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Shift Operations
Smart Shift Plan

The Smart Shift Plan cycle automatically assigns employee shifts with weekly arrangements within the defined date range and shift groups.

Definitions

Start Date: Indicates the start date of the Shift Plan.

End Date: Indicates the end date of the Shift Plan. The shift plan will not be applied after the end date.

The end date for the planned Smart Shift can be edited later. The new saved end date is applied immediately.
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If left blank, the Shift Plan cycle will continue indefinitely.

Shift Group: Shift Group definitions are used for organizational purposes. Shift Groups are defined on the Company Specific Settings > Company Dictionary page. They are only associated with Employees.

Number of Weeks: Indicates how many different weekly arrangements the repeating shift cycle consists of.

Shift Name: The Shift Name represents the shifts determined by your company with their titles. These shifts are defined on the Company Specific Settings > Shifts page. It includes the start and end times of the work.

Plan Matrix: It is a table showing the entry-exit times, consisting of the number of weeks and the days of the week. The selected shift entry-exit time is assigned by clicking on this table.

Cyclical Operation

  1. Start: On the start date of the plan, the shifts determined for the first week are applied to the employees of the specified shift group.
  2. Weekly Cycle: When the first week is completed, the shift plan determined for the second week comes into effect. This process continues for the number of weeks specified.
  3. Repeat: After the specified number of weeks is completed, the cycle starts again. For example, if a 3-week cycle is specified, the fourth week will continue according to the plan of the first week.

Example:

Shifts (Placed in the Plan Matrix):

  • Week 1: Morning Shift (08:00-16:00)
  • Week 2: Evening Shift (12:00-21:00)
  • Week 3: Night Shift (21:00-06:00)

The cyclical operation will be as follows:

  • Week 1: The first week from the start date is planned as the morning shift (08:00-16:00).
  • Week 2: The second week is set as the evening shift (12:00-21:00).
  • Week 3: The third week is assigned as the night shift (21:00-06:00).
  • Week 4: The fourth week continues with the morning shift (08:00-16:00) again, as per the plan of the first week.

You can find more detailed application examples and tips in the Examples of Using the Smart Shift Plan section.

Creating a Smart Shift Plan

Enter the Plan Name

  • Enter an appropriate name for the shift plan in the Plan Name field.
  • You can write descriptive information about the plan in the Plan Description field.

Specify the Start Date and End Date

  • Enter the start date of the plan in the Start Date field. This date determines the starting point of the shift planning.
  • Enter the end date of the plan in the End Date field. This date determines how long the shift plan will repeat. You can leave it blank for it to continue indefinitely.

Select the Shift Group

  • Select the shift group you want to assign the plan to from the Shift Group dropdown list.
  • These groups are defined according to organizational needs and associated with employees.

Determine the Number of Weeks

  • Select the number of weeks the shift plan cycle consists of from the Number of Weeks dropdown list.
  • You can determine the number of weeks based on the variation of shifts applied each week.

Assign Shifts on the Plan Matrix

  • The plan matrix will be automatically generated according to the start date and number of weeks you have specified.
  • Click on the Shift Name field to select the shift you want to assign on the Plan Matrix.
  • Click on the relevant boxes in the plan matrix to assign the selected shift.
    • The entry-exit information of the selected shift name will be applied and visible in the clicked plan matrix boxes.
    • To assign different shifts, select the shift name you want to assign again and click on the relevant boxes in the plan matrix to assign the selected shifts.

Save and Check the Plan

  • Click the Save button to save the Smart Shift Plan.
  • Verify that the plan is applied by applying the relevant date and employee filters on the Reports > Employee Shift List page.
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Employee shift assignments can be made in 3 different ways as explained in Shift Management and are processed in order of priority. You can view the current shift plan on the Reports > Employee Shift List page.

Examples of Using the Smart Shift Plan

This section will provide application examples based on 2 different scenarios where the smart shift planning system offers practical solutions.

Scenarios

Scenario 1: You want to create a repeating shift plan consisting of three different consecutive shift arrangements for Production Employees in a factory. The shifts are as follows:

  • Morning Shift (08:00-16:00)
  • Evening Shift (12:00-21:00)
  • Night Shift (21:00-06:00)

Scenario 2: A store opens at 08:00 and closes at 21:00. You want to plan the shifts of employees to open the store one day and close the store the next day. In this case, the shifts are as follows:

  • Opening Shift: 08:00 - 16:00
  • Closing Shift: 12:00 - 21:00

Scenario 3: You want to plan a group of employees to work regular hours on weekdays and half-day shifts on Saturdays. In this case, the shifts are as follows:

  • Regular Shift: 09:00 - 17:00 (Weekdays)
  • Half Day Shift: 09:00 - 13:00 (Saturday)

