Creating and managing Reasons

What is a Reason?

When scheduling employees for hours worked within WorkSight you must specify a work code or reason. In WorkSight, a reason defines and delineates the various time portion(s) of the day spent for work, training, breaks, meetings, etc.

Create a Reason

There are three ways to create a Reason:

1. From the Settings screen: Click your profile photo. In the drop-down menu, select “Settings”. Select the Reason option from the sidebar. For more details, please view the Reason article in the Settings category of the Help Desk. Creating and managing Reasons in Settings

2. From the Create Shift Type Dialog: Click on a Job in the Schedule. From the Job Details right-hand pane, click in the Shift Pattern field and follow the steps below

3. After selecting multiple shifts for the same job in the schedule: In the Multiple Shifts Right Pane, click in the Update Reason checkbox. Click on Add New Reason at the bottom of the list of reasons. Follow the steps described in To Create a Reason from the Job Details Pane below, starting with step 5.

To create a Reason from the Job Details pane

1. In the Job Details, click the Shift Pattern field on the Job Details pane

2. Click in the Shift Pattern field, select Add New Shift Pattern

3. In the Add Shift Pattern dialog, click on +Add Shift Type button

4. In the grid in Add Shift Type click in the Reason column, and choose Add New Reason

5. The Add Reason Dialog box appears.
   
   

   

    

6. Complete the fields:

   1. Name: The full descriptive name of the work reason.

   2. Code: An abbreviated name for the work reason.  You should limit this to 2-3 characters.  This abbreviation is frequently displayed on schedules and/or is the code recognized by the payroll system.  If you are exporting schedules to a payroll or a time and attendance solution, then it’s important that this code be correct.

7. Choose a Category from the list presented (see Reason Category descriptions below):

   1. Worked

   2. Absence

   3. Break

   4. Overtime

   5. Premium

   6. Other

8. Click Save or press Enter 
   WorkSight closes the dialog and a message will appear in the bottom right corner, confirming that the Reason Code was created successfully.

9. Click Cancel to close the dialog box without creating a new Reason.

Reason Categories

Reasons are grouped in categories for both payroll purposes and to help designate when, for example, a vacancy generated by a Break or Absence code needs coverage by another employee.

Some work reasons or absences have special pay rules associated with them (e.g. premiums) and so your payroll department will probably require that you designate hours designated for those reasons as well as reimbursements for supplies or other payments made by an employee with a special code.

The following Reason Categories are currently available in WorkSight:

1. Worked
   Usually, when employees are scheduled to work the regular duties associated with a job, the work reason is simply “regular” or “worked”.  But you might also schedule employees for other activities such as on-the-job training, meetings, and special projects.

2. Absence
   When scheduling employees for absences or time off within WorkSight you must specify an absence code or reason.  Absence reasons may be categorized into Paid Absences and Unpaid Absences, which are recognized in the Rules.

3. Break
   A break may be paid or unpaid, based on the company policy or union rules. Designating a period of time as a break also allows the scheduler to determine whether the position needs coverage for breaks taken by a scheduled employee.

4. Overtime
   Some work reasons have special pay rules associated with them and so your payroll department will probably require that you designate hours worked for those reasons with a special code.  For example, overtime often applies differently to safety meetings and mutual shift exchanges.

5. Premium (for Timecard purposes)
   If you are interfacing WorkSight to payroll or time and attendance solution, Premium codes are generated by the rules to appear in the Timecard for exporting.

6. Other (for Timecard purposes)
   This category is designated for Other Payments in the Timecard which may be made to an employee - Mileage, accommodation, etc.

Edit/Manage a Reason 

Editing or managing a reason must be done in Settings.

To edit or manage a Reason in Settings, see Creating and managing Reasons in Settings: