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In certain situations, departments may need to incorporate additional shifts into an employee's schedule for various reasons such as FMLA, coverage, alternate scheduling, rotation, and more. This can be achieved by layering permanent shifts on top of each other, depending on the specific circumstances.
To ensure a successful setup of laying on a permanent shift, please follow the steps outlined below. If you require further assistance or support regarding this topic, feel free to reach out to our support team at [email protected].
Layering involves the process of adding an extra Permanent Shift to an employee's regular schedule. To illustrate this, let's consider the scenario of two SGTs (Sergeants) who share the same schedule from Monday to Thursday but alternate working every other Friday. To achieve this, follow the steps below:
1. Begin by adding the standard shift using the "Add a Permanent Shift" button.
To streamline the process of adding a rotating shift without excessive manual steps, it is necessary to establish a rotation pattern. In our specific scenario, where we require alternating Fridays, we will configure a rotation pattern that consists of one day on and thirteen days off.
To access the Rotation Patterns section, navigate to the Admin tab, then proceed to Shifts & Coverage, and finally select Rotation Patterns.
Within the Rotation Patterns interface, create a Shift Rotation that encompasses one day of work followed by thirteen consecutive days off.
To incorporate the newly established rotation pattern into the calendar, return to the calendar view and click on the "Add a Permanent Shift" button. In this particular example, SGT Gibbs will be assigned to work the first Friday, followed by SGT Gearheart. As illustrated in the image below, the overall schedule remains unchanged except for the alternating Fridays between SGT Gibbs and SGT Gearheart. The notable modifications can be observed in the Pattern/Rotation and Fine-Tune values.
To add FMLA (Family and Medical Leave Act) for an employee who will be on an extended leave, we recommend following the steps outlined below.
Let's take the example of Officer Schriver, who will be on FMLA from May 14th to July 8th.
1. Choose the Shift type as "Special" when adding the shift for Officer Schriver.
2. Under the "Special Type" category, select the option "FMLA" (or the relevant option corresponding to their time off).
3. For Conflict Preference, select "Keep both shifts if a conflict exists" to ensure that any overlapping shifts are retained.
4. Specify the appropriate Pattern/Rotation based on their schedule, and fine-tune it accordingly.
By following these steps, Officer Schriver's FMLA period will be accurately reflected in the schedule, allowing for proper tracking and management of their time off.
Adding a Time Off type, Special Assignment, or Overtime type
In unique situations where you need to add Time Off types, Special Assignments, or Overtime types, the process remains the same, tailored to your specific requirements.
For instance, let's consider a scenario involving a K9 officer who works a 10-hour shift but requires the timesheet to display 9 hours, with the last hour allocated for K9 Maintenance. To achieve this, follow the steps below:
1. Create the officer's standard shift, reflecting the 10-hour work duration.
2. Add a Time Off type specifically for K9 Maintenance.
3. Return to the calendar and click the "Add a Permanent Shift" button.
4. Choose "Special" as the Shift type, and select "K9 Maintenance" under the Special types section, categorized as Time Off.
5. For Shift time, select "Other Time." In this example, the K9 officer works from 0600 to 1600, and the last hour (1500 to 1600) is allocated for maintenance.
6. Specify the Start Time, which includes the shift's last hour, and the End time.
7. For Conflict Preference, select "Keep both shifts if a conflict exists" to retain both the regular shift and the K9 Maintenance hour.
8. Adjust the Pattern/Rotation and Fine-tune settings to match their regular shift.
9. Save the changes.
After implementing these steps, the result should resemble the image provided, where the 1-hour maintenance period is subtracted from the officer's regular 10-hour shift. If you need to include this additional hour, consider using a Special Assignment instead of a Time Off type.
