> For the complete documentation index, see [llms.txt](https://kb.logicerp.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.logicerp.com/logic-erp-learning-hub-tutorials-and-best-practices/payroll/payroll-setups/setup-payroll-shifts.md). # Setup Payroll Shifts **Available on:** Desktop · Web · Phone Navigate to **Payroll Setups** and click on "Setup Payroll Shifts". **Setup Payroll Shifts** lists the shifts employees work: each with its name, its time in and time out, and its grace time. With the shift roster, each shift can also have its usual **week-offs**, and a shift no longer used can be made **inactive**. ## The columns | Column | What to enter | | -------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Shift Name** | The shift's name, for example *GENERAL SHIFT* or *NIGHT SHIFT*. Two shifts cannot have the same name (capitals and spaces are ignored). | | **Shift Time In** | When the shift starts, for example *09:30 AM*. | | **Shift Time Out** | When the shift ends. It can be earlier than Time In for a night shift, for example *10:00 PM* to *06:00 AM*. | | **Grace Time(Min)** | Minutes taken off an employee's late minutes. With 10 minutes' grace, an employee who comes 15 minutes late is counted 5 minutes late. | | **Week-off Pattern** | The shift's usual week-offs, picked from [Setup Week-off Patterns](/logic-erp-learning-hub-tutorials-and-best-practices/payroll/payroll-setups/setup-week-off-patterns.md). Pick **(NONE)** — the cell then stays blank — for a shift with no fixed week-offs. | | **Inactive** | **Yes** for a shift no longer used. | **Week-off Pattern** and **Inactive** appear only once your company has the roster update. How late minutes count towards late days in payroll also depends on your payroll settings, such as whether grace time is deducted there. ## Set up a shift ### **Step 1: Enter the shift** * On the blank last line, type the **Shift Name**, **Shift Time In**, **Shift Time Out** and **Grace Time(Min)**. * Press **Enter** after each cell. ### **Step 2: Week-offs and status** * Choose the shift's **Week-off Pattern**. Only active patterns are offered; an inactive pattern already on a shift stays until you pick another. * Set **Inactive** to **Yes** for a shift that is no longer used. ### **Step 3: Save** * Press **Save** and confirm. > **Example —** A shop's staff work 9:30 am to 6:30 pm with every Sunday off, with 10 minutes' grace. > > 1. Shift Name *GENERAL SHIFT*, Shift Time In *09:30 AM*, Shift Time Out *06:30 PM*, Grace Time(Min) *10*. > 2. Week-off Pattern *SUNDAY OFF* (made in Setup Week-off Patterns). > 3. Every employee rostered on GENERAL SHIFT with the shift's own week-offs then gets Sundays off. ## More examples ### **One shift, but different week-offs for each person** Staff work the same hours but their week-offs differ: for example 10:00 AM to 7:00 PM for everyone, with a different weekday off for each person. Make **one shift**, not a shift per week-off. * Shift Name *GENERAL 10-7*, Shift Time In *10:00 AM*, Shift Time Out *07:00 PM*, Grace Time(Min) as your rules say. * Week-off Pattern: the pattern **most** of the staff follow, or **(NONE)**. * In [Allocate Roster](/logic-erp-learning-hub-tutorials-and-best-practices/payroll/payroll-entry/allocate-roster.md), pick each person's own **Week-off Pattern** on their roster line. It replaces the shift's pattern for that person. If the shift's pattern is **(NONE)**, a roster line left on **(SHIFT'S OWN)** gives that person no week-offs at all. So when you choose (NONE), pick a pattern on every roster line. > **Example —** All support staff work GENERAL 10-7. Each one has Sunday off every week, and in alternate weeks either the Saturday or their own weekday off. The shift is set to **(NONE)**, and each person's roster line takes one of the *SAT + … ALTERNATE* patterns described in [Setup Week-off Patterns](/logic-erp-learning-hub-tutorials-and-best-practices/payroll/payroll-setups/setup-week-off-patterns.md). ### **Night shift** * Shift Name *NIGHT 10-6*, Shift Time In *10:00 PM*, Shift Time Out *06:00 AM*. Time Out may be earlier than Time In for a shift that runs past midnight. * For 6 nights on and 1 off, whatever the weekday, give it a **ROTATING CYCLE** pattern of 7 days with Cycle Day 7 off (the *6 ON 1 OFF* example in Setup Week-off Patterns). ### **Day shift one week, night shift the next** Do not change the employees' shift every week. Make both shifts here, then put them in a rotation in [Setup Shift Rotations](/logic-erp-learning-hub-tutorials-and-best-practices/payroll/payroll-setups/setup-shift-rotations.md) (for example 7 days DAY SHIFT, then 7 days NIGHT SHIFT), and give the staff a **ROTATION** line in Allocate Roster. ## How the roster uses a shift * A roster line or rotation step set to **(SHIFT'S OWN)** week-offs uses the shift's **Week-off Pattern**. A shift on **(NONE)** gives those employees no week-offs. * An **inactive** shift stays on the records that already use it, but is not offered for new roster lines or rotation steps. * Changing a shift's pattern does not change rosters already generated. Generate again for the employees on that shift — see [Generate Roster](/logic-erp-learning-hub-tutorials-and-best-practices/payroll/payroll-entry/generate-roster.md). ## Deleting a shift Payroll shifts cannot be deleted: deleting a line does nothing. Set **Inactive** to **Yes** instead. **Setup Shifts for POS** (under Configurations) is the same screen for POS shifts. It has no Week-off Pattern or Inactive column, and a POS shift can be deleted when nothing uses it — after *Confirm Deletion*, it is removed when you **Save**. ## Messages you may see | Message | Why | What to do | | ------------------------------------------------------- | ------------------------------------------------- | ------------------------------------ | | Enter Shift Name | The line has no name | Type the name | | Shift Name '…' already exist | Two shifts with one name | Use another name | | Invalid Time In / Invalid Time Out | The time could not be read | Enter a time such as *09:30 AM* | | Modification rights not available..... | On **Save**: your user may only view this menu | Ask for modify rights in User Access | | Shift: … Can not be Deleted. Linked with another table. | **Setup Shifts for POS**: the POS shift is in use | Leave it | ## On the web The same screen is on the web. **Shift Time In** and **Shift Time Out** open a list of times in 15-minute steps; pick a time or type one — *9:30 pm* is accepted. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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