No show policy enforcement feature guide

No-show enforcement policy

What is no-show policy enforcement and it’s Objective?

A no-show employee is one who does not use a planned cab despite being scheduled. It causes a waste of precious seat capacity. Furthermore, the cases where an employee is no-show for multiple times in a slot of days cause greater wastage. Therefore it is required that such employees are notified of policy and also penalized if the need arises if the employee does not amend the behavior. It is to create a framework around no-shows so that timely actions are taken to save the resources. The direct impact of this feature is on seat utilization therefore on the transport budget.

Use of feature

This feature is used to take action automatically based on no-show policy of the organization. One can set values as per the requirements and the system will identify and take action according to those values.

Feature workflow

Step-1

Identification - In this step, the system identifies all no-show candidates which have to be processed for action.

Step 2 
Determining action - In this step, the system determines what actions to take on identified candidates from the first step.

Step 3

Taking action and communication - In this step, the system is to take action as determined in the second step on the cases as identified in the first step.

Enablement:

Values can be set in the configuration. Follow the below path to access the configurations.

ETS > Site admin > Config Dashboard > Employee Policy Enforcement >  No Show Policy Enforcement > Cab No Show Policy Enforcement 

Basic Configuration:

Master property to be turned on

1. Enable No show policy enforcement for 
   
   
   
   If this value is Login, and the user is marked as a no-show in login trips then the no-show rules will be applicable. 

If this value is Logout, and the user is marked as a no-show in logout trips then the no-show rules will be applicable. 

If this value is Both, and the user is marked as a no-show in both login and logout trips then only the no-show rules will be applicable. 

It determines the trip direction for which no-show policy enforcement needs to be enabled.

2. Enable No show policy enforcement for 
   
   
   
   
   
   If the value is selected monthly basis, then the no-show rules will identify those users only for the given number of days in a calendar month.
   
   If the value, Date Range Basis is selected then the no-show will identify the users based on the mentioned date and the count of days.
   
   
   

3. Count of days
   
   It only appears for a date range basis selection
   
   

It defines the Number of days prior to today, to check if the employee was a no-show. For example, if this value is 30 days, then the system checks 30 days from the current day to count the total no-show.

4. No show count 
   
   If this number of no-shows happens in the given days, then the employee will be shortlisted for taking action.
   
   
   
   E.g. If this value is 5 and the count of days is 30 then the system will shortlist all those employees who had 5 no show in the last 30 days from the current date. (date range)
   
   If this value is 5 and operating at a monthly range, then the system will shortlist all those employees who had 5 no-shows in the running month.
   
   
   

5. No-show count for warning mail
   
   
   
   e.g. the warning email value is set as 3 and the No show count is 5, 
   
   

If the count of days is 30 then the system will filter all such employees who have met the criteria of reaching at least 3 no-shows in the last 30 days from the current date 

If a monthly range is selected then, the system will filter all such employees who have met the criteria of reaching at least 3 no-shows in the current month

P.S. No-show count for warning mail should always have a value lesser than the no-show count to trigger email notification.

6. Duration to filter alternate transport minutes 
   
   This is a very important input. By using this system to filter all those no-show where there was an alternate transport was used before or after the planned pick-up time.

7. App Notification 
   
   
   
   If this is true, the employees will get an app notification in case of any no-show action.
   
   
   

8. Email warning
   
   
   
   A warning email and notification will be sent to employees or their SPOC when they or their direct reports have reached the permissible no-show limit.

Please ensure to check the required boxes.

Additionally, you can enter the email IDs of the transport team in the field below (comma-separated) to include them in the correspondence and receive a copy of the same email.

Actions for enforcement

1. Remove schedule edit permission 
   
   
   
   If this is switched on for “employee” then the shift creation permission of the employee (normal shift permission) is revoked and they can no longer schedule themselves for a trip.
   
   If this is switched on for “reporting manager/ Team manager” then the shift creation permission of the SPOC for that particular employee (SPOC shift permission from employee role) will be revoked and they can no longer schedule for the enforced employee.
   
   

2. Remove future schedules 
   
   
   
   If this is switched on then all the existing future schedules are removed once an employee has exceeded the no-show count limit within the set duration i.e. the monthly range or date range.
   
   
   

3. Action specific email 
   
   
   
   A warning email and notification will be sent to the employee or their SPOC to inform them that the employee's permission to create shifts has been revoked, and they can no longer schedule themselves for trips.

Please check the required boxes.

Additionally, you can enter the email IDs of the transport team (comma-separated) in the field below to include them in the email correspondence.

4. Auto Cancel the logout schedule if no show in login 
   
   a) Cancel logout schedule if no show in login
   
   
   
   If this is true, the logout schedule will get canceled if the employee is a no-show in the login trip.
   
   b) Time range from login to consider logout for removal 
   
   
   
   If the employee has a 9 AM login shift and a logout at 5 PM 
   The value is set as 720.
   
   In this case, the logout of 5 PM lies between 720 mins (i.e. 12 hrs) from the login of 9 AM.
   
   If an employee is a no-show in this login then the respective scheduled logout will be removed.
   
   
   c) Logout Cancellation Email
   
   If this is switched on then the employee/SPOC will be sent an email/notification informing that the logout schedule has been cancelled as they were a no-show for the login trip.
   
