It is possible to manage shift work cycles in two different ways:

1.By creating a shift work cycle (optional) but in this case, the schedule must be strictly followed (except in case of automatic schedule), unless it is modified as soon as an employee does not follow the planned schedule.

2.By setting up automatic schedules. With this system Kelio selects the daily schedule of the employee in line with his/her arrival time and/or his/her exit time.

This example shows us the creation of a work cycle where the employees can work either in the morning (5:00 - 13:00) or in the afternoon (13:00 - 21:00) or at night (21:00 - 5:00).

A work cycle with automatic schedules is set up in four phases:

hmtoggle_plus1        Creating daily schedules

First of all, you must create daily schedules for the different days to be worked by the employee, i.e.:

•Morning schedule,

•Afternoon schedule,

•Night schedule,

•Saturday and Sunday's schedules:

hmtoggle_plus1        Creating automatic assignments

The automatic assignment will allow the user to define the employee's daily schedule according to his/her arrival time and/or finishing time. The principle consists in telling the system: if the employee arrives between such and such time and leaves between such and such time, then his/her daily schedule shall be…

The automatic schedules may be used regardless of the type of work cycle (cyclic, shift, etc.). For the purpose of our example, the daily schedule will be defined according to the entrance time.

1.From the Setup > Schedules and cycles > Automatic schedules menu, click on icn_add_black or right-click on the list of automatic schedules and select Add.

2.Enter a Description and an Abbreviation for this automatic schedule.

a.Select the schedule to be used in case of absence.

3.In the lower part of the screen, you will find the windows to be defined to select the daily schedule. Define the window in which the employee will be considered as belonging to the morning shift (between 02:01 and 10:00), It is possible to limit the selection to one hour before and after the planned entrance time but it is better to complete the full working day so that, should an employee arrive at an unexpected time, he/she may nevertheless clock in.

4.In the list, select the Morning shift schedule created previously.

5.Click on Save then on icn_plus to add a new schedule option and repeat the procedure for the afternoon shift (10:01 to 18:00) then the night shift (18:01 to 02:00+).

6.Assign this automatic schedule to a folder and/or an entity.

7.Click on Save to confirm that the whole automatic schedule has been created.

hmtoggle_plus1        Creation of work cycle

Work cycles are easy to create. From the Setup > Schedules and cycles > Work cycles menu, you must create a standard work cycle with one of the three shift work cycles from Monday to Friday and the respective cycles for Saturday and Sunday. The standard work cycle is the one that will be used if there is no clocking or absence file.

hmtoggle_plus1        Integrating the switching

From the Setup > Schedules and cycles > Work cycles menu, open the standard work cycle. Click on the icn_paintbrush button and select in the Automatic schedule tab the automatic schedule in question and assign it where it is needed, i.e. from Monday to Friday, simply by clicking on these days. Its description appears in the planning.

You may delete an automatic schedule by clicking on the days from which you want to remove it then on the Del key on your keyboard.

icn_info

It is possible to have an anomaly in the "Administration" module when an employee does not follow the reference schedule but follows an automatic schedule by activating the Anomaly if planned schedule is not followed check box.