> Automatically change scheduled Shift reason(s)

Change Reason(s) Overview

The Overtime Rule can automatically update the reason column under specified conditions. For example, if employees need to be booked off for Holiday dates, the rule can be used to automatically populate Absence Reason(s) on Designated Stat Holidays when the schedule is generated.

Considerations when automatically updating the shift/timecard reason field 

• Employees that are absent for any absence or worked reasons that are not included in the Hours Earned Type for the automatic rule will be ignored and will not be updated,  i.e., vacation, sickness, long term absence etc. 
• Shift types with Breaks    
  • Including the break reasons in the hours earned,  the employee's shift will appear as absent for the hours worked + the break.
  • Excluding the break from the hours earned, the employee will be absent for the work reasons only, the shift schedule will display with the break portion as vacant
  • When employees are scheduled to Work on the Holiday, you may need a unique “break” reason depending on how you handle the break for the automatic absence

Examples for Defining Rules with one reason

1. Set up the rule to automatically schedule employees to Holiday Absence reason
   1. Add a new Hours Earned “Schedule Holiday Off”:
      Include any “work” reasons and the “break” reason. (Work, Training, Meeting) and a “*” in the overtime column
   2. Set up the rule that will change employees who are scheduled to work on the holiday to an absence reason automatically.  
      1. Go to Settings>Timecard>Overtime Rules
      2. Select the bottom rule row  
      3. Add a new Rule Category “Holiday Off”
      4. Fill in the conditions the rule applies to - Area/Group/shift Pattern etc. Can be “*” if all employees will be automatically scheduled off on the Holiday.
      5. Set the expression column to “isHoliday()”
      6. Use the hours earned you created in “Step 1-1”.
      7. Daily/Weekly - “Daily”
      8. All Limits and factors are 0
      9. Reason - Select the reason used for your locations- “Holiday Absence/Holiday Off”
      10. OT Reason - <empty>
      11. Screenshot for the left side of the table
           
2. Set up a rule to schedule employees to Work on a Holiday when location has configuration to automatically set work on holidays to an absence reason
   1. Add a new reason for working on the holiday and working on holiday break, update the Work on Holiday OT and Holiday Pay Premium rules
      1. Add a new reason code - “Work on Holiday”, category – Worked  
      2. Update the hours earned for your Holiday Pay Premium to include the new work reason you added above.
      3. Update the hours earned for your Holiday Overtime rule to include the new work reason you added in above.
      4. Add a reason code “Work on Holiday Break,” category - Break
3. Update the exporter rules for the new reason(s) added for Work on Stat Holiday from Step 2.