Shift Pairing

Created by Moveinsync Help, Modified on Wed, 14 May at 1:36 AM by Moveinsync Help

Shift Pairing

Definition:

Shift Pairing is a system feature used to manage and optimize employee work hours by linking login times to specific, rule-based logout times. It ensures compliance with corporate regulations, especially around minimum required working hours.

How It Works:

When an employee logs in to start work, the Shift Pairing system begins tracking the time. The employee will only be allowed to log out after they have completed a minimum number of working hours (defined as "X" hours). The system either enforces a direct logout time or provides a set of valid logout options based on the login timestamp.

Purpose and Compliance:

Compliance with Work Hour Policies:

Many companies require employees to work a minimum number of hours per shift. Shift Pairing ensures that no employee can log out too early, enforcing this rule automatically.

Key Benefits:

● Adherence to Policies: Employees can only log out after a specified number of hours (X hrs) from login, complying with minimum working hour regulations.

● Improved Fleet Management: By mapping specific logins to designated logouts or a set of logout options, Shift Pairing reduces the need for ad-hoc fleet adjustments.

● Enhanced Customer Experience: Streamlines operations, leading to better planning and reduced operational disruptions.

Shift Pairing helps in achieving operational efficiency and aligns with corporate policies, ultimately enhancing the overall customer experience.

Very Important Note:

When Shift Pairing is enabled - it is a must to schedule for login first and then go for logout. If the employee is not scheduling for login and trying for logout - It will not show any shift.

As the name suggests 'SHIFT PAIRING' - the shifts should be in pairs - Login and then logout.

Shift Pairing Logic Q&A (Login should be scheduled before Logout)

Q1: Why can't I see any logout shift options?

A: You must first schedule a login shift before you can view or select a logout shift. Shift Pairing requires both login and logout to be linked — it will not show any logout options unless a login is scheduled first.

Q2: I scheduled a logout but didn’t choose a login. Why is nothing showing up?

A: In Shift Pairing, logout must be paired with a valid login. Please go back and schedule your login shift first — then the system will show logout options based on that login.

Q3: Can I schedule only a logout without a login?

A: No, Shift Pairing doesn't allow logout to be scheduled independently. You need to first select a login shift. This ensures your logout time aligns with your minimum working hours.

Q4: What does Shift Pairing mean exactly?

A: Shift Pairing means every logout must be paired with a corresponding login. This pairing ensures that your total work hours meet company policies and helps in managing operations effectively.

Q5: I forgot to schedule a login and now the system won’t let me log out. What should I do? A: You’ll need to first schedule your login shift. The system won’t allow logout without a paired login. Once the login is set, you’ll see eligible logout times.

Q6: Can I change my logout time after selecting a login?

A: Yes, you can select from available logout options after scheduling a login, as long as it meets the required cut offs.

Steps to configure shift pairing:

Step 1: Go to Profile icon and click on “Site administrator”

upon clicking “site administrator”,on the left side of the screen appears “Scheduling Management” on clicking “Scheduling Management”,

Navigate to the Manage Shift Categories section. Select the shift category :

● Select the shift type you want to configure.

case1: select"Login" and shift time and then shift pairing values in the pairing table below.

● Identify the "Login" shift row for the day you wish to configure (e.g., Monday).

● Confirm the Shift Time as per your requirements .

Step 3: Set Availability for Employees

● In the "Available to Employee" column, select"Yes"to allow employees to view and select this login shift.

This means employees will be able to see the login shift in their schedule.

Step 4: Define Cut-Off Time for Employees and SPOC

● Under "Cut Off for Employee (hrs)", enter the value as per your requirements along with the shift pairing values.

Shift Pairing Values Understanding :

For example : If a login is scheduled for 10am and minimum/maximum shift pairing is set to 9 hours - then only 7pm logout will be visible.

Logic ( 10am + 9 hours ) = 7pm

For example: If a login is scheduled for 10am and minimum/maximum shift pairing is set 9 hours and 11 hours respectively - then only 7pm, 8pm and 9pm shifts will be visible.

→ case2: select"Logout" and shift time and then shift pairing values in the pairing table below.

● Identify the "Logout" shift row for the day you wish to configure (e.g., Monday).

● The shift pairing values for the logout shift should exactly be the same as login.

For example :

If login 10am has a shift pairing of min/max as 9 and 10 hours.

In that case , the logout shift pairing should also be set as 9 and 10 hours.

