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How to set up and manage Shift patterns

Manage engineer shifts, define availability, configure normal/overtime, breaks. Essential for the scheduling engine.

Updated over 5 months ago

Shift patterns allow you to set up and manage detailed working hours for users, defining their availability within a day or across a week. This ensures their schedules are accurately reflected in the diary, helps in efficient job assignment, prevents scheduling conflicts, and provides a framework for accurate overtime calculation and break management.

How to access the Shift patterns

➡️ Go to your Profile icon → Choose Settings → Locate Schedule and dispatch in the Categories menu → Click View next to Shift patterns

How to set up a new shift pattern

➡️ Click Add new shift pattern

Step 1: Basic details

  • Enter a descriptive name for the shift pattern in the name of shift pattern field.

    • Click Continue.

Step 2: Overtime

Define how overtime costs are calculated for this shift pattern.

  • Based on the shift pattern: Overtime is calculated based on hours worked beyond the defined shift times for each day. For example, if a standard shift is 9 AM to 5 PM, any hours worked from 5 PM to 7 PM would be considered overtime at a percentage above the normal rate.

    • Proceed to Step 3 to configure shift pattern over a week period.

  • Based on a rolling number of hours: Overtime is calculated based on the total number of hours worked continuously within a day, regardless of specific daily shift start and end times. This is useful for engineers who might work irregular hours but have a maximum number of normal hours before overtime applies.

    1. Select days: Choose the days of the week this rolling schedule applies to.

      • If you select public holidays, the overtime schedule will be applied based on the public holiday template assigned to the user.

    2. Enter Normal time: Specify the number of hours considered normal time before overtime begins.

      • This is the "First X Hours" at the standard cost rate.

    3. Define Overtime 1: Enter the hours beyond normal time when Overtime 1 applies (e.g., "The NEXT Y Hours"). Then, set the Cost rate multiplier as a percentage above the user's normal cost rate.

    4. Define Overtime 2: Optionally, enter the hours beyond Overtime 1 when Overtime 2 applies (e.g., "The NEXT Z Hours"), and its Cost rate multiplier.

    5. You can click Add another Schedule to set up different rolling hour schedules for different days or periods.

  • Click Continue.

  • If you choose 'Based on a rolling number of hours', skip Step 3 and proceed to Step 4.

Cost rates for overtime are always taken from the user's cost price, which is set in the User's profile. This is found in the business details section.

Click here to see an example rolling hours calculation

If an engineer works from 6 AM to 6 PM (12 hours in total) and your rolling shift is set as:

  • First 8 hours → Normal Cost (e.g., £50)

  • Next 2 hours → Markup of 10% (e.g., £50 + 10%)

  • Next 2 hours → Markup of 20% (e.g., £50 + 20%)

The shift pattern would calculate the first 8 hours (6 AM to 2 PM) at the normal rate (£50). The next 2 hours (2 PM to 4 PM) would be at £50 + 10%. Any subsequent hours, up to the defined 10 hours for Overtime 2, would be at £50 + 20%.

Step 3: Shifts

Define the specific working hours for each day of the week if you selected 'Based on the shift pattern' in Step 2.

  1. To add a shift, click and drag your mouse across the desired time slot in the calendar grid for a specific day.

  2. In the Add shift side panel:

    1. Choose Shift type: Select either Normal or Overtime.

    2. Select days: Ensure the correct day(s) are selected for this shift. You can select multiple days if the shift pattern is the same.

    3. Enter Time range: Set the start and end times for the shift.

    4. If Shift type is Overtime, enter the Cost multiplier as a percentage.

    5. Click Save.

  3. Repeat this process to add all necessary shifts for the week.

    1. To view or delete an existing shift, click on the shift block in the calendar. A "View shift side panel will open, showing details and a delete button.

  4. Click Continue.

Step 4: Manage breaks

Define any breaks that apply to this shift pattern. The break length is the duration, and the user can take the break at any time within the entered work hours. All relevant breaks allowed within the shift should be added to ensure accuracy.

  1. Click on the Add new break button.

  2. In the Add break side panel:

    • Enter a Description for the break (e.g., "Lunch", "Tea break").

    • Set the Working hours during which this break can be taken.

    • Select the Duration of the break from the dropdown menu.

  3. Click Save.

  4. Repeat this process to add all necessary breaks for the shift pattern.

  5. Click Continue.

Step 5: Assign users

  1. In the Name column, click on the "Please select" dropdown.

  2. Begin typing the name of the user you wish to assign. As you type, a list of matching users will appear.

  3. Select the user from the list. Their name and email will populate the row.

  4. To assign another user, click on the next "Please select" dropdown and repeat the process.

  5. To remove an assigned user, click the Delete button in the Action column next to their name.

  6. Click Save.

  7. A "Shift pattern setup activation" pop-up will appear.

    • To activate the shift pattern immediately, type "Activate" into the text box and click the Activate button.

    • To save the shift pattern as a draft, leave the text box empty and click Save as draft.

Users can be assigned and unassigned after the shift pattern is made active.

How to edit the shift pattern

You can adjust various aspects of an existing shift pattern, including its name, overtime settings, shift times, breaks, and assigned users.

Shift patterns can be freely edited; however, when editing a shift slot in step 3, it must be deleted and re-added.

➡️ Under the Actions column, click Edit

  1. Click on Step 3: Shifts

  2. Click on the time slot you wish to edit on the calendar.

  3. Click Delete at the bottom of the side panel.

  4. Re-add the shift pattern with the desired changes by following the steps in the "Setting up a shift pattern" section.

  5. Click Save.

When editing any step, ensure you click Continue to save your changes before navigating away from the page.

How to delete a shift pattern

You can permanently delete a shift pattern if it is no longer needed.

➡️ Click Delete → Type "delete" to confirm → Click Delete.

How to archive a shift pattern

If a shift pattern has been used, it must be archived instead of deleted. Archiving will retain the data for historical purposes and remove the shift pattern from the active list.

➡️ Click Delete → Type "archive" to confirm → Click Archive.

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