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How to Manage Shift Schedules for Employees in Horilla HR Software [2024]

Shift allocation functionality embedded within HR systems is a strategic tool for fostering employee satisfaction and engagement. In today’s dynamic work environment, employees increasingly seek flexibility and autonomy in managing their schedules to accommodate personal and professional responsibilities. The ability to request short-term shift changes through an HR system enables employees to proactively address their needs while maintaining productivity and commitment to their roles.

This feature demonstrates organizational responsiveness to the diverse needs of employees, contributing to a positive work culture where individuals feel valued and supported. Shift allocation functionality promotes a sense of ownership and empowerment by granting employees the autonomy to manage their schedules within the framework of operational requirements. Employees are more likely to feel invested in their work when they have the flexibility to balance personal commitments without compromising their professional responsibilities.

Moreover, shift allocation in HR systems facilitates effective communication and collaboration among team members. By providing a centralized platform for submitting and approving shift change requests, employees can easily coordinate schedule adjustments with their peers. This fosters a collaborative work environment where employees can support each other in managing workload fluctuations and accommodating individual needs.

From an organizational perspective, implementing shift allocation functionality in HR systems offers tangible benefits beyond employee satisfaction. By minimizing disruptions caused by unexpected absences and optimizing staffing levels, organizations can improve operational efficiency and service delivery. Additionally, the ability to track and analyze shift allocation data provides valuable insights for workforce planning and resource allocation, enabling organizations to make informed decisions to meet evolving business needs.

So we can say, shift allocation functionality in HR systems serves as a strategic enabler of employee satisfaction, engagement, and operational effectiveness. By aligning individual preferences with organizational goals, this feature contributes to a harmonious and productive work environment conducive to long-term success.

In Horilla, managing shift allocation is effortless and intuitive, providing a seamless solution for optimizing workforce schedules. Let’s delve into how Horilla simplifies the shift allocation process.

When an employee is logged in to Horilla HRMS, there is a section called Employee in the sidebar. Inside that section, there are some sub-menus. From there, click on the Profile section. Then, we get a page, as shown in the picture below. On that page, the second tab, which is named Work Type & Shift, gives the details of the employee’s work type request, shift request, current shift, etc. At the top of the tabular view, we can see a button named Reallocate shift marked as 1 in the picture. By using that button, an employee can request a shift reallocation.

Now, we can check what the reallocation form looks like and what fields to fill. The picture below shows what the shift reallocation form and there are fields such as employee, which is auto-filled as requesting user, and the next one is requesting shift, which means the shift that the employee wants to work in. When the employee chooses the shift that he/she needs to work, then the field reallocate employee field will be auto-filled by all employees who are working under the selected shift, so the employee can easily find the employees from the requested shift. As we know that

Shift allocation is for a short period so the request should have a start and end date for allocation and a description field also there.

When an employee requests for shift allocation, the allocated employee and the admin also get a notification about the request. The view of the allocation request is shown below.

In the above picture, the submenu shift request is marked as 1 under the main menu Employee gives all the details. The tab allocated shift request marked as 2 gives the tabular view. The same view is also available for the admin and the allocated employee. There is an approve and reject button for the admin side view and an available and not available button for the allocated employee view.

If the employee is available, they can indicate their response by using the confirmation buttons: either “available” or “not available”. Subsequently, the request includes a field named “user availability”, displaying the response of the allocated user. This information is beneficial for the administrator in managing the shift allocation process.

On the administrator’s side, they have the authority to either approve or reject the request based on the availability of the allocated user. The administrator maintains control over the shift allocation process. Upon approval by the administrator, both employees’ shifts are interchanged as per the requested date. Subsequently, both employees receive notifications regarding the change in their shifts. In conclusion, Horilla’s shift allocation feature offers a streamlined and efficient solution for managing employee schedules. By providing a user-friendly interface and clear steps for requesting and approving shift reallocations, Horilla HRMS empowers employees to balance their work commitments with personal needs while ensuring operational continuity. The system’s notification system keeps all relevant parties informed throughout the process, promoting transparency and accountability. With its ability to handle short-term shift changes and facilitate communication between employees and administrators, Horilla’s shift allocation feature enhances workforce flexibility and satisfaction. Overall, Horilla HRMS demonstrates its commitment to optimizing workforce management processes, ultimately contributing to a more agile and productive workplace environment.

To read more about employee shift management in Horilla HRMS, refer to our blog Employee Shift Management in Horilla HRMS

Horilla Editorial Team Author

Horilla Editorial Team is a group of experienced writers and editors who are passionate about HR software. We have a deep understanding of the HR landscape and are committed to providing our readers with the most up-to-date and informative content. We have written extensively on a variety of HR software topics, including applicant tracking systems, performance management software, and payroll software etc. We are always looking for new ways to share our knowledge with the HR community. If you have a question about HR software, please don't hesitate to contact us.