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Create and use Shift types to keep track of hours and payroll


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 go through how to create Shift types, what they can be used for, and how Shift types also relates to calculating hours, pay, etc.

Create Shift type

Navigation: Settings > Schedule > Shift types > Create

To create a Shift type, go to Settings > Schedule > Shift types, and click Create. You can also edit the existing Shift types, and delete the ones that aren't relevant to you.

When you click Create, a pop-box opens that will take you through the following steps: 

  • Name: Give the Shift type a name corresponding to what you'll use it for. The name is visible to all users with access to the Schedule. Typical names for Shift types include Sick leave, Overtime, Staff meeting, or Training.
  • 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.
  • Color: Give the Shift type a color to make it easier to recognize 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 sick leave), and for overtime, or other hours with extra allowance, add the extra on top of the 100%.

    There are also two other options:
    • replace the existing rate with a new amount per hour
    • 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 (Settings > Payroll > 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, for any reason, you have Shift types to register an employee for multiple shifts at the same time, then check the box.
  • Allow booking: Checking this box will allow for the Shift type to be booked when set to open, sold, or swapped. You'll typically uncheck this for Shift types used to register sick leave, training, or staff meetings.
  • Overwrite when applying a template: When a Shift type with this option unchecked is used on the Schedule, the shift won't be deleted when applying a template. 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 if this box is checked. You'll typically uncheck the box for Shift types used to register sick leave.
  • Count hours in payroll report: Untick this box for Shift types used for shifts and hours you have no need to include in any reports. For most Shift types, the box stays checked, as there are other and better ways of reporting.
  • Payroll supplements: Check this box if you want hours on this Shift type to be affected by Payroll supplements (Settings > Payroll > Payroll supplements) 
  • Break: Check this box if you want break rules (Settings > Schedule > Breaks) to apply for this Shift type
  • Meal contribution: Check this box if you want meal contribution and deduction (Settings > Payroll > Meal contribution and deduction) to apply for this Shift type.
  • Affects monthly salaried: This one usually stays unchecked, as calculating hours and rate adjustments for salaried employees is usually done with other tools.

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

Navigation: Schedule > Schedule

You can change the Shift type either when you create or edit a shift. You can change Shift types both in the Schedule and in the Templates editor. 

Click or edit a shift, change the Shift type, and click Save.


Reporting on Shift types

Navigation: Reports > Shift type statistics

With a well-organized use of Shift types, you can pull insightful reports detailing sick leave, productive and unproductive hours, or any other dimensions you use Shift types to register:

  • Go to Reports > Shift type statistics. Untick the box for Shift types to select the Shift type(s) you want to report on. 
  • Choose between Employees, Employee groups, and Departments to drill down further
  • Set the date range, and what days in the date range you want included
  • Filter on All, Approved, or Not approved shifts
  • Check "Include %" if you want to see the Shift type as a % of the total
  • Check "Show with calendar" to see a calendar of when each of the Shift type is in use per employee

There are a lot of different use cases for this report, and one of the most used is sick leave reporting, and also checking for patterns in sick leave. Are there days when sick leave is higher than others, and what might explain it?

Excel reports on Shift types

Navigation: Reports > Schedule statistics 

Excel reports are useful if you want to further analyze the Schedule data from your Planday account:

  • Go to Reports > Schedule statistics, and choose Hours per employee, Excel in the first dropdown
  • Run the report on Employees, Employee groups, or Departments
  • Select a date range, and what days in the range to include
  • Untick Include shift types to choose which Shift type(s) you want to include. Leave ticked if you want a report including all Shift types.
  • Filter on All, Approved or Not approved shifts
  • Usually, you want to leave Subtract breaks ticked
  • Very rarely, you might want to use Show hrs/shifts when value is to create reports based on shift length. 
  • Click Print report, and download the file when it's ready

With the data opened in Excel, you can use all the tools available to filter, create reports, and analyze your data down to the tiniest detail.

Shift types, Payroll, and Payroll supplements

Shift types are one of the most important tools for registering correct information for both reporting and payroll purposes in Planday. You can register salary codes on your Shift types, and the salary code should match the codes used in your payroll system.

In addition, you can set up Payroll supplements from Settings > Payroll > Payroll supplements. For each supplement you can register a salary code, and the settings on each Shift type will affect which hours (based on Shift types) that the supplement is calculated for. 


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