Employee Settings
Configure work schedules, schedule types, shift swaps, fine types, attendance rules, leave policies, loan settings, and benefit/allowance structures.
Employee Settings encompass the policies and rules that govern how your workforce operates day to day. This includes scheduling, attendance tracking, disciplinary fines, leave entitlements, loan programs, and compensation benefits. These settings form the backbone of the HR and Employee modules across the platform.
This page covers all employee-related configuration areas, organized by section.
Schedule Settings
Navigation: Settings > Employee > Schedule
Schedule settings define the default work patterns for your organization. Schedules determine when employees are expected to work, which days are rest days, and how shift rotations are structured.
Default Schedule Configuration
| Setting | Description |
|---|---|
| Work Week Start | The day your work week begins (e.g., Sunday, Monday) |
| Default Working Days | Which days of the week are working days by default |
| Default Rest Days | Which days of the week are rest days by default |
| Default Shift Start | The standard shift start time (e.g., 08:00) |
| Default Shift End | The standard shift end time (e.g., 17:00) |
| Break Duration | The default break time included in a shift (e.g., 60 minutes) |
Configuring the Default Schedule
- Navigate to Settings > Employee > Schedule.
- Set the work week start day.
- Select the default working days and rest days.
- Enter the default shift start and end times.
- Specify the break duration.
- Click Save.
The default schedule serves as a template. You can override it for specific departments, teams, or individual employees when assigning schedules in the Work Schedule module.
Schedule Calendar
The schedule settings page may include a calendar preview showing how the default schedule maps across a typical month. Use this to visually verify that working days, rest days, and holidays align correctly.
Schedule Types
Navigation: Settings > Employee > Schedule Types
Schedule types allow you to create distinct categories of work schedules for different groups of employees. Fleet companies commonly need multiple schedule types to accommodate office staff, day-shift drivers, night-shift drivers, and rotating crews.
Viewing Schedule Types
The Schedule Types page lists all configured types with:
| Column | Description |
|---|---|
| Type Name | The name of the schedule type |
| Working Hours | Total working hours per shift |
| Shift Pattern | Description of the shift pattern (e.g., "5 days on, 2 off") |
| Employees Assigned | Number of employees using this schedule type |
| Status | Active or Inactive |
Creating a Schedule Type
- Navigate to Settings > Employee > Schedule Types.
- Click "Add Schedule Type".
- Fill in the following fields:
| Field | Required | Description |
|---|---|---|
| Type Name | Yes | A descriptive name (e.g., "Day Shift", "Night Shift", "Rotating 6/1") |
| Shift Start Time | Yes | When the shift begins |
| Shift End Time | Yes | When the shift ends |
| Working Days Pattern | Yes | Number of consecutive working days (e.g., 5, 6) |
| Rest Days Pattern | Yes | Number of consecutive rest days (e.g., 1, 2) |
| Break Duration | No | Break time included in the shift |
| Overnight Shift | No | Enable if the shift crosses midnight (e.g., 22:00 to 06:00) |
| Description | No | Notes about when to use this schedule type |
- Click Save.
Common Schedule Types for Fleet Companies
| Type | Shift Hours | Pattern | Typical Users |
|---|---|---|---|
| Standard Office | 08:00 - 17:00 | 5 days on, 2 off | Office staff, managers |
| Day Shift | 06:00 - 14:00 | 6 days on, 1 off | Day-shift drivers |
| Night Shift | 22:00 - 06:00 | 6 days on, 1 off | Night-shift drivers |
| Split Shift | 06:00 - 10:00, 16:00 - 20:00 | 6 days on, 1 off | Airport shuttle drivers |
| Rotating 6/1 | Varies | 6 days on, 1 off (rotating rest day) | Fleet drivers |
| Rotating 5/2 | Varies | 5 days on, 2 off | Supervisors |
When creating overnight shifts that cross midnight, always enable the "Overnight Shift" toggle. This ensures the system correctly calculates working hours and associates the shift with the correct calendar date.
Swap Request Configuration
Navigation: Settings > Employee > Swap Requests
Swap requests allow employees to exchange shifts with colleagues. This section controls the rules and approval process for shift swaps.
Swap Request Settings
| Setting | Description |
|---|---|
| Allow Swap Requests | Enable or disable the shift swap feature for all employees |
| Require Approval | Whether swaps need manager approval or can be processed automatically |
| Advance Notice (Days) | Minimum number of days before the shift that a swap can be requested |
| Maximum Swaps per Month | Limit on how many swaps an employee can request per month |
| Allow Cross-Department Swaps | Whether employees can swap shifts with colleagues in other departments |
| Auto-Cancel on Conflict | Automatically cancel swap requests that conflict with leave or other swaps |
Configuring Swap Requests
- Navigate to Settings > Employee > Swap Requests.
