Work Shifts

Manage Employee Work Schedules Efficiently #

The Work Shifts module in Office-X helps organizations manage employee work schedules in both Weekly and Monthly views. It keeps working hours, break times, and shift assignments organized in one place.

This module is specifically designed for shift worker scheduling. Employees who are not marked as shift workers will not be included in the Work Shifts schedule list or bulk shift employee selector.

Who Can Use This Feature #

Subscriber Admin can view and manage all work shifts, including adding, editing, deleting, bulk assigning, exporting, and printing schedules.

Employees can use Work Shifts based on permission. They may view subordinate schedules, add/edit/delete shifts for subordinates, export/print schedules, or view all shifts if they have the required permissions.

Permission Behavior #

Each Work Shift permission works with only one relevant CRUD action.

• Create Bulk Work Shift (For Subordinate)
  Required action: Create
  Shows the Add Bulk Shift button and allows access to the bulk shift creation page.
• Create Work Shift (For Subordinate)
  Required action: Create
  Shows “+ Add shift” in empty schedule cells.
• Edit Work Shift (For Subordinate)
  Required action: Update
  Shows Save Changes in the Edit Shift dialog.
• Delete Work Shift (For Subordinate)
  Required action: Delete
  Shows Delete Shift in the Edit Shift dialog.
• Export Work Shift (Excel & PDF)
  Required action: View
  Shows Excel and Print buttons.
• View All Work Shift
  Required action: View
  Allows access to all employee shift data. Without this permission, Employees can only access subordinate shift data.

How Subordinate Access Works in Work Shifts #

In the Work Shifts feature only, subordinate access works like a reporting tree. The system checks the logged-in Employee’s Reporting Manager hierarchy and allows access only to employees under that reporting line.

Example:

Michael Johnson
└── David Smith
    ├── Emily Brown
    └── James Wilson

If David Smith logs in:

• He can access Emily Brown and James Wilson because they are his subordinates.
• He cannot access Michael Johnson because Michael is his manager.
• He cannot access employees from another manager’s team.

If Michael Johnson logs in, he can access David Smith and may also access Emily Brown and James Wilson because they are under his reporting tree.

Access Work Shifts #

To open the Work Shifts page:

1. Log in to Office-X.
2. Go to the left sidebar.
3. Click Work Shifts.

The page opens in Weekly View by default.

[SS Placeholder: Sidebar Work Shifts menu]

Dashboard Overview #

The Work Shifts dashboard shows summary cards at the top.

• Total Shift Workers: Total employees configured as shift workers within the accessible scope.
• Assigned Workers: Shift workers who have at least one saved shift in the selected period.
• Unassigned Workers: Shift workers without saved shifts in the selected period.
• Total Working Hours: Combined working hours calculated from saved shifts in the selected period.

Weekly and Monthly Schedule View #

The Work Shifts page supports:

• Weekly View
• Monthly View

In the schedule grid, employees are listed on the left and dates are shown across the top. Each employee row displays assigned shift information.

Example shift display:

9:00 AM – 6:00 PM
8h work, 1h break

6:00 PM – 3:00 AM
8h work, 1h break

Add Individual Work Shift #

Subscriber Admins and Employees with permission can add individual shifts.

Required Employee permission:
Work Shift → Create Work Shift (For Subordinate) → Create

Steps:

1. Open Work Shifts.
2. Find an employee row and date cell.
3. Click “+ Add shift”.
4. Enter Start Time, End Time, and Break Time.
5. Click Create.

Edit Individual Work Shift #

Required Employee permission:
Work Shift → Edit Work Shift (For Subordinate) → Update

Steps:

1. Click an existing shift block.
2. Update Start Time, End Time, or Break Time.
3. Click Save Changes.

Delete Individual Work Shift #

Required Employee permission:
Work Shift → Delete Work Shift (For Subordinate) → Delete

Steps:

1. Click an existing shift block.
2. Click Delete Shift.

After deletion, the shift is removed from the calendar grid and summary cards are updated.

Add Bulk Shift #

Bulk Shift allows creating shifts for multiple employees across a selected date range.

Required Employee permission:
Work Shift → Create Bulk Work Shift (For Subordinate) → Create

Steps:

1. Open Work Shifts.
2. Click Add Bulk Shift.
3. Select Start Date and End Date.
4. Enter Start Time and End Time.
5. Select employees.
6. Select working days.
7. Add break times.
8. Submit the form.

For Employees, the employee selector shows only eligible subordinate employees unless View All Work Shift is granted.

Eligible employees must be shift workers, have active licenses, and be within the permitted access scope.

Export Work Shifts #

Required Employee permission:
Work Shift → Export Work Shift (Excel & PDF) → View

Steps:

1. Open Work Shifts.
2. Select Weekly, Monthly, or a custom date range.
3. Click Excel.

The downloaded file reflects the current selected view, filters, and accessible shift data.

Print Work Shifts #

Required Employee permission:
Work Shift → Export Work Shift (Excel & PDF) → View

Steps:

1. Open Work Shifts.
2. Select Weekly, Monthly, or a custom date range.
3. Click Print.

The printed layout reflects the current schedule view and selected filters.

Summary #

The Work Shifts module provides a centralized way to manage employee schedules. Subscriber Admins and authorized Employees can view schedules, create individual shifts, assign bulk shifts, manage break times, and export or print shift records.