HRIS: Tools To Setup Employees Shift Schedule

Setting up employee shift schedules within an HRIS (Human Resource Information System) involves utilizing tools that manage and automate scheduling, track employee working hours, and ensure compliance with labor laws and company policies. Many HRIS platforms include scheduling tools that integrate with time and attendance, payroll, and workforce management modules.

Key Features:

1. Shift Scheduling Tools:
   • Create and Manage Shift Patterns: Most HRIS platforms allow you to define and create shift patterns (e.g., 9 AM to 5 PM, rotating shifts, 12-hour shifts) and assign these shifts to employees. You can set up daily, weekly, or monthly schedules depending on the organization’s needs.
     • Example: Create shifts like "Morning Shift" (8 AM - 4 PM), "Afternoon Shift" (4 PM - 12 AM), "Night Shift" (12 AM - 8 AM).
   • Automated Shift Assignment: Depending on the system, employees can either be manually assigned shifts or automatically scheduled based on predefined rules, such as seniority, availability, or skill set.
     • Example: Automatically assign shifts to employees based on their availability, ensuring that shifts are covered without conflicts.
2. Employee Availability and Preferences:
   • Track Employee Availability: HRIS platforms often include tools to track employee availability, whether it's for full-time, part-time, or on-call staff. Employees can update their availability in the system, allowing managers to assign shifts accordingly.
     • Example: Employees can log in and mark specific days or times when they are available to work (e.g., only available evenings or weekends).
   • Shift Preference Management: Some HRIS systems allow employees to indicate preferred shifts or preferred days off, which can be considered when scheduling. This can improve employee satisfaction and reduce turnover.
     • Example: An employee prefers to work Friday to Sunday, while another prefers to work Monday to Thursday.
3. Automated Scheduling Rules and Compliance:
   • Define Work Hour Rules: HRIS systems typically allow you to define work hour limits (e.g., maximum daily or weekly hours) and rest period rules (e.g., mandatory breaks or minimum off-time between shifts) to comply with labor laws.
     • Example: You can set a rule that an employee cannot work more than 8 hours in a day or that employees must have a 12-hour break between shifts.
   • Overtime Rules: You can set up rules to automatically flag overtime hours when employees work beyond a predefined threshold (e.g., more than 40 hours a week) and ensure proper pay rates are applied.
   • Holiday and Shift Premiums: For holiday shifts or weekend shifts, you can define rules for premium pay and ensure employees are compensated accordingly.
4. Shift Swap and Time-Off Requests:
   • Shift Swap Feature: Many HRIS platforms provide tools that allow employees to swap shifts with other employees, pending managerial approval. This promotes flexibility and helps with staffing issues.
     • Example: Employee A wants to swap a shift with Employee B. They can make the request through the HRIS, and the manager can approve or deny the swap.
   • Time-Off and Leave Requests: Employees can submit time-off requests directly within the scheduling tool. The system will automatically adjust the schedule based on approved time off and notify the manager or HR team for approval.
     • Example: If an employee requests time off on a specific day, the system can automatically remove them from that shift and offer the shift to another available employee.
5. Scheduling Templates and Repeating Schedules:
   • Recurring Shift Schedules: HRIS platforms often allow you to create templates for recurring shifts, reducing the time it takes to build schedules from scratch each week or month. For example, if an employee works the same shift every week, you can set up a recurring template that applies the same schedule automatically.
     • Example: Create a template for a regular 5-day, 8-hour shift, which can be reused each week for employees with a set schedule.
   • Seasonal or Project-Based Scheduling: For temporary projects or seasonal work, HRIS platforms may allow you to set up unique schedules for a specific period or project and assign employees accordingly.
     • Example: Create a holiday rush schedule for retail staff, where shifts are changed to accommodate higher customer traffic during peak months.
6. Shift Coverage and Staffing Optimization:
   • Real-Time Schedule Visibility: HRIS tools often provide real-time visibility into the schedule, allowing managers to quickly spot gaps in shift coverage and make adjustments. This can be helpful for ensuring that shifts are fully covered and that no employee is overburdened.
     • Example: If an employee calls out sick or doesn’t show up for a shift, the system alerts the manager, who can immediately fill the gap with another employee.
   • Skill-Based Scheduling: Some HRIS platforms allow you to schedule employees based on their specific skills or qualifications (e.g., certified trainers, equipment operators) to ensure the right people are scheduled for specific tasks.
     • Example: A manager can ensure only certified workers are scheduled to operate high-risk machinery or perform specialized tasks.
7. Employee Self-Service Portal:
   • Employee Access to Schedules: Most HRIS systems offer self-service portals where employees can view their schedules, request time off, or check shift availability. This reduces the workload for HR and managers and gives employees more control over their shifts.
     • Example: Employees can log into the HRIS portal to see their weekly or monthly shift schedule and request shift changes if necessary.
   • Notifications and Reminders: Employees can receive automated notifications about upcoming shifts, changes, or approvals via email, SMS, or app notifications, reducing the risk of missed shifts or scheduling conflicts.
8. Integration with Time and Attendance Tracking:
   • Clock-In/Clock-Out: Integration with time and attendance tools ensures that employees' actual hours worked are accurately recorded based on their scheduled shifts. If employees are late or clock out early, this data is automatically tracked and flagged.
   • Compliance with Labor Laws: HRIS systems can track hours worked against the scheduled hours to ensure compliance with overtime regulations, break periods, and maximum working hours.
9. Reporting and Analytics:
   • Shift and Attendance Reports: HRIS platforms typically offer reporting tools that allow you to analyze shift patterns, attendance, overtime, and other related data. These reports can help with labor cost management and identify trends such as excessive absenteeism or overtime.
     • Example: A report that shows how much overtime was worked during a specific period or how many shifts were left uncovered.
   • Forecasting and Labor Demand Analytics: More advanced HRIS systems may offer forecasting tools to predict future labor needs based on historical data and business trends, helping managers plan more effectively for busy periods.
10. Mobile Access for Scheduling:
    • Manager and Employee Mobile Access: Many HRIS systems offer mobile apps that allow managers to create, modify, and view schedules on the go, while employees can use the app to check schedules, request time off, or swap shifts.
      • Example: Managers can approve time-off requests or make schedule adjustments from anywhere, and employees can check their shifts and availability in real-time.

Conclusion:

Setting up employee shift schedules in an HRIS helps automate and streamline the process, ensuring proper coverage, reducing errors, and improving employee satisfaction. By using features such as automated shift assignments, availability tracking, compliance management, and mobile access, HR teams can manage workforce schedules efficiently while ensuring adherence to labor laws and company policies.