Scenario 1: Triple Shift Plan

  1. Plan Name: Triple Shift Plan - Morning

  2. Start Date: 10.06.2024 (Monday)

  3. End Date: Empty (The plan will continue until a date is saved)

  4. Shift Group: Morning Shift Group (Plans will also be created for evening and night shifts)

  5. Number of Weeks: 3

  6. Plan Matrix: Sequentially assign Morning Shift (1st Week), Evening Shift (2nd Week), Night Shift (3rd Week).

    1. Week

    • Monday: Morning Shift (08:00-16:00)

    • Tuesday: Morning Shift (08:00-16:00)

    • Wednesday: Morning Shift (08:00-16:00)

    • Thursday: Morning Shift (08:00-16:00)

    • Friday: Morning Shift (08:00-16:00)

    • Saturday: Morning Shift (08:00-16:00)

    1. Week

    • Monday: Evening Shift (12:00-21:00)

    • Tuesday: Evening Shift (12:00-21:00)

    • Wednesday: Evening Shift (12:00-21:00)

    • Thursday: Evening Shift (12:00-21:00)

    • Friday: Evening Shift (12:00-21:00)

    • Saturday: Evening Shift (12:00-21:00)

    1. Week
    • Monday: Night Shift (21:00-06:00)
    • Tuesday: Night Shift (21:00-06:00)
    • Wednesday: Night Shift (21:00-06:00)
    • Thursday: Night Shift (21:00-06:00)
    • Friday: Night Shift (21:00-06:00)
    • Saturday: Night Shift (21:00-06:00)

  7. Similarly, create two more smart shift plans for the evening and night shift groups.

    1. Evening Shift Group Plan Matrix: Evening Shift (1st Week), Night Shift (2nd Week), Morning Shift (3rd Week)
    2. Night Shift Group Plan Matrix: Night Shift (1st Week), Morning Shift (2nd Week), Evening Shift (3rd Week)

According to this Triple Shift Plan:

  • The Morning Shift Group will work the morning shift in the 1st week, the evening shift in the 2nd week, and the night shift in the 3rd week.
  • The Evening Shift Group will work the evening shift in the 1st week, the night shift in the 2nd week, and the morning shift in the 3rd week.
  • The Night Shift Group will work the night shift in the 1st week, the morning shift in the 2nd week, and the evening shift in the 3rd week.

This planning aims to ensure that each group works in different shifts at regular intervals, balancing the workload.

Scenario 2: Rotating Shift Plan

  1. Plan Name: Rotating Shift Plan - Opening
  2. Start Date: 10.06.2024 (Monday)
  3. End Date: Empty (The plan will continue until a date is saved)
  4. Shift Group: Opening Shift Group (Plans will also be created for closing)
  5. Number of Weeks: 1
  6. Plan Matrix: Sequentially assign Opening Shift and Closing Shift to days:
    • Monday: Opening Shift (08:00-16:00)
    • Tuesday: Closing Shift (12:00-21:00)
    • Wednesday: Opening Shift (08:00-16:00)
    • Thursday: Closing Shift (12:00-21:00)
    • Friday: Opening Shift (08:00-16:00)
    • Saturday: Closing Shift (12:00-21:00)
  7. Similarly, create one more smart shift plan for the Closing Shift Group. Closing Shift Group Plan Matrix: Sequentially arrange Closing Shift and Opening Shift:
    • Monday: Closing Shift (12:00-21:00)
    • Tuesday: Opening Shift (08:00-16:00)
    • Wednesday: Closing Shift (12:00-21:00)
    • Thursday: Opening Shift (08:00-16:00)
    • Friday: Closing Shift (12:00-21:00)
    • Saturday: Opening Shift (08:00-16:00)

This planning ensures that employees open the store one day and close the store the next day, balancing the workload and providing employees with a flexible work schedule.

Scenario 3: Saturday Half Day Shift Group

  • Plan Name: Weekly Work System
  • Start Date: 10.06.2024 (Monday)
  • End Date: Empty (The plan will continue until a date is saved)
  • Shift Group: Saturday Half Day
  • Number of Weeks: 1
  • Plan Matrix: Regular Shift (Weekdays), Half Day Shift (Saturday)
    • Monday: Regular Shift (09:00-17:00)
    • Tuesday: Regular Shift (09:00-17:00)
    • Wednesday: Regular Shift (09:00-17:00)
    • Thursday: Regular Shift (09:00-17:00)
    • Friday: Regular Shift (09:00-17:00)
    • Saturday: Half Day Shift (09:00-13:00)

This planning aims to ensure that employees work full days on weekdays and half days on Saturdays, balancing the workload and regulating weekly working hours.

Shift PlanningCV List