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Shift Rule Set Settings

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Brian Merzbach
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This section will explain in detail all the settings available within the Shift Rule Set.

  • Rule Set Name: The name of the rule set. This should be unique.
  • Min Hours Before Shift Trade: Minimum amount of time (in hours) before a shift’s start time that an employee can trade the shift. RosterApps will not allow employees to request trades for shifts that begin in less than this number of hours. For example, if you enter 5.00 in this field, an employee would not be able to trade away a shift that begins in four hours. However, an employee could trade away a shift that begins in six hours. This is also the number of hours before a shift’s start time that RosterApps will automatically remove it from the Trade Board.
  • Allow Employee To Request Trade With Conflict ‘Min Hours Before Shift Trade' - Check this box to allow employees to request a trade that conflicts with the above rule. 
  • Supervisor Must Approve Trades With Conflict ‘Min Hours Before Shift Trade’ - Check this box to enforce that supervisors must approve trades that conflict with the "Min Hours Before Shift Trade" setting.  Only relevant if the above setting is enabled which allows employees to request a trade with a conflict.
  • Max Hours Before Shift Trade: Maximum amount of time (in hours) before a shift begins that an employee can trade the shift. RosterApps will not allow trade requests for shifts that begin in more than this number of hours. For example, if you enter 100.00 in this field an employee would not be able to trade away a shift that begins in 101 hours. However, they could trade away a shift that begins in 99 hours.
  • Use Shift Start Time For Overriding The Shift Trade Expiration Time: Check this box if you wish to have shift trade requests expire at the shift start time (default is to expire at the shift end time).
  • Can Receive Trades: Check this box to allow employees to receive shift trades.
  • Can Trade Away Shifts: Check this box to allow employees to trade away shifts.
  • Can Post To Trade Board: Check this box to allow employees to post their shifts to the trade board, where other employees can claim them on a first come, first served basis.
  • Trade Board Post Approval Required: Check this box to require supervisor approval for all trade board posts from employee-level users.
  • Can request PTO for shift traded away through Trade Board: Check this box to allow employees to request PTO for shifts that they trade away on the trade board.
  • Can Claim Shift Trade From Trade Board: Check this box to allow employees to claim shifts from the trade board.
  • Trade Board Shift Trade Claim Approval Required: Check this box to require supervisor approval for employees to pick up shifts from the trade board.
  • Must Claim Open Shift Before Claiming Duplicate Shift Trade: Check this box to require employees to claim any open/unassigned shifts (posted by a supervisor) before claiming any identical shifts (same hours, same skill) posted by employees. This ensures that employees claim shifts that are currently not assigned to any employee before taking a shift that is currently assigned to a co-worker. You may choose to do this to ensure that there is coverage for all shifts.
  • Can Claim Overtime From Trade Board: Check this box to allow employees to claim open/unassigned shifts (posted by the supervisor) from the trade board. An open shift is one not currently on any employee’s calendar.
  • Trade Board Overtime Claim Approval Required: Check this box to require supervisor approval when employees claim open shifts (unassigned shifts posted by a supervisor) from the trade board.
  • Min Hours Before Claim Overtime From Trade Board: The minimum number of hours before a shift begins that employees can claim open shifts from the trade board. For example, if you enter 2.00 in this field, an employee must claim a shift from the trade board at least two hours before it begins. If a shift on the trade board begins in one hour, an employee cannot claim it.
  • Can One Way Trade: Check this box to allow employees to trade one-way. A one-way trade is where one employee gives another employee a shift (without exchanging a shift in return).
  • One Way Trade Approval Required: Check this box to require supervisor approval for one-way trades. Trades will not be executed until a supervisor approves them.
  • Block the splitting of Traded Shifts: Check this box to prohibit the splitting of shifts received through an employee-to-employee trade.
  • Can request PTO for shift traded away One Way: Check this box to allow employees to request paid time off on shifts that they trade away. Employees will have the option to check a box for ‘Paid PTO for the shift in the event the trade is completed’ when they trade a shift away, either directly to a co-worker or by posting to the trade board. Employees can request PTO regardless of how many PTO accrual hours they have, but they will only receive the PTO if they have enough accrual hours available.
  • Paid Time Off Reason for PTO on shifts traded away (optional): Use this drop-down menu to select the PTO reason used when employees request PTO on shifts traded away, if they are allowed to do so.
  • Max Number of One Way Shift Trades in a Month: Enter a numeric value to indicate the maximum number of one-way trades that an employee can have in a calendar month.  Enter a values of zero (0) if you wish to not use the rule.
  • Only Count Original Shifts Towards Limit: Check this box if only originally assigned shifts should count towards the allowed one-way shifts which can be traded in a month.  This setting is only used if the above setting is also utilized.
  • Don't Count Against Limit If Shift Is traded Back To Original Owner: Check this box if a shift traded back to its original owner should not count towards the allowed one-way shifts which can be traded in a month.  This setting is only used if the above setting is also utilized.