- Toggle Allow Swap Requests to enable the feature.
- Configure approval requirements and notice periods.
- Set limits as needed.
- Click Save.
If "Require Approval" is enabled, swap requests are sent to the relevant manager or supervisor for approval before taking effect. If disabled, swaps are processed automatically once both parties agree.
Swap Request Workflow
- Employee A submits a swap request, selecting the shift they want to trade and the colleague (Employee B) they want to swap with.
- Employee B receives a notification and can accept or decline.
- If Employee B accepts and approval is required, the request goes to the manager for final approval.
- Once approved (or auto-processed), both schedules are updated.
Fine Types
Navigation: Settings > Employee > Fine Types
Fine types define the categories and default amounts for disciplinary or operational fines that can be issued to employees and drivers.
Viewing Fine Types
| Column | Description |
|---|---|
| Fine Type Name | The category name (e.g., "Traffic Violation", "Late Arrival") |
| Default Amount (AED) | The standard fine amount for this type |
| Applicable To | Who this fine type applies to (Employees, Drivers, or Both) |
| Status | Active or Inactive |
Creating a Fine Type
- Navigate to Settings > Employee > Fine Types.
- Click "Add Fine Type".
- Fill in the fields:
| Field | Required | Description |
|---|---|---|
| Fine Type Name | Yes | A clear name describing the infraction (e.g., "Traffic Fine", "Vehicle Damage") |
| Default Amount | Yes | The standard fine amount in AED. This can be adjusted when issuing individual fines. |
| Applicable To | Yes | Select whether this fine type applies to Employees, Drivers, or Both |
| Description | No | Additional context about when this fine type should be used |
| Allow Loan Conversion | No | Whether fines of this type can be converted into a loan for repayment |
- Click Save.
Common Fine Types for Fleet Companies
| Fine Type | Default Amount | Applicable To | Notes |
|---|---|---|---|
| Traffic Violation | Varies | Drivers | Amount based on actual violation fine |
| Late Arrival | 50 AED | Both | Per occurrence |
| Unauthorized Absence | 200 AED | Both | Per day |
| Vehicle Damage (Minor) | 500 AED | Drivers | Scratches, dents |
| Vehicle Damage (Major) | 2,000 AED | Drivers | Structural damage, accidents |
| Uniform Violation | 25 AED | Both | Not wearing required uniform |
| Customer Complaint | 100 AED | Drivers | Verified complaint |
| Safety Violation | 300 AED | Both | Not following safety protocols |
Fine amounts defined here are defaults. When issuing an actual fine to an employee, the amount can be adjusted to match the specific situation. Use default amounts as guidelines rather than fixed penalties.
Attendance Settings
Navigation: Settings > Employee > Attendance
Attendance settings control how clock-in/out is tracked, what constitutes lateness, and how overtime is calculated.
Clock-In / Clock-Out Rules
| Setting | Description |
|---|---|
| Clock-In Method | How employees record attendance (App, QR Code, GPS, Biometric, Manual) |
| GPS Required | Whether a GPS location must be captured at clock-in/out |
| Geofence Radius | The allowed distance (in meters) from the designated work location for GPS validation |
| Photo Required | Whether a selfie photo is required at clock-in |
| Allow Remote Clock-In | Whether employees can clock in from locations outside the geofence |
Grace Period Settings
| Setting | Description |
|---|---|
| Late Grace Period (Minutes) | Number of minutes after shift start before an employee is marked as late. Example: A 15-minute grace period means an 08:15 clock-in for an 08:00 shift is not considered late. |
| Early Leave Grace Period (Minutes) | Number of minutes before shift end that an employee can clock out without being marked as leaving early. |
| Auto-Absent Threshold (Minutes) | If an employee has not clocked in within this many minutes after shift start, they are automatically marked absent for the day. |
Overtime Settings
| Setting | Description |
|---|---|
| Enable Overtime Tracking | Whether the system tracks hours worked beyond the scheduled shift |
| Overtime Threshold (Minutes) | Minimum minutes beyond shift end before overtime is counted. Prevents minor clock-out delays from being counted as overtime. |
| Overtime Rate | The pay multiplier for overtime hours (e.g., 1.25x, 1.5x) |
| Maximum Daily Overtime (Hours) | Cap on overtime hours per day |
| Require Overtime Approval | Whether overtime must be pre-approved by a manager |
Configuring Attendance Settings
- Navigate to Settings > Employee > Attendance.
- Configure clock-in methods and GPS requirements.
- Set grace periods for lateness and early departure.
- Configure overtime tracking rules.
- Click Save.
Grace periods help avoid penalizing employees for minor clock-in variations (traffic, system delays). Set grace periods that are fair but do not undermine punctuality expectations. A typical grace period is 5-15 minutes.
