Creating and Managing Shifts

Introduction

Keka makes shift management simple with customizable schedules, pre-made templates, and a smart auto-assigner. Admins can easily create, edit, and assign shifts to keep workforce scheduling efficient and compliant.

This guide walks you through creating shifts from scratch, editing them, and using the auto-assignment feature.

Create a Shift from Scratch

1. Go to Time & Attendance → Shifts/Weekly Offs & Holidays → Shifts & Weekly Offs.

2. You’ll see all configured shifts. To create a new one, click +Add Shifts.

3. Choose Create from scratch.

   

4. In the Add Shift window:

   • Enter Shift Name, Shift Code, and Description.

   • Select Fixed shift timings or Flexible work hours.

   • Set timings for each day of the week.

   • Define break duration.

   • Use the ⊕ button to add multiple instances if needed.

     

5. Click Save to create the shift.

Edit Existing Shifts

To update or remove a shift:

1. Select the shift.

2. Click Track Shift Versions.

3. Choose View, Update, or Delete.

4. If editing, make changes and click Update.

   

Configure Shift Auto Assignment

The auto-assigner automatically assigns shifts based on employees’ first punch-in time.

Warnings Before Enabling

• The first punch is considered clock-in, the second is clock-out.

• Employees with multiple shifts per day cannot clock into the next shift if they clock out early.

• Missed punch-ins cannot be regularised.

• Not compatible with On Duty or Work From Home capture schemes.

Navigation

1. Choose Configure auto shift assignment from the +Add Shifts dropdown

2. Acknowledge the warning and click Proceed.
   

3. Enter Shift Name, Shift Code, and Description.
   

4. Under Auto Shift Assignment Rules:

   • Define a time range for first clock-in.

   • Enter the corresponding shift timing and break duration.

   • Optionally, set a Maximum Slot Duration (system auto-clocks out employees after this time).

5. To add more shifts, click +Add Row and repeat for other time ranges.

   • Continue until the total covers 24 hours.

6. Configure a default shift to cover weekly offs, holidays, and missed clock-ins.

7. Click Save.

If your total clock-in ranges don’t add up to 24 hours, the system warns of a gap. Employees clocking in during a gap will be assigned to the last shift. To avoid this, add rows covering the full 24-hour cycle.

Only one Auto Assigner shift can exist at a time.

Next Steps

By combining fixed shifts with auto-assignment rules, Keka helps you streamline attendance tracking and manage workforce schedules efficiently.