Unit Shift Details Report

Navigation Path Export & Import → Unit Shift

URL

/export-import/unit-shift-details-report

Description

• Generate comprehensive reports on employee shift assignments by unit
• Export shift configuration details for multiple units
• Filter shift data by client, unit, and designation
• Download shift schedules and assignments in Excel format
• Analyze shift distribution across locations
• Support for shift planning and workforce management
• Track shift-wise employee allocation
• Facilitate shift roster preparation

1. Page Overview

What is Unit Shift Report?

Unit Shift Details Report provides detailed information about shift configurations and employee assignments across different units. This report is essential for organizations with shift-based operations.

Key Information Included:

• Unit-wise shift definitions
• Shift timings (start time, end time)
• Shift names and codes
• Employee assignments to shifts
• Shift type (General/Rotational/Fixed)
• Break timings within shifts
• Grace period settings
• Shift allowances (if applicable)
• Designation-wise shift distribution

Common Use Cases:

• Planning shift rosters
• Analyzing shift coverage
• Workforce allocation
• Shift allowance calculation
• Compliance reporting (labor laws)
• Operational planning
• Shift pattern analysis

Why Unit Shift Reports Matter?

Operational Management:

• Ensure adequate staffing for each shift
• Balance workload across shifts
• Optimize workforce utilization
• Plan for peak and off-peak hours

Compliance:

• Comply with labor laws on working hours
• Track night shift assignments
• Monitor overtime patterns
• Ensure adequate rest periods

Financial Planning:

• Calculate shift allowances
• Plan shift differential payments
• Budget for shift operations
• Analyze shift-related costs

2. Filter Section

Client Filter

Features:

• Search clients by name
• Select multiple clients simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Shows "NULL" if no client assigned

Purpose:

• Generate client-specific shift reports
• Useful for organizations managing multiple clients
• Separate shift data by client contracts
• Client-wise shift analysis

Example Use:

• Export shift details for all units under Client A
• Compare shift patterns across different clients
• Client-specific shift compliance reporting

Unit Filter

Features:

• Search units by code or name
• Select multiple units simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]

Examples from screenshot:

• UNT00007683 | TATA TELE SERVICES, NOIDA
• UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
• UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA

Purpose:

• Most critical filter for shift reports
• Different units may have different shift patterns
• Location-specific shift requirements
• Branch-wise shift analysis

Common Scenarios:

• Export shift details for manufacturing units only
• Get shift data for all retail stores
• Compare shift patterns across regional offices
• Unit-specific shift roster preparation

Designation Filter

Features:

• Search designations
• Select multiple designations simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Shows "NULL" if no designation assigned

Purpose:

• Filter shifts by job role
• Different designations may have different shift patterns
• Role-specific shift analysis
• Designation-wise shift coverage

Example Use Cases:

• Get shift details only for "Security Guard" designation
• Export shift data for "Production Workers"
• Analyze shift patterns for "Nurses" in healthcare
• Compare shift assignments across designations

Why Important:

• Some designations work only specific shifts (e.g., night security)
• Shift allowances may vary by designation
• Compliance requirements differ by role
• Skill-based shift allocation

3. Action Buttons

Export and Reset Buttons

Export Button

Functionality:

• Directly exports shift data without displaying on screen
• Generates Excel file with comprehensive shift details
• No preview step - immediate download
• Faster for large datasets

Export Process:

1. Apply filters (Client, Unit, Designation) as needed
2. Click "Export" button
3. System generates Excel file with shift data
4. File downloads automatically
5. Open file to review shift details

What Gets Exported:

• Unit information (code, name, location)
• Shift definitions (name, code, type)
• Shift timings (start time, end time, total hours)
• Break timings and duration
• Grace period settings
• Employee assignments to shifts
• Designation-wise distribution
• Shift allowance details (if configured)
• Shift rotation patterns (if applicable)
• Additional shift parameters

File Format:

• Excel format (.xlsx)
• Multiple sheets if extensive data
• Formatted for readability
• Ready for further analysis
• Can be used for roster planning

Reset Button

Functionality:

• Clears all selected filters
• Returns dropdowns to default state
• No selections remain
• Ready for fresh filter selection

When to Use:

• Starting a new export with different criteria
• Clearing accidentally selected filters
• Resetting after an export
• Quick way to deselect all

