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How to Configure Shift Spacing Rules

Guide to setting up rate adjustments when rest periods between shifts are insufficient

What This Feature Does

Shift Spacing Rules apply modified pay rates when there is insufficient rest time between consecutive shifts. Many awards require a minimum break between shifts (e.g., 10 hours), and if a worker returns to work before this rest period is complete, penalty rates apply. This helps enforce fatigue management requirements and ensures workers are compensated for reduced rest.

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

Key Concepts

Gap Threshold

The minimum number of hours required between the end of one shift and the start of the next. If the actual gap is less than this threshold, the rule activates.

Previous Shift Conditions

You can optionally require that the rule only applies when specific conditions are met about the previous shift:

  • Same Client: Both shifts must be for the same client
  • Same Project: Both shifts must be for the same project
  • No restriction: Any previous shift counts

Multiplier

The rate multiplier applied to the entire next shift when the rest period is insufficient.

How to Create a Shift Spacing Rule

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

The form has an Enabled toggle in the header to activate/deactivate the rule.

Basic Information:

  • Rule Name: Descriptive name (e.g., "10 Hour Break Rule", "Minimum Rest Period")
  • Description: Optional description of when this rule triggers

Cost Code:

  • Cost Code: Assign a cost code for reporting and payroll mapping. This does not affect rate calculations.

Gap Threshold Configuration:

  • Minimum Gap Hours: The minimum hours gap required between shifts. If the actual gap is less than this value, the rule triggers (e.g., 10 means if there is less than 10 hours between shifts, the rule triggers).

Previous Shift Conditions (Optional): Additional conditions based on the previous shift. All specified conditions must be met for the rule to trigger.

  • Minimum Previous Shift Hours: Minimum hours the previous shift must have been for the rule to apply (e.g., 8 means the rule only applies if the previous shift was 8+ hours). Leave as "Any" for no minimum.
  • Previous Shift Ended After: Only apply if the previous shift ended after a specific time of day
  • Previous Shift Ended Before: Only apply if the previous shift ended before a specific time of day

Activity/Role Exclusions: Select activities or roles that should be excluded from shift duration calculations (e.g., travel time, training roles).

  • Exclude Activities: Selected activities will not count toward the previous shift hours when evaluating the rule
  • Exclude Roles: Shifts worked in selected roles will not count toward the previous shift hours when evaluating the rule

Client/Project Conditions: Require both shifts to be from the same client or project for the rule to apply.

  • Same Client: When enabled, the rule only applies if both shifts are for the same client
  • Same Project: When enabled, the rule only applies if both shifts are for the same project

Rate Modification: Define how rates are modified for shifts that follow an insufficient break.

  • Rate Type: Choose between "Multiplier" or "Fixed Rate"
  • Multiplier Value: The rate multiplier applied to the subsequent shift (e.g., 2.0 for double time, 1.5 for time and a half)
  • Apply to Entire Shift: When enabled, applies the modified rate to all hours of the subsequent shift

Example

  • Rule: "10 Hour Rest Penalty" with gap threshold of 10 hours, multiplier of 2.0x
  • Scenario: Worker finishes at 10 PM and starts the next shift at 6 AM (8-hour gap)
    • Gap (8 hours) < threshold (10 hours)
    • The entire 6 AM shift is paid at 2.0x the base rate

Tips

  • Check your award: Most construction awards specify minimum rest periods (typically 8-12 hours)
  • Use project continuity: Some awards only apply the penalty when shifts are for the same project
  • Combine with consecutive shift rules: Workers on long stretches may trigger both shift spacing and consecutive shift penalties
  • Monitor fatigue: Use the Summary View to identify workers with frequent shift spacing triggers, which may indicate scheduling issues

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