  • Can Two Way Trade: Check this box to allow employees to two-way trade. A two-way trade is a trade in which two employees exchange shifts.

  • Two Way Trade Shifts Must Be Same Duration: Check this box to require that both shifts in a two-way trade are the same duration, or length. For example, if you check this box an employee could not trade a six-hour shift for another employee’s eight-hour shift.

  • Two Way Trade Shifts Must Be in Same Week: Check this box to require that both shifts in a two-way trade occur within the same week.

  • Two Way Trade Shifts Must Be Same Skill: Check this box to require that both shifts in a two-way trade have the same skill associated with them.

  • Two Way Trade Shifts Must Be Within Window Days: Check this box to require that both shifts in a two-way trade occur within the number of days specified in the next rule.

  • Number of Days for Two Way Shift Trade Pay Back Window: The number of days allowed between shifts in a two-way trade, if you have checked the box in rule above. For example, if you enter 3.00 in this field, the two shifts in a two-way trade could only be up to three days apart.

  • Max Number of Two Way Shift Trades in a Calendar Year (0 = ignore): The maximum number of two-way shift trades employees are allowed in a calendar year.

  • Earliest Date to Include for Annual Max (optional): This date establishes the first date of the year to use for above rule. The default is January 1st, but if you want to use a different date for the beginning of the year, enter it here.

  • Max Number of Two Way Shift Trades in a Week (0 = ignore): The maximum number of two-way shift trades that employees can make in a week.

  • Max Number of Two Way Shift Trades in a Month (0 = ignore): The maximum number of two-way shift trades that employees can make in a calendar month.
  • Only Count Original Shifts Towards Limit: Check this box if only originally assigned shifts  should count towards the two-way trade limit. This setting is only used if the above settings are also utilized.
  • Don't Count Against Limit If Shift Is traded Back To Original Owner:  Check this box if a shift traded back to its original owner should not count towards the allowed two-way shifts which can be traded.  This setting is only used if the above settings are also utilized.

  • Two Way Trade Shifts Must Be Within Same Calendar Year: Check this box to require that shifts in a two-way trade occur within the calendar year.

  • Two Way Trade Approval Required: Check this box to require supervisor approval for two-way shift trades. Trades will not take effect until a supervisor approves them.

  • Max Number of One Way and Two Way Shift Trades in a Month (0 = ignore): The maximum number of combined one way and two way shift trades that an employee is allowed in a calendar month.
  • Only Count Original Shifts Towards Limit: Check this box to only count originally assigned shifts towards the monthly maximum (setting above)
  • Don't Count Against Limit If Shift Is traded Back To Original Owner: Check this box to not count shifts traded back to original owner towards the monthly maximum (setting above)

  • Can Block Trade One Way: Check this box to allow employees to block trade one way. A block trade is a trade of a group (or block) of shifts in a specific time period—for example, an employee might want to trade away all of their shifts in a certain week, while they go on a trip. A one-way block trade is when an employee gives a block of their shifts to another employee, without receiving a block of shifts in exchange.

  • Can Block Trade Two Way: Check this box to allow employees to two-way block trade. A two-way block trade is when two employees exchange blocks of shifts.

  • Shifts Must Be Consecutive: Check this box to enforce that shifts being traded in a block must be on consecutive days.
  • Max Consecutive Days in Block: The maximum consecutive days that can occur in a block trade. For example, if you enter 7 in this field, an employee could trade a block of seven work-days in a row, but not a block of eight work-days in a row.
  • Two Way Block Trade Must Be Same Number of Shifts: Check this box to require that in a two-way block trade, both employees exchange the same total number of shifts. For example, if Employee A trades a block of five shifts, Employee B must trade them a block of five shifts for the two-way block trade to be valid.
  • Two Way Block Trade Must Be Same Total Hours: Check this box to require that in a two-way block trade, both employees exchange the same total number of hours. For example, if Employee A trades a block of shifts that includes a total of 20 hours, Employee B must trade them a block of shifts that also totals 20 hours for the two-way block trade to be valid.
  • Two Way Block Trade Must Be Same Skill: Check this box to require that all shifts involved in a two-way block trade have the same skill.
  • Two way Block Trade All Shifts Must Be Within The Same Calendar Week: Check this box to require that all shifts involved in a two-way block trade be in the same calendar week.

  • One Way Block Trade Approval Required: Check this box to require supervisor approval for one-way block trades. Trades will not take effect until a supervisor approves them.

  • Two Way Block Trade Approval Required: Check this box to require supervisor approval for two-way block trades. Trades will not take effect until a supervisor approves them.

  • Can Request Recurring Shift Trades: Check this box to allow employees to request recurring shift trades. A recurring shift trade is a shift trade that repeats multiple times. For example, an employee may want to trade away their Monday evening shift for the rest of the calendar year. This would be a recurring shift trade. Currently in RosterApps, recurring shift trades only work with weekly-repeating schedules. Leave this box unchecked if you have a work group that does not have a weekly-repeating bid package/schedule.