   Additionally, transport team email IDs can be configured under the empty box below with comma separated to receive the same email under correspondence.
   
   
   
   
   
   
   
   
   
   

Process flow

1. Check if ‘Cancel logout if no show in login’ is switched on.

2. If the switch is on then identify all the cases that were no-show in log-in. 

3. Filter cases where there is a trip in another cab in login direction within a configurable time i.e. check if there is a trip in 30 minutes from pick-up time. (refer: Duration to filter alternate transport minutes)

4. Check if an employee has a logout at the configured time difference from the login shift.
   If more than one logout is found then consider only the closest one and ignore the rest. 

5. Remove the logout. If the trip sheet is prepared and no-show cutoff is not passed then do not mark the user no-show. 

6. If it is established that the employee is a no-show in login and has a logout, and if there is no action taken in half an hour remove the logout upon trip completion then receiving the logout event sends a warning notification along with removal of logout schedule.

5. Trigger an email and push notification to the user informing removal of the logout shift.
   
   

Additional Configuration if needed:

1. a) Consecutive no show
   
   
   
   Consecutive means back-to-back no-shows. The system uses the ‘date-shift-no-show’ combination. 
   
   E.g.
   Date range =  02-01-2024 to 05-01-2024 
   No show count = 3
   Enable No show policy enforcement for = Both
   Consecutive no show = TRUE
   No of schedules = 4 (2 login/logout on 2-02-2024 and 2 login/logout on 3-02-2024)
   No show events = 3 (1 logout on 2-02-2024 and 2 login/logout on 3-02-2024)
   
   Then it is a back-to-back no-shows where no-show policy will be enforced.
   
   
   b) Consecutive no show with same-direction trips
   
   
   
   If this option is checked then only the trips in the same direction will be considered for the no-show count. 
   
   The user has to either be a no-show in login or logout continuously for the configured number of times
   E.g.
   
   Date range =  02-01-2024 to 05-01-2024 
   No show count = 2
   Enable No show policy enforcement for = Login
   Consecutive no show = TRUE
   Same direction trips as consecutive = TRUE
   
   No of schedules = 4 (1 login/logout on 2-02-2024 and 1 login/logout on 3-02-2024)
   No show events = 2 (1 login on 2-02-2024 and 1 login on 3-02-2024)
   
   

Then it is a back-to-back no-show in the same direction trips where no-show policy will be enforced.

Backend dependency:

Activating the no-show policy requires more than just enabling the properties; it also depends on a scheduled backend job.

Once this job run is configured, policy enforcement will begin. Typically, the job runs daily around 5 PM, after which users may start receiving the corresponding action emails.

Workflow of policy action enforcement:

AUTOMATION-1

Previously, when an employee breached the no-show count, their scheduling rights were revoked. These rights could only be reinstated through:

• Manual Restore

• Approval-Based Restore

However, these methods require manual intervention, which can be time-consuming and cumbersome.

The Solution: Auto Restore of Scheduling Rights

Our new Auto Restore feature ensures that scheduling permissions are automatically reinstated without any manual effort. This enhancement comes in two customizable options:

1. Restore After No-Show Calendar Month: Scheduling rights are automatically restored once the no-show calendar month has concluded.

2. Configurable Days Post-Enforcement: Scheduling rights are automatically restored after a specified number of days from the policy enforcement date. This period is configurable to meet the specific needs of your organization.
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   

Impact Areas

Audit

• All instances of permission restoration will be meticulously captured in the audit logs.
  
  

Employee Communication

• An email will be sent to employees to confirm the restoration of their scheduling rights.

• An app notification will also be sent to employees to inform them of the restoration.
  
  

Reporting

• The existing No-Show Policy Enforcement Report will be updated to include the permission restore date, providing a comprehensive overview of policy enforcement and restoration activities.
  
  
  
  

Benefits

• Efficiency: Eliminates the need for manual intervention, saving time and effort.

• Transparency: Ensures that all actions are documented and communicated effectively.

• Flexibility: Offers configurable options to best suit organizational requirements

AUTOMATION-2

Our new automation feature streamlines the process of managing transport permissions in cases of no-show policy breaches. Traditionally, permissions required manual approvals from reporting managers, leading to time-consuming, hierarchical steps with potential delays.

With this feature, users can now digitally track no-show occurrences and quickly reinstate or adjust transport permissions. Team or Reporting Managers can approve or reject ad hoc requests, with status updates reflecting instantly in the app. This simplifies the process, reduces manual intervention, and enhances efficiency.

1st no-show, this serves as a warning for the user
2nd no-show, also serves as a warning

3rd no-show, when transport permission is removed

Users can raise approval restoration requests from app

This functionality also allows a Team/Reporting Manager to approve/reject approval restoration requests. 

On the basis of their action taken, the status on the app will change accordingly.

How to enable it?

Enable configuration:

Site Admin -> No Show Policy Enforcement -> Approval for restore; default = Off

Check employee = restoration normal shift permission

Check Reporting/Team manager = restoration SPOC shift permission

Additionally, transport team email IDs can be configured under the empty box below with comma separated to receive the same email under correspondence.

Map approver list:

Data sync > NoShow Approvers > Download template > Fill in the approver list > Upload file

THANK YOU