Work Schedule
Overview of shift scheduling, swap requests, and schedule type management for fleet operations.
The Work Schedule module provides tools for creating and managing employee shift schedules. It allows HR managers and team leads to define schedule templates, assign employees to shifts, and handle shift swap requests -- all in a single, centralized interface.
Navigation: HR > Work Schedule
Purpose
Fleet management companies often run operations across multiple shifts -- early morning, daytime, evening, and overnight. The Work Schedule module ensures that:
- Shifts are clearly defined with start times, end times, and break rules
- Employees are assigned to the correct shifts each week
- Shift changes are handled through a structured swap request process
- Schedule templates can be reused to save time during weekly or monthly planning
Module Structure
The Work Schedule section contains three sub-pages:
| Sub-Page | Description |
|---|---|
| Shift Management | View, create, and edit shift assignments for employees |
| Swap Requests | Manage requests from employees who want to swap shifts with colleagues |
| Schedule Types | Define reusable shift templates with working hours and off-day configurations |
How Work Scheduling Works
Work scheduling in TransportechAI follows a top-down approach:
1. Define Schedule Types
A Schedule Type is a template that defines the working pattern -- for example, "Morning Shift (6 AM - 2 PM)" or "Night Shift (10 PM - 6 AM)." Each type specifies working hours, break times, and which days are working days versus off days.
2. Build the Schedule
Using the defined schedule types, managers build the weekly or monthly schedule by assigning employees to specific shifts on specific dates. The schedule can be viewed as a calendar, a timeline, or a table.
3. Handle Changes
Schedules are rarely static. Employees may need to swap shifts due to personal commitments, and managers may need to reassign shifts to cover for absences. The swap request system and direct assignment editing handle these changes.
Schedule Overview
The main Work Schedule page provides a calendar or timeline view of all scheduled shifts:
| View | Description |
|---|---|
| Weekly View | Displays the current week's shift assignments across all employees |
| Monthly View | A broader view showing the full month, useful for planning ahead |
| Department View | Filters the schedule to show only employees in a specific department |
| Employee View | Shows a single employee's schedule over time |
Each shift block on the calendar displays:
| Information | Description |
|---|---|
| Employee Name | Who is assigned to the shift |
| Shift Type | The name of the schedule type (e.g., Morning, Evening, Night) |
| Time | Start and end times |
| Status | Whether the assignment is confirmed, pending a swap, or needs coverage |
The Work Schedule integrates with the Attendance module. When an employee is scheduled for a shift, the system uses the shift times to determine whether they clocked in on time, were late, or departed early.
Integration with Other Modules
| Module | Integration |
|---|---|
| Attendance | Shift times define the expected clock-in/clock-out windows for attendance tracking |
| Leave | Approved leave is reflected on the schedule, showing the employee as unavailable |
| Payroll | Shift-based pay differentials (e.g., night shift premium) feed into payroll calculations |
| Dashboard | Upcoming shift information and pending swap requests appear on the HR Dashboard |
Changes to an employee's schedule may affect their attendance records for past dates. If you need to change a schedule retroactively, coordinate with the Attendance module to ensure records are updated accordingly.
Next Steps
- Shift Management -- Learn how to assign and manage shifts
- Swap Requests -- Handle shift swap requests between employees
- Schedule Types -- Create and configure shift templates