Shift types have a wide range of uses, but in its simplest form it is a label used to register any type shift that's out of the ordinary. 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 Shift types relate to Reporting and Payroll here.
Create Shift type
To create a Shift type, go to Settings > Schedule > Shift types, and select Create. You can also edit the existing Shift types, and 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 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 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. Find out more about Payroll supplements here.
- Break: Check this box if you want break rules to apply for this Shift type. Find out more about setting up and working with breaks here.
- 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 monthly salaried: Enable this option if this Shift type should apply to monthly salaried employees.
If you don't get all the settings right from the start, you can always go back and change them later.
Change Shift type on a shift
You can change the Shift types in the Schedule or when editing a Template. Click or edit a shift, change the Shift type, and Save.