Changing attendance settings affects future attendance records only. Past records retain the rules that were in effect when they were captured. If you need to correct past records, use the attendance adjustment feature in the HR module.
Leave Settings
Navigation: Settings > HR > Leave
Leave settings define the types of leave available, accrual rules, carry-over policies, and approval workflows.
Leave Types
Configure the types of leave your company offers. Each leave type has its own balance, accrual rules, and policies.
| Field | Description |
|---|---|
| Leave Type Name | The name of the leave category (e.g., "Annual Leave", "Sick Leave") |
| Paid / Unpaid | Whether the leave is paid or unpaid |
| Annual Allocation | Total days allocated per year |
| Accrual Method | How leave days accumulate (All at Once, Monthly, Quarterly) |
| Carry-Over Allowed | Whether unused days can be carried to the next year |
| Max Carry-Over Days | The maximum number of days that can be carried forward |
| Requires Attachment | Whether supporting documents (e.g., medical certificate) are required |
| Minimum Notice (Days) | How many days in advance the leave must be requested |
| Applicable To | Employees, Drivers, or Both |
Common Leave Types
| Leave Type | Paid | Typical Allocation | Accrual | Notes |
|---|---|---|---|---|
| Annual Leave | Yes | 22-30 days | Monthly | Standard vacation leave |
| Sick Leave | Yes (partial) | 15-30 days | All at Once | May require medical certificate after 2+ days |
| Unpaid Leave | No | Unlimited (with approval) | N/A | Deducted from salary |
| Maternity Leave | Yes | 45-60 days | N/A | Per UAE labor law |
| Paternity Leave | Yes | 5 days | N/A | Per UAE labor law |
| Compassionate Leave | Yes | 3-5 days | N/A | Bereavement, family emergency |
| Hajj Leave | Yes | 15-30 days | N/A | Once during employment |
| Study Leave | Varies | Per policy | N/A | For approved educational programs |
Holiday and Leave Interaction
Configure how public holidays interact with leave requests:
| Setting | Description |
|---|---|
| Exclude Public Holidays | Public holidays within a leave period are not deducted from the leave balance |
| Exclude Rest Days | Weekly rest days within a leave period are not deducted |
| Include All Days | Every calendar day in the leave period is deducted |
The most common configuration for UAE companies is to exclude both public holidays and rest days from leave deductions. This means a Monday-to-Friday leave request that includes a public holiday on Wednesday consumes only 4 leave days.
Loan Settings
Navigation: Settings > HR > Loan
Loan settings define the types of loans your company offers to employees and drivers, along with their terms and eligibility criteria.
Loan Configuration
| Setting | Description |
|---|---|
| Enable Employee Loans | Whether the loan feature is available |
| Maximum Active Loans | How many loans an employee can have at once |
| Minimum Employment Period | How long an employee must be employed before being eligible for a loan |
| Default Repayment Method | How repayments are collected (Salary Deduction, Manual Payment, or Both) |
| Allow Early Repayment | Whether borrowers can repay ahead of schedule without penalty |
Loan Types
See Managing Loan Types for detailed guidance on configuring loan types, including:
- Salary advances
- Emergency loans
- Vehicle repair loans
- Fine conversion loans
Loan settings defined here set the global rules. Individual loan types (configured in Finance > Loans > Loan Types) can have their own specific amounts, tenures, and interest rates within these global limits.
Benefit Settings
Navigation: Settings > HR > Benefit
Benefit settings allow you to configure the employee benefit packages your company offers. Benefits are non-salary compensation provided to employees as part of their employment package.
Benefit Types
| Field | Description |
|---|---|
| Benefit Name | The name of the benefit (e.g., "Health Insurance", "Housing Allowance") |
| Category | Classification of the benefit (Insurance, Housing, Transport, Education, Other) |
| Amount / Value | The monetary value or coverage amount |
| Frequency | How often the benefit is provided (Monthly, Quarterly, Annually, One-Time) |
| Eligibility Criteria | Who qualifies for this benefit (by department, role, or employment duration) |
| Taxable | Whether the benefit is subject to tax deductions |
Common Benefits for Fleet Companies
| Benefit | Category | Frequency | Typical Value |
|---|---|---|---|
| Health Insurance | Insurance | Annual | Premium coverage |
| Life Insurance | Insurance | Annual | 1-2x annual salary |
| Housing Allowance | Housing | Monthly | 2,000-5,000 AED |
| Transport Allowance | Transport | Monthly | 500-1,500 AED |
| Fuel Card | Transport | Monthly | Pre-set limit |
| Mobile Phone Allowance | Other | Monthly | 200-500 AED |
| Education Support | Education | Annual | Up to set limit |
Configuring Benefits
- Navigate to Settings > HR > Benefit.