4. Report Generation Workflow

Step-by-Step Process

1. Apply Filters (Optional)

   • Select specific clients (or leave blank for all)
   • Select units (critical for targeted reports)
   • Select designations (optional, for role-specific data)
   • Leave all blank to export all shift data

2. Generate Report

   • Click "Export" button
   • System processes shift data for selected criteria
   • Generates Excel file
   • File downloads automatically

3. Review Downloaded Report

   • Open Excel file
   • Review shift definitions
   • Check employee assignments
   • Verify shift timings
   • Analyze shift distribution

4. Use Report Data

   • Create shift rosters
   • Plan workforce allocation
   • Calculate shift allowances
   • Compliance documentation
   • Operational planning

5. Understanding Shift Types

General Shift

Description: Standard fixed shifts applicable to all employees in a category

Characteristics:

• Fixed start and end times
• Same shift for all employees
• Typical for office environments
• Monday-Friday pattern common

Example:

• General Shift: 9:00 AM - 6:00 PM
• All employees work same hours
• No rotation

Rotational Shift

Description: Shifts that rotate among employees on a schedule

Characteristics:

• Multiple shift timings defined
• Employees rotate between shifts
• Common in manufacturing, healthcare, security
• Can be weekly, fortnightly, or monthly rotation

Example:

• Morning: 6:00 AM - 2:00 PM
• Evening: 2:00 PM - 10:00 PM
• Night: 10:00 PM - 6:00 AM
• Employees rotate weekly

Benefits:

• Fair distribution of shift burden
• No one stuck on night shift permanently
• Better work-life balance
• Compliance with labor laws

Fixed Shift

Description: Specific employees permanently assigned to particular shifts

Characteristics:

• No rotation
• Employee works same shift always
• Common for specialized roles
• Employee preference or requirement

Example:

• Security guard permanently on night shift
• Store manager always on morning shift
• Call center agents on fixed evening shift

When Used:

• Employee preference
• Medical reasons
• Transportation constraints
• Business requirements

6. Shift Components

Shift Timings

Start Time:

• When shift begins
• Format: HH:MM (24-hour or 12-hour)
• Example: 09:00 AM, 14:00, 22:00

End Time:

• When shift ends
• May be next day for night shifts
• Example: 18:00, 06:00 (next day)

Duration:

• Total shift hours
• Calculated: End Time - Start Time - Break Duration
• Typical: 8 hours, 9 hours, 12 hours

Break Configuration

Break Types:

• Lunch break (30-60 minutes)
• Tea breaks (15-20 minutes)
• Paid vs unpaid breaks

Break Timing:

• Fixed time (e.g., 1:00 PM)
• Or flexible within window
• Staggered breaks for coverage

Impact:

• Reduces actual working hours
• Affects attendance calculation
• Important for compliance

Grace Period

Definition: Allowed late arrival time without penalty

Common Settings:

• 10 minutes grace
• 15 minutes grace
• No grace (strict timing)

Purpose:

• Accommodate minor delays
• Reduce unnecessary marking late
• Practical flexibility

Example:

• Shift Start: 9:00 AM
• Grace: 10 minutes
• Employee arriving by 9:10 AM marked on time
• After 9:10 AM marked late

Shift Allowances

Definition: Additional payment for working certain shifts

Common Allowances:

• Night shift allowance
• Weekend shift allowance
• Holiday shift allowance
• Overtime shift premium

Calculation:

• Fixed amount per shift
• Percentage of basic salary
• Per hour rate
• Varies by organization policy

Example:

• Night Shift (10 PM - 6 AM): +20% allowance
• Weekend Shift: +50% allowance
• Holiday Shift: +100% allowance

7. Report Structure

Typical Excel Sheet Columns

Unit Information:

• Unit Code
• Unit Name
• Unit Location/Address
• Client Name (if applicable)

Shift Definition:

• Shift Code
• Shift Name (Morning/Evening/Night/General)
• Shift Type (General/Rotational/Fixed)
• Start Time
• End Time
• Total Shift Duration (hours)

Break Details:

• Break Duration (minutes)
• Break Timing
• Paid/Unpaid Break
• Number of Breaks

Attendance Settings:

• Grace Period (minutes)
• Half Day Hours
• Minimum Hours for Full Day
• Overtime Threshold

Employee Assignment:

• Employee Code
• Employee Name
• Designation
• Assigned Shift
• Shift Start Date
• Assignment Type (Permanent/Temporary)

