How to Configure Shift Rules

What This Feature Does

Shift Rules allow you to define rate multipliers based on when a shift starts. Instead of paying a flat rate for all shifts, you can configure different multiplier segments within a shift. For example, a night shift starting at 6 PM might pay the first 2 hours at 1.25x and remaining hours at 1.5x the base rate.

Shift rules are configured within Rule Groups inside a pay rate document.

Key Concepts

Rate Application Method

Each shift rule has a Rate Application Method that determines how the rule matches activities on a timesheet:

• Based on Shift Start Time (default): The rule matches once based on the earliest activity start time. If the shift starts within the defined window, the entire shift uses this rule's segments and multipliers.
• Based on Hours Worked Within Defined Time Range: The rule evaluates each activity individually. Any hours that fall within the defined time window receive the rule's rate, regardless of when the shift started. This is useful for time-of-day-based premiums where only the hours worked within a specific window should be affected.

Shift Window

Each shift rule defines a shift window - the time range during which a shift must start for the rule to apply. For example, a shift window of 6:00 PM to 6:00 AM means the rule applies to any shift that begins between those times.

Segments

A shift rule contains one or more segments, each defining how a portion of the shift is paid. Segments are applied in order from the start of the shift.

Each segment has the following fields:

• Hour Bucket Type: How to identify which hours this segment applies to (see table below)
• Rate Type: Select the rate tier — Regular Time, Overtime, or Second Overtime. This sets the default multiplier for the segment.
• Multiplier: Rate multiplier applied to the base rate (e.g., 1.5 for time and a half). Can be customized after selecting the rate type.
• Fixed Rate Override: Use a specific dollar amount per hour instead of the multiplier calculation (e.g., $45.50). Leave empty to use the multiplier. When set, this takes highest precedence.
• Use Shift Rate from Tree: When enabled, uses the role-specific shift rate defined in the tree template instead of multipliers or fixed rates. This allows different classifications/roles to have different shift rates configured at the tree level.
• Cost Code: Optional cost code linked to this segment's pay line item for project costing.

Rate precedence: Fixed Rate Override > Tree Shift Rate > Multiplier.

Hour Bucket Types

Example: A night shift rule with two segments:

• Segment 1: First 2 hours at 1.25x multiplier
• Segment 2: Remaining hours at 1.5x multiplier

Priority

When multiple shift rules could match a timesheet, priority determines which rule applies. Lower numbers = higher priority.

How to Create a Shift Rule

1. Open a pay rate document from the Pay Rate Documents tab
2. Navigate to the Rule Groups section
3. In the shift rules area, click "Add Shift Rule"
4. Fill in the form fields described below
5. Click "Save" to create the shift rule Basic Details:

• Name: Descriptive name (e.g., "Night Shift Premium", "Early Morning Rate")
• Priority: Number determining evaluation order (lower = evaluated first)

Shift Window:

• Start Time: When the shift window opens (e.g., 6:00 PM)
• End Time: When the shift window closes (e.g., 6:00 AM)
• Shifts starting within this window will match this rule

Segments:

• Click "Add Segment" to define rate multiplier periods
• Duration: How many hours this segment covers (leave blank for "remaining hours")
• Multiplier: The rate multiplier for this segment (e.g., 1.5 for time-and-a-half)
• Cost Code: Optional cost code for this segment's pay line item

How to Edit a Shift Rule

1. In the shift rules section, find the rule you want to edit
2. Click the actions menu (three dots) on the right side of the row
3. Select "Edit"
4. Modify the shift window, segments, or priority as needed
5. Click "Save" to apply changes

How to Delete a Shift Rule

1. Click the actions menu on the rule row
2. Select "Delete"
3. Confirm the deletion

Understanding the Shift Rules Table

The shift rules section displays a table with:

• Name: The rule name
• Shift Window: Start and end times for matching
• Segments: Number of rate segments configured
• Priority: Evaluation order

Examples

Night Shift Premium

• Shift Window: 6:00 PM - 6:00 AM
• Segment 1: First 2 hours at 1.25x
• Segment 2: Remaining hours at 1.5x
• Workers starting shifts between 6 PM and 6 AM receive premium rates

Early Morning Rate

• Shift Window: 4:00 AM - 6:00 AM
• Segment 1: All hours at 1.3x
• Workers starting very early shifts receive a flat multiplier

Split Shift

• Shift Window: 12:00 PM - 4:00 PM
• Segment 1: First 4 hours at 1.0x (normal rate)
• Segment 2: Next 2 hours at 1.25x
• Segment 3: Remaining hours at 1.5x

Tips

• Start with your award document: Most awards define specific shift windows and multipliers - configure rules to match
• Use priority wisely: If a worker's shift could match multiple rules, the highest-priority rule applies
• Link cost codes to segments: This ensures each multiplied rate component is tracked to the right cost code
• Test with real timesheets: After configuring, apply rates to a pay period and verify the calculations

What's Next

• Return to Rule Groups to configure other rule types
• Set up Allowance Rules for activity-based payments
• Configure Cost Code Linking to map rate outputs to project cost codes