Step 3: Set Availability for Employees

● In the "Available to Employee" column, select"Yes"to allow employees to view and select this logout shift.

Step 4: Define Cut-Off Time for Employees and SPOC

Case-1: One Login, One Logout

(1 login → 1 logout)

● What it means: Each login time has exactly one fixed logout time.

● Example: If someone logs in at 9:00 AM, they must log out at 6:00 PM.

● Shift Duration: Fixed, always 9 hours.

● Min & Max Shift Pair Difference: Both set to 9.0 — meaning only that exact pair is allowed.

Use this when the shift duration is fixed and predictable.

Case-2: One Login, Multiple Logout Options

(1 login → many logout options)

● What it means: One login time is allowed, but users can log out at multiple possible times.

● Example: Login at 9:00 AM, then logout can be 6:00 PM, 7:00 PM, 8:00 PM, or 9:00 PM. ●

Shift Duration: Minimum is 9 hours, maximum is 12 hours.

● Min & Max Shift Pair Difference: Min: 9.0, Max: 12.0

Use this when there is flexibility in shift end times based on workload or user preference.

Case-3: No Fixed Pairing

(Shift pairing is not required)

● What it means: No strict rules on which login must pair with which logout.

● Example: Any login can go with any logout.

● Shift Duration: Can be from 0 to 24 hours — meaning full flexibility.

● Min & Max Shift Pair Difference: Min: 0.0, Max: 24.0

Use this when shift pairing is not applicable, or the system should allow all combinations freely.

Here’s a simple step-by-step guide on how to configure Shift Pairing in bulk based on the image you shared:

How to Configure Shift Pairing in Bulk

1. Select the Shift Category

● On the Shift Category Management page, choose the required shift category (e.g.,

Default) from the list.

2. Click on “Bulk Download”

● After selecting the shift category, click the "Bulk Download" button.

● This will download a CSV file containing the current shift settings for that category.

3. Open the CSV File

● Open the downloaded CSV file in Excel or any spreadsheet software.

● You’ll see columns like:

○ Day

○ Shift Type

Shift Time

○ Min Shift Pair Diff

○ Max Shift Pair Diff and other related fields

4. Update Shift Pairing Fields

● Based on your use case (Case-1, 2, or 3), modify the Min Shift Pair Diff and Max Shift Pair Diff values:

5. Save the File

● Once you've made the required changes, save the CSV file.

6. Upload the File

● Back on the same page, click “Bulk Upload”.

● Select your edited CSV and upload it.

7. Verify Your Changes

● After uploading, check if the table reflects the updated shift pairing configuration.

Note : Adhoc Can be scheduled independently - irrespective of shift pairing.

Questions and Answers

1. How does the system decide what logout times are available?

Answer: Logout options are determined based on your login time and the configured minimum and maximum shift duration. For example, if you log in at 10:00 AM and the pairing is set for 9 to 11 hours, the system will offer logout shifts at 7:00 PM, 8:00 PM, and 9:00 PM.

2. Can I change my logout shift after I have scheduled my login?

Answer: Yes, you can choose from the available logout options as long as they fall within the allowed time range set by your shift pairing configuration.

3. What are the different types of Shift Pairing configurations? Answer:

● Case 1: Fixed Pairing – One login maps to one logout. Example: Login at 9:00 AM, logout at 6:00 PM (exact 9 hours).

● Case 2: Flexible Logout Options – One login maps to multiple logout times. Example: Login at 9:00 AM, logout can be 6:00 PM, 7:00 PM, or 8:00 PM.

● Case 3: No Pairing Required – Any login can match with any logout. Example: Full flexibility, from 0 to 24 hours.

4. What should I do if I can’t log out even after completing my work?

Answer: First, check if your login shift was properly scheduled. The system will only allow logout if a valid login exists and the minimum shift duration has been completed. If both conditions are met and you're still facing issues, contact your SPOC or site administrator.

5. Can I see my available login and logout shifts in advance?

Answer: Yes, if the shifts are made available by your site administrator and fall within the cut-off time, you can view them in your scheduling portal.

6. Are Adhoc shifts affected by Shift Pairing?

Answer: No. Adhoc shifts can be scheduled independently and do not follow the Shift Pairing rules.

7. Who should I contact if Shift Pairing is not working for me?

Answer: If you're experiencing issues with Shift Pairing, contact your Site Administrator or SPOC. They can help review the shift setup and resolve any configuration problems.