Allowances:

• Shift Allowance Name
• Allowance Amount/Percentage
• Applicable Conditions

8. Common Use Cases

Case 1: Creating Shift Roster

Scenario: Need to prepare monthly shift roster for manufacturing unit

Steps:

1. Select specific manufacturing unit
2. Leave designation blank to get all
3. Click Export
4. Open Excel file
5. Review shift definitions and timings
6. Note rotational pattern
7. Use data to create roster
8. Assign employees to shifts for each date

Output: Base data for roster creation with all shift details

Case 2: Calculating Shift Allowances

Scenario: Calculate monthly shift allowances for payroll

Steps:

1. Select all units with shift allowances
2. Export shift data
3. Open Excel file
4. Review shift allowance configurations
5. Cross-reference with attendance data
6. Calculate allowances based on shifts worked
7. Input to payroll system

Output: Allowance calculation reference data

Case 3: Compliance Reporting

Scenario: Audit requires proof of shift hour compliance

Steps:

1. Select all units
2. Export complete shift data
3. Open Excel file
4. Verify shift durations comply with labor laws
5. Check break provisions
6. Confirm rest period between shifts
7. Document for audit

Output: Compliance documentation

Case 4: Shift Pattern Analysis

Scenario: Analyze shift distribution across locations

Steps:

1. Select multiple units for comparison
2. Export shift data
3. Open Excel file
4. Compare shift timings across units
5. Analyze shift type distribution
6. Identify optimization opportunities
7. Plan standardization if needed

Output: Shift pattern analysis for operational improvement

Case 5: New Unit Setup

Scenario: Setting up shifts for new branch based on existing unit

Steps:

1. Select reference unit with good shift setup
2. Export shift data
3. Review shift definitions
4. Use as template for new unit
5. Modify timings if needed for local requirements
6. Configure shifts in new unit
7. Verify with test export

Output: Template for replicating shift configuration

9. Best Practices

Before Exporting

1. Clarify Purpose

   • What do you need the report for?
   • Roster planning, compliance, analysis?
   • This determines filter selection

2. Choose Appropriate Filters

   • Too broad: Excessive data, hard to analyze
   • Too narrow: May miss relevant data
   • Balance based on need

3. Verify Unit Selection

   • Ensure selected units are correct
   • Check unit codes match expectations
   • Confirm units have shift configurations

4. Consider Designation

   • If report is role-specific, apply designation filter
   • If general overview needed, leave blank
   • Different roles may have different shift patterns

After Exporting

1. Verify Data Completeness

   • Check all expected units present
   • Verify shift definitions complete
   • Ensure timings are logical
   • Confirm break settings

2. Check for Anomalies

   • Unreasonable shift hours (e.g., more than 12 hours)
   • Missing break provisions
   • Overlapping shift timings
   • Incorrect grace periods

3. Validate Against System

   • Cross-check sample data with system
   • Verify a few shift timings manually
   • Confirm employee assignments correct
   • Check allowance rates

4. Secure the File

   • Contains employee and operational data
   • Store securely
   • Limit access to authorized personnel
   • Follow data retention policies

Report Usage

1. Keep Updated

   • Shift configurations change
   • Re-export periodically
   • Don't rely on old reports for current operations
   • Especially before major decisions

2. Document Changes

   • If shifts modified based on report
   • Document what changed and why
   • Maintain change history
   • Communicate to affected employees

3. Share Appropriately

   • Share only with stakeholders who need it
   • Redact sensitive data if sharing broadly
   • Consider separate reports for different audiences
   • Follow confidentiality guidelines

10. Integration with Other Processes

Attendance Management

Connection:

• Shift timings determine attendance marking
• Late arrival calculated based on shift start + grace
• Early departure based on shift end
• Absent if not marked during shift hours

Usage:

• Attendance system uses shift data
• Auto-calculation of late/early
• Half-day determination based on hours worked
• Overtime calculation beyond shift end

Payroll Processing

Connection:

• Shift allowances added to salary
• Night shift premium calculated
• Weekend/holiday shift extras
• Overtime rates based on shift type

Usage:

• Payroll system references shift allowances
• Calculates shift-based components
• Differential pay for different shifts
• Impacts net salary calculation

Roster Management

Connection:

• Shift definitions used for roster
• Rotation patterns from shift configuration
• Employee shift assignments
• Coverage planning