  • Recurring Trade Must Be Two Way: Check this box to require that all recurring trades be two-way trades.

  • Recurring Trade Shifts Must Be Same Duration: Check this box to require that all two-way recurring trade shifts be the same duration, or number of hours in length.

  • Recurring Trade Shifts Must Be Same Skill: Check this box to require that all two-way recurring trade shifts have the same skill associated with them.

  • Recurring Trade Employees Must Be Same Employee Status: Check this box to require that both employees engaged in a two-way recurring trade have the same employee status (e.g. both must be full-time or both must be part-time).

  • Recurring Trade Continues in Vacation Weeks: Check this box to allow recurring shift trades to continue in vacation weeks. For example, say Annie and Albert agree to a two-way recurring shift trade, where Annie exchanges her Monday shift for Albert’s Wednesday shift. Annie is awarded a week of vacation in August. If this box is checked, the recurring shift trade continues during that week of vacation, and Albert works Annie’s Monday shift that week (Albert’s original Wednesday shift goes to the supervisor’s shift management page). If this box is not checked, during the vacation week both employees’ schedules go back to their original days, and Albert will work his original Wednesday shift that week.

  • Max Number of Weeks That Trade Can Repeat from current date (total trades - 1): The maximum number of weeks that the trade can repeat from the current date. For example, if you only wanted a shift trade to recur a maximum of three times, you would enter 3 in this field.

  • Recurring Shift Trade Approval Required: Check this box to require supervisor approval for recurring shift trades.

  • Can Trade Away an Overtime Shift: Check this box to allow employees to trade away shifts that they have received overtime on. With regards to airlines, open shifts posted by a supervisor (to the trade board or open shift bid board) and claimed by an employee or assigned to an employee directly by a supervisor typically qualify for overtime if the employee works over forty hours for the week that shift falls within.

  • Overtime Shift Traded Stays Overtime: Check this box to establish that overtime qualifying shifts stay overtime qualifying shifts when traded to another employee. Usually in airlines when an employee chooses to pick up a shift from another coworker, the shift doesn’t qualify as overtime even if it puts them beyond forty hours/week. Only those shifts that put an employee beyond forty hours/week and were initiated by a supervisor (either by posting the open shift to the open shift bid board or assigning it directly to an employee’s calendar) qualify for overtime. This rule establishes whether or not an overtime shift stays overtime if an employee trades it away. For example, Molly picks up a shift that the supervisor posted to the open shift bid board. This puts her beyond forty hours that week, so she gets overtime for that shift. Then Molly trades that shift away to Maria. If you have checked this box, Maria gets overtime too, even if she works under forty hours for the week. If you have not checked this box, Maria does not get overtime, even if the shift puts her beyond forty hours for the week.

  • Overtime Stays With Employee During Two Way Trade: Check this box to establish that when an employee trades an overtime qualifying shift as part of a two way trade, the shift the employee gets in return will also be overtime qualifying, regardless of whether it was overtime qualifying for the original employee.
  • Overtime reason required for terminated employee shifts unassigned: Check this box to require an overtime reason be specified when a terminated employee's shifts are being sent to shift management.
  • Overtime comment required for terminated employee shifts unassigned: Check this box to require an overtime comment be specified when a terminated employee's shifts are being sent to shift management.

  • Can Trade Away if Original Shift Owner: Check this box to allow employees to trade away shifts from their original bidline/schedule or shifts directly added to their calendar by a supervisor.

  • Can Trade Away if Not Original Shift Owner: Check this box to allow employees to trade away shifts that were not from their original bidline (e.g. shifts they received from other employees or were assigned by a supervisor).

  • Can Receive a Trade on Day with Time Off (PTO/UTO/VTO): Check this box to allow employees to receive a trade on days that they have been granted any PTO, UTO, or VTO.

  • Require Supervisor Approval for PTO on shifts traded away: Check this box to require supervisor approval for PTO on shifts traded away, if employees are allowed to request PTO on shifts traded away.  If you do not check this box, employees will automatically be granted PTO if they request it on shifts traded away, provided they have enough hours in the relevant PTO accrual account.

  • Only Original Shift is eligible for PTO if the shift is traded away: Check this box to only allow PTO on shifts traded away if they are employees’ original shifts. For example, Yolanda trades a shift from her original bidline to Sally. Sally later trades that shift to Kyle, and requests PTO on the shift as she trades it away. If you have checked this box, the shift is not eligible for PTO when Sally trades it away, because it is not her original shift. If you have not checked this box, the shift could still be eligible for PTO when Sally trades it away.

  • Maximum Occurrences of PTO on shift traded away in calendar year (0=no limit): The maximum number of times in a calendar year that employees can receive PTO on shifts that they trade away.

