What is a Shift type?
Shift types have a wide range of uses, but in its simplest form, it is a label used to register any type of shift that's out of the ordinary, for example if overtime applies.
In this article, we'll show you how to create Shift types and what they can be used for.
💡 You can also find out more about how to use shift types to manage overtime in Planday here.
How to create a Shift type
To create a Shift type, go to Settings > Schedule > Shift types, and press Create.
From this page, you can also edit existing Shift types or delete the ones that aren't relevant to you.
When you select Create you can set the following details for the shift type:
Name - The name is visible to all users with access to the Schedule.
Salary code - In some payroll systems, salary codes are used to identify different types of payments. There might be one code for sick leave allowance and another for overtime pay. To import Planday payroll reports to your own payroll system, salary codes need to match in the two systems. Leave this field blank if it isn't relevant to you.
Colour - A colour code can make it easier to recognise the shift type in the Schedule, and when pulling shift type statistics.
Rate adjustment - To give the employee their full wage, leave the rate at 100%. For no pay, set it to 0% (e.g. for Unpaid Sick Leave), and for overtime, or other hours with an extra allowance, set a value greater than 100%. There are also two additional options; replace the existing rate with a new amount per hour, and add an extra amount per hour to the existing rate. Please note, that depending on the setup in your payroll system, you might want to set up Payroll supplements in order to match your salary codes correctly.
Description - Leave a description if you have multiple managers working with Shift types. The description only appears when editing a Shift type from Settings.
Allow conflicting shifts - If you leave this unchecked, you'll receive a warning in the Schedule if you try to schedule the same employee for two shifts at the same time. If you have circumstances that will register an employee for multiple shifts at the same time, enable this option.
Allow booking - Checking this box will allow for the Shift type to be booked when set to open, sold, or swapped. This will typically remain disabled for Shift types used to register sick leave, training, or staff meetings.
Overwrite when applying a template - A Shift type with this option enabled will be overwritten when you apply a Schedule template in the Schedule. Uncheck the option for Shift types used to plan future events like staff meetings.
Include in Schedule print - If you print or download your schedule, check this box to include the Shift type when doing so.
Include in Schedule message - When sending messages to employees on the Schedule for a specific day, the Shift type will be included. This option will typically be disabled for Shift types used to register sick leave.
Count hours in payroll report - Disable for Shift types that don't need to be included in any reports. For most Shift types this option is enabled.
Payroll supplements - Check this box if you want hours from this Shift type to be affected by Payroll supplements.
Break - Check this box if you want breaks to apply for this Shift type. Read more about setting up and working with breaks.
Meal contribution - Check this box if you want meal contribution and deduction to apply for this Shift type. Meal contributions and deductions can be set up by going to Settings > Payroll > Meal contribution and deduction.
Affects fixed salaried: Enable this option if this Shift type should apply to fixed salaried employees.
Confirm by clicking Save. If you don't get all the settings right from the start, you can always go back and change them later.
⚠️ Please note: When creating a new Shift type, check whether it should be linked to an existing Contract rule. This will ensure the completeness of the contract term as all relevant Shift types will be included. Learn more in the article on creating and applying Contract rules.
How to change a Shift type of a shift on the Schedule
You can manually change the Shift type of a Shift on the Schedule. You have several options to do this:
Click on the three dots on the Shift and select Apply shift type. Then choose from the list. (see screenshot)
Click on a Shift and edit it, select a new Shift type from the drop-down list under Shift type and confirm via Save.
When editing several Shift types at the same time, you can apply a Shift type to all selected shifts.
Statistics on Shift types
If you use Shift types, you can view insightful reports: View sickness absence, trial hours, punctuality, overtime or other Shift types you have set up.
To do this, navigate to Reports > Shift type statistics.
Find out all the details in the article Using Shift types for Reporting and Payroll.
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