Managing shifts and weekly off assignments

Once you have configured the required shift schedules, weekly off policies, allowance policies and the applicable rules, it is time to assign them to employees. 

Table of contents:

• Shifts & Weekly Offs Assignment
  • Multiple Employees
  • Bulk (For Rotational Shifts)
• Shift Allowance Policy Assignment
• Shift & Weekly Off Rules Assignment

Shift & Weekly Off Assignment

To do so on the Keka portal, first, click on the Time Attend (1) located on the left panel. Then, navigate to the Shift/Weekly Offs & Holidays (2) section, where you can locate the Assignments (3) tab.

In the Shift & Weekly Off Assignments section, you can assign various policies to an individual employee, or multiple employees or import the assignment in bulk using Excel.

To assign shift and weekly off policies to an individual or multiple employees

To assign or update the shift or weekly off policy on any employee, simply find their name in the list, and under the Actions column, you will find the Update Shift and Update Weekly Off icons.

Or, if you wish to assign/update the shift or weekly off policy for multiple, then just select the employees you wish to assign the new shift to and click on the Update Shift or Update Weekly Off button. 

Either way, A pop-up window will appear, where you will need to specify the effective date range and choose the type of shift/weekly off you wish to assign. You can also choose to make this assignment permanent by selecting the "This shift doesn't have an end date yet" option. Finally, click on Update Shift/Weekly Off to complete the process.

Attendance adjustments (if any) done for the selected duration of the new shift/weekly off policy will be deleted.

To assign shift and weekly off policies in bulk

Alternatively, you can use the Import feature to assign different shifts and weekly offs for employees for a whole month. This is especially useful when employees are to be assigned to rotational shifts.

To do so, again navigate to Time Attend (1) >> Shift/Weekly Offs & Holidays (2) >>  Assignments (3)

And under Shift & Weekly Off Assignments only, click on Import Shifts & Weekly Offs (4).

This will open up a new window, from where you can download the Excel template. This will contain the employees' information along with their shift assignments for the next month.

In the downloaded sheet, carefully assign shift or weekly off for the employees for each day. You have to use the shift codes from the drop down in each cell to do so.

After making all the assignments on the sheet, save it, go back to the portal, and use the Upload Excel File button to import the new assignments.

To learn more about importing data on Keka using Excel, click here.

Shift Allowance Assignment

To assign shift allowance policy to employees, navigate to Time Attend (1) >> Shift/Weekly Offs & Holidays (2) >>  Assignments (3)

Here, open the Shift Allowance Assignments (4) section and you will see a list of employees for whom you can assign/update a shift allowance policy.

Here also, you can either choose an individual employee and click on the Update icon under Actions.

Or you can select multiple employees and click the Update Shift Allowance Policy button.

Either way, A window will appear, where you will need to specify the effective date range and choose the Shift Allowance Policy you wish to assign. You can also choose to make this assignment permanent by selecting the 'This shift doesn't have an end date yet' option. 

To remove any previously assigned allowance policy for the selected employee(s) click the 'Employees are no longer part of any Shift Allowance Policy' option.

Finally, click on Update Shift to complete the process.

Shift & Weekly Off Rules Assignment

To assign shift allowance policy to employees, navigate to Time Attend (1) >> Shift/Weekly Offs & Holidays (2) >>  Assignments (3)

Here, open the Shift & Weekly Off Rules Assignments (4) section and you will see a list of employees for whom you can assign/update a Shift & Weekly Off Rule.

Again, you can either choose an individual employee and click on the Update icon under Actions.

Or you can select multiple employees and click the Update Shift Allowance Policy button.

Now a window will appear where you have to select a predefined Shift & Weekly Off Rule and add a relevant Note for this assignment. 

Click Update to complete the assignment.

And that is how you can manage the shift and weekly off policy assignments for the employees of your organization..

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