  • Maximum Occurrences of PTO on shifts traded away in Window (0=no limit): The maximum number of times in a specified time window (rule below) that employees can receive PTO on shifts that they trade away.

  • Window (in Days) for Occurrences of PTO on shift trade away (0=none): The size of the time window (in days) that relates to rule above.

  • Can Receive a Trade on Day with Vacation Award: Check this box to allow employees to receive trade shifts on days for which they’ve been awarded time off from a Vacation Bid.
  • Can Trade Shift that was Previously Approved as Paid Time Off: Check this box to allow employees to trade away shifts that have been approved for PTO. This applies to shifts that are not currently approved for PTO but were in the past, as well as current PTO shifts.
  • Can Receive a Trade Overlapping Time Off (PTO/UTO/VTO) Shift Times: Check this box to allow employees to receive trade shifts that overlap shifts that have been approved as PTO, UTO, or VTO.
  • Can Receive a Trade on a Day that was Originally Scheduled: Check this box to allow employees to receive trade shifts that occur on days that they were originally scheduled. For example, Lauren is scheduled to work from 9-5pm on Tuesday and wants to receive a trade shift from 6-8pm Tuesday evening. If this box is checked, she can receive the trade shift. If this box is not checked, she cannot receive the trade shift.
  • Can Receive an Open Shift matching Original Shift Start/End: Check this box to allow employees to receive open (unassigned) shifts that match the start/end time and date of shifts originally on their bidlines/schedules. For example, Michael traded away his Friday 8am-4pm shift, but later decides he does want to work that day. He would like to pick up an open shift that occurs on Friday from 8am-4pm. If you checked this box, Michael can pick up the shift. If you did not check this box, he cannot. One thing to consider is that checking this box could result in employees receiving overtime for working when originally scheduled.
  • Can Receive an Open Shift Overlapping Original Shift: Check this box to allow employees to receive open (unassigned) shifts that overlap any part of an originally assigned bidline/schedule.  
  • Can Receive a Trade on a Day with an Absence: Check this box to allow employees to receive a trade on a day that they have an absence. For example, Angela was scheduled to work Monday morning and missed that shift. She would like to pick up a trade shift for that Monday evening to make up for it. If this box is checked, she could pick up a trade shift on the same day that she was absent for her shift. If this box is not checked, she could not pick up a trade shift that day.

  • Max Shift Overlap (hours): The maximum number of hours that two shifts can overlap.

  • Max Shift Overlap for Split Shifts (hours): The maximum number of hours that two shifts can overlap, if one or more of the shifts is a split shift.

  • Max Shift Overlap for Day: The maximum number of overlap hours that employees can have per calendar day, if they are allowed to have multiple, overlapping shifts. For example, Larry is going to work three shifts on Thursday. If you enter 2.00 in this field, there could only be a maximum of two hours of overlap between any of Larry’s three shifts, so his first and second shift could overlap by one hour and his second and third could overlap by one hour for a total of two overlap hours, but no more than that.

  • Can Employee Select to Receive Paid Time Off for Overlap for Trades: Check this box to allow employees to request PTO on overlap hours of trade shifts. For example, Betty normally works 8am-4pm, and on Friday she picks up a 3-7pm shift from a co-worker. When she works that day, there is 1 hour of overlap from 3-4pm. She effectively works her 8am-4pm shift, and then 4-7pm of the second shift. If you check this box, Betty could request PTO on that hour of overlap from 3-4pm. If you don’t check this box, she cannot.

  • Can Employee Select to Receive Paid Time Off for Overlap for Claimed/Bid Open Shifts: Check this box to allow employees to request PTO on overlap hours of open shifts. For example, Lucy is scheduled to work 6am-1pm on Thursday, and she claims an open shift from the trade board scheduled for 11am-5pm on Thursday. If this box is checked, Lucy could request PTO for the two hours of overlap from 11am-1pm. If this box is not checked, she cannot.

  • Paid Time Off Reason to Use for Overlap Paid Time Off (optional): Use this drop-down menu to select the PTO reason used when employees request PTO on shift overlaps, if employees are allowed to do so.

  • Max Week Work Hours (0 = ignore rule): The maximum number of hours that an employee can work in a week. If you don’t want to limit the number of hours employees can work in a week, enter a 0 in this field. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Max Overtime Qualified Hours Per Week (0 = ignore rule): The maximum number of hours that employees can work that qualify for overtime. This would limit the open shifts that employees can pick up from the trade board or that supervisors could directly assign to them. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Max Base Plus Trade Hours Per Week (0 = ignore rule): The maximum number of hours of base bidline/schedule shifts plus trade shifts (from other employees) that employees can work in a week. This figure does not include open shifts picked up from or assigned by a supervisor, which qualify for overtime. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Max Work Hours In Window: The maximum number of hours that an employee can work in a certain time window, which you specify in rule TTT. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Window Hours for Max Work Hours: The length of the time window (in hours) that relates to rule SSS. For example, if you enter 48.00 here and enter 36.00 in the previous rule setting, employees can only work a maximum of 36 hours in a 48-hour window.

