Configuring shifts and work calendars in Zoho People
Topics covered in this article
This article covers how to configure locations, shifts and work calendars in Zoho People. Shifts allows us to specify the working hours for an employee or group of employees, while work calendars allows us to define what days an employee or group of employees are going to work and what days are considered weekend. Since the work calendar must be linked to a location, the article also covers how to setup and assign locations.
Who is this article for?
This article is for HR department members.
Prerequisites
Before proceeding, ensure you:
- Have access to Zoho People module
- Have permissions to access de settings panel of Zoho People, for these options can be only accessed by authorized users
Configuring locations
Since the work calendars must be associated to a location, you should first ensure the locations configured in the system are correct. To check locations, navigate to Settings - Manage accounts - Organization setup and then "Locations":
From there, you can edit existing locations by clicking on them, or add new ones:
When adding a location, make sure to specify the name for it, as this is required:
Configuring work calendars
Work calendars allow us to define which days of the week an employee or group of employees are going to work, and which days are part of the weekend. You can create as many work calendars as the organization needs. To configure this, go to Settings - Time off - Configuration and then "Work calendar":
You can edit any calendar by clicking on its name, or create a new one by clicking the "Add work calendar" button:
Here, you need to specify the location this calendar is going to be related to, the day the week starts, the day the working day starts and ends, and also, you can setup the weekend days for every week of the month:
If you want to specify when the year starts and ends, you can do it before clicking the "Save" button:
Configure shifts
Shifts are basically a definition of the hours an employee or group of employees is going to work. You can create as many shifts as you need. To work with shifts, click on Operations - Shift and "Manage shifts":
From here, you can edit a shift or add a new shift by clicking the "Add shift" button:
From here, specify a name and the time the shift starts and ends. You can define a "Shift margin", which tells the system that a person can check in or late by the amount of time (hours or minutes) you specify:
You can also define the weekends for this shift. If you decide to specify the weekend days based on the shift instead of the location, then this setup is going to override what was configured in the work calendar. Finally, you can define a shift allowance per day. Click "Save" to store the changes.
Finally, to assign a shift to an employee or group of employees, click on the "Assign shift" of the "Employee shift mapping" tab:
From here, you can select multiple employees and assign the correct shift:
If the shift starts and ends in a specific date, select the correct values and then press "Submit".
Additional resources
Check the related video:
Next steps
Check the related article on how to make a better time control through assistance reports in Zoho People. Click here.
Related Articles
Setup leave (time-off) policies in Zoho People
Topics covered in this article This article covers how to configure time-off policies, and how can an employee request time off. Time off policies define the different scenarios under which an employee can leave. For example, they can take some time ...Setup templates to make it easier to print common letters in Zoho People
Topics covered in this article This article covers how to configure templates to make it easy to print letters that need to include employee information. Examples of the types of letters are salary certificates, employment certificate or welcome ...Time control through assistance reports in Zoho People
Topics covered in this article This article covers how to generate reports to check employees assistance in Zoho People. This reports make it easy to check absences, assistance and time worked. Who is this article for? This article is for HR ...Configure leave and time off policies in Zoho People
Topics covered in this article This article covers how to configure time off and leave policies, using Zoho People. Leave policies allow you to specify when an employee can leave the company for certain amount of time and for what reasons. Once ...Introduction to Zoho People Self Service Portal
Topics covered in this article This article presents an overview and introduction to Zoho People Self Service Portal, which is the portal that help employees communicate with teammates, request time off, upload or review files, open cases, take ...