Introduction
Shift templates allow managers to simplify the scheduling process by predefining shift timings, allowances, and pay items. Instead of manually configuring shift details each time, managers can simply select a template and assign it to employees, saving time and ensuring consistency across the workforce. This feature is especially useful for companies with recurring shift patterns or multiple teams requiring structured and efficient scheduling.
Step-by-step instructions:
1. From the sidebar menu, navigate to the Shift Schedule > Shift Template.
2. Click on + Add Shift Template in the top right corner.
3. Fill in the mandatory fields:
Branch: This field links the shift template to a specific physical location, enabling Geo-fencing/GPS-based check-in and tracking. Select the specific physical Branch or Outlet where this shift will be performed. Since an employee's check-in/check-out is validated based on their GPS proximity to this location, each distinct branch must have its own separate set of shift templates. This ensures accurate attendance records and tailored scheduling based on location-specific needs.
(To create Branches, refer to this article: Branches and Outlets)
Name: Assign a clear, descriptive Name to the template. The name should allow managers to immediately understand the shift's nature without needing to view other details.
Non Working Day: Tick or enable this if you're creating a Non Working Day (NWD) shift. If the template is designated as an NWD, no other time details (Time In/Out) are required.
Time In and Time Out: Specify the planned Time In (start) and Time Out (end) for the shift. The system uses these two timings as the scheduled duration to automatically calculate:
Total Scheduled Working Hours.
Overtime Hours (if the employee checks out later than scheduled).
Lateness/Early Out Penalties (if applicable).
Specify Break: Tick or enable this option if break time is included in the shift. You can also choose whether the break is paid or unpaid.
Break can be determined by timing or duration.
If Timing is selected, enter the break start and end times accordingly.
If Duration is selected, the duration can currently only be chosen from the dropdown list.
Instructions: To convey specific expectations or tasks to employees assigned to this shift.
Pay Item: Indicate the specific pay item you would like to use to pay out this shift. This is optional if you have already stated it in the employee's pay scheme.
Hours Breakdown: Select the Type of work from the dropdown list as required.
Note: This breakdown is only applicable for shifts with breakdowns. If the shift template is not for shift with breakdowns, you must still select at least one Type of Work from the dropdown.
Then, enter the required number of hours and minutes.
If the shift template is for a shift with breakdowns, you must specify them for each shift, such as Break and Overtime Hours. To add these breakdowns, click Add Hours.
Example: For a shift with the following breakdown:
Working Hours: 6 hours 30 minutes
Break: 1 hour
Overtime: 30 minutes
The Hours Breakdown will appear as shown below:
At the bottom of the page, you will see Total Shift Hours, Total Breakdown Hours, and Unaccounted Hours, which you can use to verify that all information above has been entered correctly.
Lastly, click Submit.
4. To make shifts created from the template visible to staff, navigate to Shift Schedule > Shift Planning, and click the Publish Shifts button.
Note: Payboy does not allow a single template to be applied to multiple branches. Separate templates need to be created for each branch.
Feel free to contact us if you face any difficulties through the support chat icon on the bottom right of the screen or email support@payboy.biz.