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Daily Rules - Getting Started

Daily Rules are what drive the majority of the timesheet calculations for your employees' timesheets. You will need to create as many Daily Rules as necessary to cover your employees' pay periods.

A Daily rule is used to do the calculations for one day/shift. If different calculations are required for weekends or different shifts, a new daily rule may need to be created.

 

Notes:

  • A Daily rule has three main types
    - Flexible
    - Fixed
    - Attendance
    Each has its specific uses and determines the type of shift it is.
  • A Flexible Rule is ideal for employees with varying weekly schedules with no set times. e.g., Casual employees.
  • A Fixed Rule is ideal for employees who have set shifts and need to clock in and out, e.g., part-time and full-time employees.
  • An Attendance Rule is best for employees who get a set amount of hours each day, regardless of their clocking times, or don't need to clock.

 

To add a Daily Rule, follow these steps:

  1. Go to Shift Setup
  2. Select Daily Rules
  3. Select Add (located on the top right)

DailyRule-Quick Guide.gif

 

Shift Times:

  1. Name the Daily Rule (sticking to a naming convention can help as you add more rules)
  2. Expected? Tick box:
    Are they expected to clock in/out on the days this shift is assigned to?
  3. Is Night Shift? Tick box:
    Will the employee/s assigned to this shift work through midnight?
  4. Auto-Schedule Time Range (Only if applicable)
    - This feature is used in Enterprise-level software when multiple shift types need to be assigned to the same day, and the shift the employee is on depends on a start or finish time.
    - Select to apply to the Start Time or Finish Time.
    - Give a time range for that clocking to fall between to select that shift as the worked shift.
  5. Background/text colour code:
    An Enterprise-level software feature used for the Scheduling function to display as a different colour for organisational purposes.
  6. Usual Start Time
    To apply a start time to Flexible and Attendance rules to display a start time in Scheduling.

Break Times:

  1. Flexible
    Used breaks need to be automatically deducted or if employees clock in and out for it
  2. Paid
    Allows you to set a time in Time Allowed so that it only deducts the time AFTER the specified break length. EG: If Time Allowed is set to 10, then the first 10 minutes of their break will be paid and anything longer will be deducted.
  3. Min Hours Before Break Allowed
    Enter a value if the shift has to be a set length of time or more to be eligible for a break
    EG: If the shift has to be 5 hours or longer before a break is allowed, enter 05:00 into the field.
  4. Time Allowed
    Configure the time allowed for that specific break.
  5. Custom Break Name
    Rename how the break shows up on the timesheet.
  6. Deduction Type
    - Default
    - From Base
    - From OT First, then Base
    - At Clocking Times

Rounding:

Start Time, Lunch Out, Lunch in, and Finish Time are the only clocked times that can be rounded. Tea Breaks will be clocked and deducted for the exact time unless specified in the 'Time allowed' section.

  1. Rounding Types:

    Round Up:
    Will round up to the nearest selected interval (Eg Clocked time 8:06 am goes to 8:15 am with 15-minute intervals)

    Midpoint Rounding:
    Will round to the closest selected interval. (Eg Clocked time 8:07 am to 8:00 am or 8:08 am to 8:15 am with 15-minute intervals)

    Round Down:
    Will round down to the nearest selected interval (Eg Clocked time 8:11 am goes to 8:00 am with 15-minute intervals)
  2. Minutes to Round To:
    Use this to choose the interval in minutes. (Eg selecting 15 will round to 15-minute intervals)

Time bands:

This will cover the basics of time bands. For a more in-depth article about time bands, see here:

  1. Time Bands - By Time Range (HH:MM)
    - From Time & To Time
    - Add (adds another paycode you can configure)
    - Minimum Time Required - Minimum number of minutes an employee has to work to trigger that paycode
    - Eye Icon - To set up paycode total rounding and/or apply a minimum hours worked.

  2. Time Bands - By Hours Worked (HH:MM)
    - From Hours & To Hours
    - Add (adds another paycode you can configure)
    - Minimum Time Required - Minimum number of minutes an employee has to work to trigger that paycode
    - Eye Icon - To set up paycode total rounding and/or apply a minimum hours worked.

  3. Auto-assign Shortfall Work Hours
    If you have Standard Leave Hours set, any hours worked below that amount will automatically be topped up to match the set hours using the pay code you select here. (EG, if non-worked hours in a shift are supposed to be assigned to unpaid leave, you would choose that paycode)
  4. Standard Leave Hours:
    Set the number of leave hours applied to this shift if someone takes leave on this shift.
  5. Before and After Scheduled Hours Paycodes:
    If using scheduling and an employee works outside of the scheduled times, you can use these to select what paycodes they get for working before or after
  6. Auto Approval Time of Day
    Used to set up the Time of Day that the shift will auto-approve.
    If you don't want it to auto approve, you can leave this blank.

Where to next?

Daily Rules - Examples - Aussie Time Sheets Workforce TNA (zendesk.com)

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