- Click "Add Benefit" to create a new benefit type.
- Fill in the name, category, value, frequency, and eligibility.
- Click Save.
- Assign the benefit to employees through their profile or via bulk assignment.
Benefits configured here appear as options when setting up an employee's compensation package. The actual assignment to specific employees is done through the employee profile or the Employee Compensation module.
Allowance Settings
Navigation: Settings > HR > Allowance
Allowance settings define recurring monetary additions to employee compensation. Allowances are typically fixed amounts added to each payroll cycle.
Allowance Types
| Field | Description |
|---|---|
| Allowance Name | The name of the allowance (e.g., "Housing Allowance", "Transport Allowance") |
| Default Amount | The standard amount for this allowance type |
| Frequency | How often the allowance is paid (Monthly, Bi-Weekly, Per Trip) |
| Taxable | Whether the allowance is included in taxable income calculations |
| Included in Payroll | Whether the allowance is automatically included in payroll processing |
Common Allowance Types
| Allowance | Typical Amount | Frequency | Notes |
|---|---|---|---|
| Housing Allowance | 2,000-5,000 AED | Monthly | Often the largest allowance |
| Transport Allowance | 500-1,500 AED | Monthly | For non-company vehicle employees |
| Food / Meal Allowance | 300-800 AED | Monthly | Daily meal subsidy |
| Communication Allowance | 200-500 AED | Monthly | Phone and internet |
| Overtime Allowance | Varies | Monthly | Calculated based on overtime hours |
| Shift Allowance | 200-500 AED | Monthly | For night shift or rotating shift workers |
| Per-Trip Allowance | 50-200 AED | Per Trip | For drivers, per completed trip |
Configuring Allowances
- Navigate to Settings > HR > Allowance.
- Click "Add Allowance" to create a new type.
- Enter the name, default amount, frequency, and tax treatment.
- Click Save.
Allowances marked as "Included in Payroll" are automatically added to payroll calculations. Double-check these settings before running payroll to avoid unexpected compensation amounts.
Configuration Summary
Here is a quick reference of all employee settings areas and their navigation paths:
| Area | Navigation | Purpose |
|---|---|---|
| Schedule | Settings > Employee > Schedule | Default work week and shift times |
| Schedule Types | Settings > Employee > Schedule Types | Named schedule patterns for different roles |
| Swap Requests | Settings > Employee > Swap Requests | Shift swap rules and approvals |
| Fine Types | Settings > Employee > Fine Types | Disciplinary fine categories and amounts |
| Attendance | Settings > Employee > Attendance | Clock-in methods, grace periods, overtime |
| Leave | Settings > HR > Leave | Leave types, accrual, carry-over |
| Loans | Settings > HR > Loan | Loan eligibility and global rules |
| Benefits | Settings > HR > Benefit | Non-salary compensation packages |
| Allowances | Settings > HR > Allowance | Recurring monetary additions to payroll |
Best Practices
- Configure in order -- Set up schedule types before assigning schedules. Set up fine types before issuing fines. Set up leave types before processing leave requests.
- Start with defaults, then customize -- Use the default settings as a starting point. Adjust for specific departments or roles as your company's needs become clearer.
- Document your policies -- Use the description fields in each setting to document the reasoning behind your configuration. This helps future administrators understand why decisions were made.
- Test with a small group -- Before rolling out new attendance or scheduling rules to the entire workforce, apply them to a small test group first and verify the results.
- Review before payroll -- Before each payroll cycle, review your allowance and benefit settings to ensure new hires and changes are reflected.
- Align with labor law -- Ensure your leave settings, overtime rules, and benefit structures comply with UAE labor law requirements. Consult with your legal team when configuring these settings.
- Communicate changes -- Whenever you modify employee-facing settings (schedules, fine types, leave policies), communicate the changes to affected employees before they take effect.
Troubleshooting
| Issue | Solution |
|---|---|
| Schedule not appearing for employees | Verify the schedule type is active and assigned to the correct department or employees. |
| Grace period not working | Check that the grace period minutes are set correctly in Attendance settings. Ensure the value is greater than 0. |
| Overtime not being tracked | Confirm "Enable Overtime Tracking" is turned on and the overtime threshold is set appropriately. |
| Leave balance incorrect | Review the accrual method and allocation settings for the leave type. Check if carry-over rules are applied correctly. |
| Fine types not available when creating a fine | Ensure the fine type is active and its "Applicable To" setting matches the employee/driver type. |
| Allowance not appearing in payroll | Verify the allowance has "Included in Payroll" enabled and is assigned to the employee. |
| Swap requests not available | Check that "Allow Swap Requests" is enabled in Swap Request settings. |