Work schedules & calendar

Define when your organization works in Work Schedules (Time & Attendance → Work Schedules): build shifts on a calendar and assign them to employees. Attendance, lateness, hours worked, absence, and pay are all measured against these schedules.

Three words carry most of the meaning:

A work schedule is the definition: its hours, timezone, break, and how its time is priced.
A shift (an event in older screens) is one schedule running on particular days for particular people.
A session is one day that schedule was expected to run for one person. Sessions are what attendance and absence are counted against.

The calendar

Each row is a person or a group, and each block is a shift they are expected to work. Search for someone by name, narrow the rows by branch, department, or unit, and move through time.

Along the top:

Timetable: export an Employee Timetable or Site Timetable showing who is scheduled where.
Schedules: open the work-schedules list.
Flex Groups: create and manage flexible shift groups.
New Event: create a shift.
Open shift on any block: open that shift’s own page.
Schedule Analysis: see how much each employee is scheduled over a period, and who has none.

Work schedules

A work schedule defines its name, description, start and end times, and default break duration in minutes. The start and end times are interpreted in the schedule’s timezone. The default break is used for reporting when an employee has no recorded break punch. You can mark a schedule as Disabled to take it out of use without losing its history.

The Schedules list displays all work schedules and lets you search and filter them by status. Select New Work Schedule to create a schedule, or select a row to open its detail page.

Monetization is disabled by default. When enabled, the schedule can define its own pricing for each day. You can configure:

Setting	What it decides
Attendance Payment Type	How a day pays: Pay per actual worked hours, or Pay per guaranteed hours per day with the Guaranteed Hours Per Day it uses. The organization’s default applies unless the schedule sets its own.
Minimum Hours Threshold (optional)	A day worked below this is not monetized at all.
Allowance figures	The amounts that price a day: a Fixed/Allowance figure, a Holiday figure, and a Non-Working Day figure (the default), each with the option to Override specific days per weekday.
Rate overrides	An override hourly rate per day and an override daily rate per day, each settable per weekday and for holidays.

When monetization is enabled, the Payroll preview shows how a day’s pay is calculated before you save the schedule.

Schedule sessions

A schedule’s detail page includes the Schedule Sessions table, one row per day the schedule runs, showing the date range, whether the day was a Working Day, Weekend, or Holiday, headcounts for Expected, Attended, Pending, and Absent, separately counted Not required days (rest days, holidays, and unworked flex legs), and a link to view that day’s attendances.

Shifts

New Event on the calendar opens the shift form, filled in three steps:

The shift: which work schedule it runs on, an optional attendance site (where its scans are recorded), and an optional flex shift group.
When it happens: either Repeating (weekly, monthly, or a custom cycle, with an optional stop date) or Specific dates. Any day can be marked optional, which stops an absence on a holiday or weekend being held against the employee.
Who is on it: individual employees, groups, or everyone.

A shift can be duplicated to start a new one with the same settings; nothing on the original changes.

Shift Details

Every shift has a page of its own, reachable from the calendar or the schedules list:

Tab	What it answers
Shift	What the shift is: its hours, how it repeats, its site, how many days it has produced, and how many attendances it holds.
Who attends	The roster, with each person’s dates on the shift and who is individually optional.
Days	The days the shift produced, and what happened on each.
History	Every correction made to this shift, and what it rebuilt.

Ending a shift, or deleting it

End this shift stops it from generating days after the date you choose. Days already generated remain unchanged. Use this option when a rotation has finished.
Delete shift removes the shift itself. Because attendance is derived from shifts, deleting one is treated as a correction rather than a tidy-up:

Eban Register first shows what is recorded against the shift. If nothing is recorded, deleting the shift simply removes it from the calendar.
Deletion is blocked if any days are locked into a closed payroll run or other restrictions prevent it. Eban Register identifies the affected employees and payroll run, where applicable, and provides links to resolve the blockers.
If deletion can proceed, you must provide a reason. Eban Register then rebuilds attendance from the original scans, recalculating affected days as though the shift had never existed. Progress is displayed while the operation runs.
If deletion fails partway through, the shift remains on the calendar. You can retry the deletion to complete the operation. Scans that no longer match a shift are placed in Unplaced under Attendance.

Correcting a shift after the fact

A shift’s dates determine which days an employee is expected to work. If an assignment needs to be corrected after the fact, you can record a correction with an effective date and a reason.

You can make the following corrections:

Correct assignment dates: Change the date an employee’s assignment to the shift starts or ends, and provide a reason for the correction.
Make attendance optional or required: Change the attendance requirement for one person assigned to the shift.
Change optional days: Update which days are optional for the entire shift.

Every correction is recorded in the History tab under Attendance, including who made the change and why.

Flex groups

A flex shift group allows a set of employees to cover multiple shifts without being marked absent for shifts they did not work. Within a group, each person is required to attend only one shift per day.

A person’s default is the earliest shift in the group they are assigned to. If they do not attend any shift that day, the default shift counts as a real absence.
If they attend a different shift in the group, the punch is accepted and the day’s attendance credit moves to the shift they actually attended. The default shift no longer counts against them.
A person cannot attend two shifts in the same group on the same day. A second punch is regarded as a duplicate and is refused.

If an employee genuinely works two shifts in one day, those shifts must not belong to the same flex group.
Shifts a person does not attend are marked not required, rather than absent. Reports reflect this distinction.
Shifts assigned to everyone cannot be included in a flex group, because flex groups require explicitly assigned employees.

Create and manage flex groups from Flex Groups on the calendar.

Where the results appear

Attendance measures each session: arrival, lateness, hours, absence, and the day’s value.
Attendance reports summarize them. Schedule Analysis shows how much each person is scheduled over a period, and who has none.
Monetized days flow into payroll at the schedule’s rates. See Payroll.

Where scans are recorded: Attendance sites.
A day that needs a decision: Resolve attendance problems.
A day no device recorded: Manual attendance.