  • Max Number of Shifts Starting In Window: The maximum number of shifts that employees can begin in the given time window, which you will specify in the rule below. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Min Shift Duration to Count Toward Max Shift Count (hrs): The minimum length (in hours) that a shift must be in order to count towards the maximum shift count in rule above. For example, if you enter 2.00 in this field, then if an employee comes in for only 1.00 hour it does not count as a shift. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Window Hours for Max Number of Shifts (0 = ignore rule): The length of the time window (in hours) the relates to rules UUU and VVV. For example, you might put 48.00 here for a 48-hour time window.

  • Min Work Hours In Window: The minimum number of hours that an employee must work in a given time window, which you will specify in rule YYY. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Window Hours for Min Work Hours: The length of the time window (in hours) that relates to rule XXX. For example, if you enter 168.00 in this field and enter 15.00 for the previous rule, employees would have to work at least 15 hours in a 168-hour window.

  • Min Avg Weekly Work Hours for Duration of Bid Package: The minimum average hours that employees must work per week for the duration of the bid package. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Min Percent Base Schedule Hours Worked for Duration of Bid Package: The minimum percentage of an employee’s base schedule/bidline hours that they must work for the duration of the bid package. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Min Percent of Base Schedule Hours Worked in Window: The minimum percentage of an employee’s base schedule (bidline) hours that they must work in a given time window, which you will specify in the next rule. Employees will not be able to request time off or trade shifts away if they fall below this minimum. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Window Hours for Min Percent of Base Schedule: The time window (in hours) that relates to the previous rule. A common time window for this rule is 720 hours, which is 30 days. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Min Percent of Base Hours Worked in Quarter: The minimum percent of an employee’s base hours that they must work in a quarter. Base hours are hours that come from the employee’s original bid package/schedule. Employees must work this number of hours, but it doesn’t matter whether the hours come from their original schedule or not—shifts picked up from co-workers also count towards this percentage. You can set or edit the dates of each quarter in Settings tab > Edit Quarter Dates. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Min Percent of Original Shift Hours Worked in Month: The minimum percentage of an employee’s original base schedule/bidline hours that they must work in a calendar month.  Note that employees must work this number of hours, but it doesn’t matter whether the hours come from their original schedule or not—shifts picked up from co-workers also count towards this percentage.  This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • Min Hours Worked in Quarter: The minimum number of hours an employee must work per quarter. You can set or edit the dates of each quarter in Settings tab > Edit Quarter Dates. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.

  • When assigned to employee, always use this ruleset when trading/receiving shift using a different ruleset: Check this box to enforce all rules of the ruleset assigned to the employee when trading or receiving a shift that may be under a different ruleset.
  • Min Base and Trade Hours Required For Week To Be Eligible For Open Shift: The minimum amount of base schedule/bidline plus trade shift hours that employees must work before they are eligible for an open shift, which would could qualify for overtime. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Use the shift's rule for above setting if from this workgroup (optional): When people trade shifts from two different rule sets, RosterApps usually uses the most restrictive rule for the shift. This setting overrides that if you want to for a specified workgroup. Choose the work group from the drop-down menu.
  • Min Percent of Base Schedule Hours Worked in Week: The minimum percentage of an employee’s base schedule (bidline) that they must work per week. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Max Consecutive Work Days (0 = ignore rule): The maximum number of days that an employee can work consecutively. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Min Regular Days Off Per Calendar Week (0 = ignore rule): The minimum number of regular days off that an employee must maintain at all times.
  • Min Continuous Rest Hours In Window: The minimum number of continuous rest hours that employees must have in a given window, which you specify in Max Consecutive Work Days rule. Continuous rest hours are consecutive hours that an employee is not on the clock. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Window Hours for Min Continuous Rest Hours: The time window (in hours) that relates to rule above.
  • Min Continuous Rest Hours Before 1st Shift of Day: The minimum hours of continuous rest employees must have before their first shift of the day begins. Continuous rest hours are consecutive hours that an employee is not on the clock. For example, if you enter 8.00 in this field, employees must not be scheduled to work for at least eight hours before their first shift of the day begins. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Minimum Continuous Rest Hours Within a Week (0 = ignore rule): The minimum hours of continuous rest employees must have at least once within the calendar week. Continuous rest hours are consecutive hours that an employee is not on the clock. For example, if you enter 24.00 in this field, employees must not be scheduled to work for at least 24 consecutive hours between any two shifts within the week at least once. This rule has the option to add includes if you would like. Please refer to the instructions here for adding an include.
  • Shifts From Prev Day That Are Continuous With 1st Shift Of Day Don't Count Against Continuous Rest Rule:  Check this box if shifts from the previous day which are continuous with the first shift of the day should not be considered when checking the above continuous hours rules.  For example, if an employee has a shift from 23:00-05:00, and this setting is enabled, then a shift starting at 05:00 would be allowed to be assigned to the employee.  
  • Can Employee Split Shift: Check this box to allow employees to split shifts into two or more segments. Employees may want to split shifts in order to request time off on part of a shift, or trade away part of a shift.
  • When employee is splitting a shift, show the option to, 'Remove the break from both segments': Check this box if you want to allow the employee to choose to remove the break from both segments.  If this option is not enabled, the break will get assigned to one of the segments based on the rules configured in the settings below.
  • Min Shift Segment After Split (hours): The minimum number of hours that a shift segment can be. For example, if you enter 2.00 in this field, a shift segment cannot be any shorter than two hours.
  • Max Times Shift Can Be Split: The maximum number of times a shift can be split. For example, if you have an eight-hour shift and you split it into a six-hour segment and a two-hour segment, and then split the six-hour segment, that would be two times the shift was split.

