours / Allowances | How this affects Timesheets | Suggested Setup |
Rest Day Work Hours
Counting hours when staff works on their mandatory scheduled rest day | Hours in shifts tagged will not count toward both "Basic hours" and "Overtime hours"
Hours will contribute toward a separate "Rest Day Hours" in Timesheets, and show up as a separate column in the Timesheet export | Tag Name: Short Tag: Hours Calculation: Effect on Overtime |
Off Day Work Hours
Counting hours when staff works on their off day | Hours in shifts tagged will not count toward both "Basic hours" and "Overtime hours"
Hours will contribute toward a separate "Off Day Hours" column in Timesheets, and show up as a separate column in the Timesheet export | Tag Name: Short Tag: Hours Calculation: Effect on Overtime |
Closing Shift Allowance
Counting the number of times that staff work closing shifts | No effect on hours counting
Number of shifts with this tag will be counted as a separate "Closing Shift" column in the Timesheet export | Tag Name: Short Tag: Hours Calculation: |
Night Shift Allowance
Counting the number of times that staff work night shifts | No effect on hours counting
Number of shifts with this tag will be counted as a separate "Night Shift" column in the Timesheet export | Tag Name: Short Tag: Hours Calculation: |
Extra Allowance
Counting the number of times that staff has completed shifts with more than X hours. | No effect on hours counting
Number of shifts with this tag will be counted as a separate "Extra Allowance" column in the Timesheet export | Tag Name: Short Tag: EA Hours Calculation: |
Note: Shift Tags cannot be edited after creation, please ensure that your tag is setup properly before pressing "Save" and creating it.
Archiving and Unarchiving Shift Tags
If you don't need past Shift Tags that you have created, or make any mistakes while setting it up, you can archive your Shift Tags.
To archive a Shift Tag, on the Shift Tags setting page, click on More > Archive.
You can either archive and unassign the tag from all past records or just archive it.
You can unarchive a Shift Tag to recover past tags. On an archived Shift Tag, click on More > Unarchive.
Manually Applying Shift Tags
On Timesheet Web App
1) Go to Timesheets > Select a staff.
2) Select a Timecard and you’ll see a “Shift Tags” section.
3) Select the correct tag for this staff. Shift tags that are automatically tagged will be displayed here.
4) Press "Save". The staff should be properly tagged!
The tag will show up for the timecard that the staff is tagged for in the Individual Timesheet, and will show up as a tag for the staff in the Summary Timesheet too.
On Timesheet - Mobile App
Go to Timesheets > Select a Timecard, and you'll see a "Shift Tags" section. Add the respective Shift Tag, and press save.
Note: You can apply multiple "Count Shifts" Shift Tag to a shift, but only 1 "Count Hours" Shift Tag to a shift
On Schedule - Web App
Add convenience to your workflow by managing shift tags on the Schedule.
First, hover over an existing shift slot in the Schedule and click on the “Edit” icon to edit it.
Under “Adjust Slot Details” in the popup window, you can add Shift Tags by clicking on the “Search shift tags” field and selecting the relevant tags. To remove a tag, click the “×” on the right-handright hand side of the tag.
The Shift Tags have been assigned to the relevant shift slot! The “Tag” icon in a slot indicates that there are Shift Tags assigned to it. To view or edit the tags, repeat the steps above.
On Schedule - Mobile App
To manage shift tags on Mobile, ensure that you are on the Employee view. Learn how to switch views here.
From the Employee view, tap on an existing shift. If there are no existing shifts, assign one.
In the Edit Shift Time window, tap on “+ Add Special Tags”. Select the relevant tags, and tap “Confirm”.
To remove a tag, tap the “×” icon in the tag. Alternatively, you can tap “Remove all” to remove all tags.
When done, tap “Save”.
Exporting Timesheets with Shift Tags
When you export timesheets, the Shift Tags created and tagged should show up as a separate column on the Timesheet Summary Export
It should also show up as a separate column in the Timesheet Individual Export
You will then be able to use the export data to run payroll easily and accurately!
FAQs
Archiving & Unarchiving
1) What happens if I unarchive a shift tag that is manually tagged?
It should not trigger a recalculation.
2) What happens if I unarchive an automated shift tag?
It should trigger a recalculation and auto-tagging.
3) What happens if I archive a used tag?
It should trigger a recalculation from schedule lock date until current date. Learn more about Schedule lock date here.
4) What happens if I archive an unused tag (tags that have not been tagged to any shifts)?
It should not trigger a recalculation.
Approving & Rejecting Leaves
1) Will the shift be auto-tagged if the leave request on the same day is still pending?
The shift will not be auto-tagged. The shift will only be auto-tagged after the leave request has been approved.