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Assign Timeshift

  • This guide walks you through assigning work shifts (timeshift) to individual employees in GSI2.

    Accessing the Section

    1. From the main menu, navigate to Organization → Individuals
    2. Locate the employee in the table
    3. Click the pencil icon to edit
    4. Click on the Time Shift tab

    Interface Overview

    The Time Shift section shows two main areas:

    • Default Time Shift: Employee's main shift
    • Time Shift Assignments: Table with all assigned shifts (default and temporary)

    Assigning Default Shift

    1. In the Default Time Shift field, open the dropdown menu
    2. You'll see all shifts configured in Staff → Time Shifts
    3. Select the appropriate shift for the employee:
      • Range: for fixed daily hours
      • Custom Range: for variable hours
      • Weekly: for weekly management
      • Duration: for flexible daily hours
      • Unlimited: no restrictions
    4. Click SAVE to confirm
    5. Important: Default shift activates from the next day after assignment

    Viewing Assigned Shifts

    In the Time Shift Assignments table you'll see:

    • Time Shift: Shift name and code
    • Type: "Default" or "Custom"
    • From Date: Validity start date
    • To Date: End date (empty if active)
    • Actions: Delete button

    Adding Temporary Shift

    1. Click the + button above the assignments table
    2. In the "ADD TIME SHIFT ASSIGNMENT" window:
    3. Select the Time Shift from the dropdown
    4. Set the From Date (start date)
    5. Set the To Date (end date)
    6. The Type will automatically be "Custom"
    7. Click ADD to confirm
    8. Use for:
      • Colleague vacation coverage
      • Temporary projects
      • Training periods
      • Extraordinary shifts

    Modifying Existing Shift

    Warning: You cannot directly modify an assigned shift. You must:

    1. Assign a new default shift (will start tomorrow)
    2. Old shift will automatically receive end date (today)
    3. Or delete the assignment and create a new one

    Impact of Shift Change

    CRITICAL: Timeshift change automatically triggers:

    • Clock In/Out Recalculation: All period records are recalculated
    • Anomaly Detection: New anomalies per new rules
    • Resolution Reset: Resolved anomalies return to pending
    • Overtime Reset: Approved overtime needs re-approval
    • New Rules: New shift rules apply

    Shift History Management

    1. System automatically maintains complete history
    2. When assigning new default:
      • Previous receives end date (today)
      • New starts tomorrow
      • No overlaps
    3. Temporary shifts can overlap default
    4. In case of overlap, temporary prevails

    Post-Assignment Verification

    1. After assignment, check in Staff → Anomalies
    2. Check any new generated anomalies
    3. Verify in Staff → Clock In/Out Records the recalculations
    4. If needed, re-approve overtime in Staff Activities
    5. Communicate shift change to employee

    Best Practices

    • Plan shift changes in advance
    • Avoid frequent changes to prevent too many anomalies
    • Use temporary shifts for short-term needs
    • Always verify impact on existing records
    • Document change reason in notes
    • Coordinate with HR for structural changes
    • Consider impact on badge and access
    • Train employees on new schedule