  • Automatically Handle Breaks When Employee Splits Shift: Check this box to have RosterApps automatically determine which segment of a shift gets a break when an employee splits a shift. RosterApps uses the next rule to determine this.

  • If Automatically Handling Breaks, Put Break With Segment Longer Than (hrs): The shortest shift segment that gets a break, in hours. This relates to rule above and determines which segment of a shift gets a break. For example, if you enter 4.00 here, shift segments of four hours or greater will get a break, but not shift segments any shorter than four hours. If no resulting segment from the split shift qualifies for a break, the break will be removed and neither segment will get a break.

  • Can Employee View Coworkers' Schedules: Check this box to allow employees to view their coworkers’ schedules. Please note that this allows employees to see all schedule information about their co-workers, including absent, PTO, UTO, and VTO shifts.

  • Must Assign Reason for Overtime: Check this box to require that supervisors assign a reason when giving overtime to employees/assigning open shifts to employees.

  • Require Comment When Creating Open Shift: Check this box to require supervisors to make comments when creating open shifts.

  • Use Overtime Comment When Posting Shift: Check this box to display the comments supervisors make when creating open shifts when posting the shift to the open shift bid board or trade board.

  • Must Assign Reason for Overtime when Removing Break from Shift: Check this box to require that supervisors assign a reason when removing a break from a shift that results in overtime.
  • Restrict Sensitive Data: Check this box to restrict employees from being able to see sensitive data related to other employees, i.e. PTO reasons.
  • Allow Schedule Viewers To View Sensitive Data: Check this box to restrict schedule viewers from seeing sensitive data about employees.
  • Require an extension shift when lengthening a shift: Check this box if the lengthening of a shift should result an extension shift being created.

  • Supervisor Can Post Overtime Shifts To Trade Board: Check this box to allow supervisors to post open shifts to the trade board.

  • Max Hours Before Pick OT Shift As OT (0 = ignore rule): The maximum number of hours before an open/overtime qualifying shift begins that an employee can claim it, if that claim will result in the employee getting overtime. You might use this rule if you want to avoid paying overtime unless it’s down to the wire, the shift is approaching, and you really need someone to work. For example, if you enter 2.00 in this field, an employee could not pick up an open shift that would give them overtime more than two hours before the shift begins. A different employee that would not get overtime from the open shift (because they are under 40 work hours/week) would be able to pick up the open shift at any time.

  • Supervisor Can Post Overtime Shifts To Bid Board: Check this box to allow supervisors to post open shifts to the open shift bid board, where employees can bid on the open shift.

  • Hours Before Shift Start That OT Bid Posting Expires: The number of hours before an open shift begins that the open shift bid board post expires. For example, if you enter 1.00 here, the bid board post for the open shift will expire one hour before the open shift begins.

  • Hours Before Shift End That OT Bid Posting Expires (blank = ignore rule): The number of hours before an open shift ends that the open shift bid board post expires. For example, if you enter 4.00 here, the bid board post for the open shift will expire four hours before the open shift ends.

  • Supervisor Can Add Shift Directly to Employee Calendar: Check this box to allow supervisors to directly assign shifts to employees.

  • Supervisor Must Assign Overtime Reason for Shifts Added to Calendar: Check this box to require that supervisors provide a reason when assigning shifts directly to employees’ calendars.

  • Enable Shift Rule Set settings check when Adding Shift Directly to Calendar: 

  • Eligible For Overtime: Check this box to indicate that employees under this rule set are eligible for overtime.

  • Supervisor Can Override Adding Hours to OT Bank When Assigning: Check this box to allow supervisors to assign overtime-qualifying open shifts to employees and prevent the hours from being added to the employees’ overtime banks.

  • Can Bid For Overtime: Check this box to allow employees to bid for shifts on the open shift bid board.

