Time Systems Support

Summary

This article will guide you through adding in a new shift in TA100 Pro.

To begin start by opening up the Configure Shifts window. This can be done through the System Setup menu by selecting the Shifts option. When this is done the Configure Shifts window will open as below.

Please note this is only a demonstration in the picture. Your company may already have several shifts in place.



To add a new shift click the Add button on the bottom of the screen.



In our example below the shift code will be 002. The shift code may be any three digit number which is not already in use. You can see which shift codes are in use by looking at the list of shifts on the left-hand side. In our example only shift 001 is in use, so we've decided to use shift code 002 for our new shift.

The shift name for the new shift is "My Shift". You may name your shift whatever you would like to. Typically a shift name would include the hours of the shift or the shift type such as "9am to 5pm" or "Second Shift".

In this example we will not be creating a flex or floating shift. Leave the Flex / Open box unchecked and leave the Forecasted hours for floaters at 0.0 as it is done so by default when adding a new shift.

We will add in shift details later, but first we will select our In / Out Rounding and Lunch Rounding policies. Your company may have more than one of these policies in place so it is important that you know which policy your company wishes to use.



Once you have finished configuring the shift click OK and the new shift will be added to your list of shifts. You will see now that there is a "My Shift" with a shift code of 002 on the left-hand side of the window.



Next, we will need to edit the shift details. This is where we add in the specific details of the shift such as start and stop time. We will also cover cutoff, process on in/out, punches for lunches and elapsed/none for lunches.

First you will need to enter in a Shift Number. This shift number is 3 digits in length and must be something other than 000. It's a good idea to have your first shift be 001 and second shift be 002.

Enter the shift beginning time in the Start field and the end time in the Stop field. The Cutoff field is for employees assigned to a floating shift. When an employee clocks in, TA100 will look at the transaction time and use the cutoff to assign the employee to the closest shift. If the transaction was after the cutoff, the employee will move down the list to the next shift. When configuring multiple schedules inside a shift group, each cutoff value cannot be higher than the next shift start time.

Process On In/Out will determine when TA100 will total the hours. If Process On In is selected, hours will be calculated referencing the time and date that the In punch occurred. If Process On Out is selected, hours will be calculated referencing the time and date when the Out punch occurred. Process On In/Out can be useful for employees scheduled to work over midnight. If you want the employee to start at midnight on Tuesday, and the employee clocks in at 11:59pm Monday night, with Process On In selected all the hours would be assigned to Monday because they clocked in early. With Process On Out selected, the hours will be assigned to Tuesday. The same can be reversed for an employee’s Clock Out scheduled for midnight.

Next up we have the Punched option. This tells TA100 that the employee will be Clocking Out and In, at the time clock, for Lunch.

You will now have a choice of either Elapsed or None.

First we will start with None as this is the default. This tells TA100 that the lunch or break will begin when the employee punches. If Punched is not checked, no lunch or break will be deducted. If Punched is checked, you can configure the Punched option to specify how long the lunch or break is. When punched is not turned on and none is used, and an employee punches for lunch or break, unexpected results may occur.

You will optionally have the choice of Elapsed. This tells TA100 to deduct a specified amount of time, after either the start time or the actual punch in. If the employee doesn’t work longer than the specified elapsed time, the lunch or break does not get deducted. This is generally used for an employee that doesn’t punch for lunches or breaks.

In the Type / Paid area you will have the option of setting up a Lunch. You may either select Lunch or None and you may optionally set the Lunch as Paid. In the Elapsed Deduct area you have the options of Elapsed, From and Deduct.

Elapsed tells TA100 that, if the employee works more than the specified time, and has not yet punched for lunch or break, then deduct the lunch or break. Time is entered in hours and minutes. If an employee punches after the specified time there will be 2 lunch or break deductions.

To track the time worked you can select either the Shift Start time or Actual In Punch. If the Shift Start time is selected, TA100 will tally the hours from the scheduled time. If you want TA100 to track the hours from when the employee actually started work, select Actual In Punch.

Deduct tells TA100 how many minutes, or hours, to deduct for a lunch or break.



In our example we have a shift which is shift 001. The start, Cutoff and Stop times are 08:30, 09:00 and 17:00. This is a working example of a 9-5 shift with a half hour lunch.

Lunches are not punches in this example. We do, however, take the time to configure an Elapsed Deduct. The type of Punch and it is not set to Paid. The Elapsed time is 04:00 which is four hours. From is from the Shift and Deduct, or the amount of time we wish to deduct at four hours into the shift, is 30 minutes.



Once you have completed editing your shift you may click the OK button. This will bring you back to your regular Configure Shifts window where you are able to select and edit any shift that you would wish to.