  • Can Bid Regardless of Conflicts: Check this box to allow employees to bid for open shifts on the open shift bid board, even if they have conflicts in their schedules.

  • Can Sign Up For Overtime: Check this box to allow employees to sign up for overtime—this allows employees to indicate to supervisors that they would like overtime for a time period (that they specify) so that supervisors knows they are available and interested.

  • Max Weeks Advance Sign Up For OT: The maximum number of weeks in advance of a shift that an employee could sign up for overtime.

  • Employee Can View OT Bank Balance: Check this box to allow employees to view their own overtime bank balances.

  • Employee Can Mark Self Absent: Check this box to allow employees to mark themselves absent for a shift they were scheduled for.

  • Comment Required For Mark Self Absent: Check this box to require employees to make comments when marking themselves absent, if they are allowed to mark themselves absent.

  • Minimum Comment Character Count For Mark Self Absent: The minimum characters required for an employee’s absent comment (relates to rule IIIII).

  • Minimum Hours Before Mark Self Absent: The minimum number of hours before a shift’s start time that an employee can mark themselves absent for that shift. For example, if you put 2.00 here, the employee must mark themselves absent at least two hours before the shift begins. If it is currently one hour before their shift starts, they could not mark themselves absent.

  • Maximum Hours Before Mark Self Absent: The maximum number of hours before a shift’s start time that an employee can mark themselves absent.

  • Supervisor Can Act for Employee: Check this box to allow supervisors to act for employees, i.e. do things for them. This includes engaging in trades on an employee’s behalf, signing employees up for open shifts, etc.
  • Supervisor Can Add Punch on Employee's Timecard: Check this box to allow for supervisors to add punches directly on the employee's timecard.
  • Supervisor Can Override Rules: Check this box to allow supervisors to override the rules of this rule set.
  • Supervisor Can Unassign Shift: Check this box to allow supervisors to unassign shifts from employees.
  • Supervisor Can Delete Shift From Calendar: Check this box to allow supervisors to delete shifts from employee calendars.
  • Follow Airline Rules For Overtime: Check this box to require overtime to follow rules set by the company.
  • Employees Receive Comp time For All Open Hours: Check this box if employees should receive comp time for any open hours that they work.
  • Employees Can Decide If They Receive Comp Time Or Not When Signing Up For Open Shifts:  Check this box if employees should have the ability to decide whether they will receive comp time when signing up for an open shift.
  • Max Comp Time Hours Employee Can Earn In A Calendar Year: The maximum number of comp hours that an employee can earn in a calendar year.

  • Accrual Account to Apply Open Hours to (optional): Use this drop-down menu to select which accrual account to apply overtime hours to when an employee is assigned to or picks up an open shift.

  • Adjustment to Shift Hours for Accrual Add: This rule refers to comp time. A company might offer comp time as an incentive to employees that take open shifts. Comp time is extra time that the employee is paid for but doesn’t actually work. For example, if you put 1.00 here, an employee would get paid for one extra hour of work (in addition to the hours that they work of the open shift and any overtime) for any open shift that they claim.

  • Can Trade Comp Shift: Check this box to allow employees to trade shifts with comp time.

  • Comp Time Stays With Shift When Traded: Check this box to keep comp time with shifts when they are traded away, if employees can trade comp shifts (rule SSSSS). For example, Betty is awarded an open shift from the open shift bid board, and for this she receives the open shift plus one hour of comp time. Betty then decides she can’t work the shift and trades it away to her coworker Nancy. If the comp time stays with the shift, Nancy will receive the open shift plus one hour of comp time. If the comp time does not stay with the shift when traded, Nancy will only receive the shift.

  • Can Only Trade Comp Time Shift for Another Comp Time Shift: Check this box to require that a comp time shift can only be exchanged for another comp time shift in the event of a two-way trade. Employees will be unable to exchange a comp time shift for a different shift that does not have comp time attached to it if you check this box.

  • Grant Adjustment Hours to Shift Extension: Check this box to apply the adjustment hours (or comp time) to shift extensions. For example, if you check this box and enter 2.00 in the Adjustment to Shift Hours for Accrual Add rule (above), an employee would receive two hours of comp time if a supervisor extends their shift.

  • Shifts must round to: Select a value from the dropdown to indicate what minute value that shifts should round to.  
  • Allow Employee to View Description: Check this box to allow employees to view a description of this rule set. There is a Rule Set Description field at the bottom of this page where you can write the description of the rule set that employees will see. If you do not check this box you can still enter text in that field for your own purposes, but employees will not be able to view it.
  • Employee can request Authorized Absence in Advance: Check this box to allow employees to request an authorized absence in the future.

  • Employee Can View Clock Punches: Check this box to allow employees to view their own clock punches on their employee calendars, if RosterApps is integrated with your Time and Attendance system.

  • Supervisor Can View Clock Punches: Check this box to allow supervisors to view employees’ clock punches on employees’ calendars, if RosterApps is integrated with your Time and Attendance system.

  • Schedule Viewer Can View Clock Punches: Check this box to allow schedule viewers to view employees’ clock punches on employee calendars, if RosterApps is integrated with your Time and Attendance system.

  • Employee Can View Hours: Check this box to allow employees to view their hours worked (totaled for either the weekly or monthly view, below their employee calendar).

  • Supervisor Can View Hours: Check this box to allow supervisors to view employees’ hours worked (totaled for either the weekly or monthly view, below employees’ calendars).

  • Schedule Viewer Can View Hours: Check this box to allow schedule viewers to view employees’ hours worked (totaled for either the weekly or monthly view, below employees’ calendars).

  • Supervisor Can Post Shift to Trade Board as Priority: Check this box to allow supervisors to indicate shifts as high priority when posting to the trade board.

  • Must Claim Priority Shift Before Any Other Shift in Same Day: Check this box to require that employees claim high priority shifts before claiming any other shifts on the same day as a priority shift on the trade board.

  • Supervisor Can Indicate Junior Assignment: Check this box to allow supervisors to indicate junior assignment when assigning open shifts. This allows supervisors to keep track of when they last assigned a shift to each employee, so that they can more equitably assign shifts when they need to.

  • Allow Employee to Save Preferences When Less Then Rank: Check this box to allow employees to select less bid preferences than their rank.  This implies that an employee may not be assigned any bid lines during the shift bid process.
  • Allow Manual Editing of Shift Type: Check this box to allow supervisors to manually edit the shift type (rather than having the system automatically determine it based on the rules).
  • Allow Shift Designators: Check this box to allow designators to be assigned to shifts.
  • Min Number of Days Off in calendar week (0 = ignore rule): The minimum number of days off that an employee must maintain within a calendar week.  For example, if this value was set to 2, then when an employees initiates a trade, the system will only allow it if the employee still will have 2 days during the week after the traded shift is accepted.
  • New Open Shifts Do Not Apply When Evaluating Min Number of Days Off in Calendar Week: Check this box if new open shifts should be ignored when checking the number of off days an employee has during a calendar week.
  • Ignore Existing Open Shifts When Evaluating Min Number of Days Off in Calendar Week: Check this box if existing open shifts should be ignored when checking the number of off days an employee has during a calendar week.
  • New Traded Shifts Do Not Apply When Evaluating Min Number of Days Off in Calendar Week: Check this box if new traded shifts should be ignored when checking the number of off days an employee has during a calendar week.
  • Ignore Existing Traded Shifts When Evaluating Min Number of Days off in Calendar Week: Check this box if existing traded shifts should be ignored when checking the number of off days an employee has during a calendar week.
  • Can Force a Shift Back to Original Employee Upon Transfer/Terminate: Check this box to allow location admin to force a shift to be returned to original employee when the shift owner is being  transferred or terminated.
  • Can Move a Shift to Shift Management List Upon Transfer/Terminate: Check this box to allow location admin to send a shift to shift management employee when the shift owner is being transferred or terminated.
  • Can Select to a Leave Shift on Employee's Schedule Upon Transfer/Terminate: Check this box to allow location admin to leave a shift on an employee's calendar when the shift owner is being transferred or terminated.
  • Open Shifts Can be Offered: Check this box to allow open shifts to be offered by supervisors to specific employees.
  • How to Expire Shift Offer: Select an option from the dropdown to define how shift offers should expire.  The valid options are: "Expires Based on Offer Time", "Expires Based on Shift Start Time", and "Expires Based on Set Date Time".
    • If "Expires Based on Offer Time" is selected, another setting will appear: Number Hours after Offer for Shift Offer To Expire: Enter a numeric value representing the number of hours after the shift offer is made that it should expire.
    • If "Expires Based on Shift Start Time" is selected. another setting will appear: Number Hours prior to Shift Start for Shift Offer To Expire: Enter a numeric value representing the number of hours before the shift start time that the offer should should expire.
    • If "Expires Based on Set Date Time" is selected, the supervisor will be able to select a specific time for the offer to expire when they make the offer.
  • Shift Offer Add Hours to OT Bank if Declined: Check this box if hours should be added to the employee's OT Bank in the case where the employee declines the offer.
  • Shift Offer Add Hours to OT Bank if Expired: Check this box if hours should be added to the employee's OT Bank in the case where the employee does not respond to the offer before it expires.
  • Shift Offer Supervisor Can Cancel Offer: Check this box if the supervisor should have the ability to cancel an offer that has been made.
  • Can Employee Run Detailed Duty Roster Report: Check this box to allow employees to run detailed duty roster reports. The duty roster report shows who is working with what skill and where.
  • Rule Set Description: Enter a description of the rule set and any notes about it, if you would like. You can choose to make this description visible to employees if you would like with the Allow Employee to View Description rule above.

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