Usage:

• HR/Operations create monthly rosters
• Assign employees to shifts
• Ensure adequate coverage
• Plan for leaves and absences

Leave Management

Connection:

• Leave counted in shift hours
• Leave deduction based on shift worked
• Shift-specific leave rules
• Impact on shift allowances

Usage:

• Leave calculation considers shift type
• Night shift employees may have different leave accrual
• Leave during shift-working days
• Allowance impact when on leave

11. Shift Configuration Tips

Optimal Shift Planning

8-Hour Shifts:

• Most common standard
• Aligns with labor laws
• Three shifts can cover 24 hours
• Example: 6AM-2PM, 2PM-10PM, 10PM-6AM

9-Hour Shifts:

• Includes longer break
• Fewer shift changes per day
• More flexibility
• Example: 8AM-5PM with 1-hour break

12-Hour Shifts:

• Common in healthcare, manufacturing
• Fewer working days per week
• Longer rest periods
• Example: 7AM-7PM, 7PM-7AM

Break Allocation

Standard Breaks:

• 8-hour shift: 30-60 minutes lunch + 2 tea breaks (15 mins each)
• 12-hour shift: 1-hour meal + 2-3 short breaks
• Night shift: May need more frequent breaks

Best Practices:

• Don't cluster all breaks together
• Space breaks evenly through shift
• Ensure coverage during breaks (stagger)
• Comply with labor law minimums

Grace Period Setting

Recommendations:

• 10-15 minutes reasonable for most organizations
• Consider commute challenges for location
• Stricter for customer-facing roles
• More flexibility for backend roles

Avoid:

• Zero grace (too rigid)
• Excessive grace (affects discipline)
• Different grace without reason (unfair)

12. Troubleshooting

Export Button Not Working

Possible Causes:

• Browser popup blocker
• Network connectivity issue
• Server processing delay
• No data matching filters

Solutions:

• Check browser popup settings
• Try different browser
• Wait a moment and retry
• Relax filters to ensure data exists
• Check system status

Downloaded File is Empty

Possible Causes:

• No shifts configured for selected units
• Filters too restrictive (no matching data)
• System data sync issue
• Export process incomplete

Solutions:

• Verify units have shift configurations
• Remove some filters and retry
• Try exporting without filters
• Contact system administrator
• Check unit configuration status

Incorrect Data in Report

Possible Causes:

• Shift configuration not updated
• Recent changes not reflected
• Cache issue
• Data sync delay

Solutions:

• Check shift configuration in system
• Wait a few minutes and re-export
• Refresh page before exporting
• Verify with system admin
• Cross-check with unit shift settings

Missing Units in Export

Possible Causes:

• Unit not selected in filter
• Unit has no shift configured
• Unit inactive
• Access permission issue

Solutions:

• Verify unit selected in filter
• Check unit shift configuration exists
• Confirm unit status is active
• Check user access permissions
• Contact administrator if needed

File Download Fails

Possible Causes:

• File size too large
• Browser download folder full
• Network interruption
• Browser settings

Solutions:

• Apply filters to reduce data volume
• Free up disk space
• Check network connection
• Try different browser
• Check download folder location
• Disable browser extensions temporarily

13. Validation and Quality Checks

Before Using Report Data

Shift Timing Validation:

• Start time before end time (watch for next-day scenarios)
• Total hours reasonable (typically 8-12 hours)
• Break deduction applied correctly
• No overlapping shift timings for same unit

Break Configuration:

• Break duration reasonable (30-90 minutes total)
• Break timings within shift hours
• Paid/unpaid break correctly marked
• Complies with labor laws

Grace Period:

• Grace period reasonable (0-30 minutes)
• Applied consistently across similar roles
• Not excessive

Shift Allowances:

• Allowance amounts/percentages reasonable
• Applied to correct shift types
• Complies with organization policy
• Calculation method clear

14. Compliance Considerations

Labor Law Compliance

Working Hours:

• Maximum daily hours limit (typically 8-9 hours)
• Maximum weekly hours (typically 48 hours)
• Overtime regulations
• Rest day requirements

Night Shift Regulations:

• Definition of night shift (varies by country/state)
• Maximum consecutive night shifts
• Health screening requirements
• Additional compensation mandated

Break Requirements:

• Minimum break duration after continuous work
• Meal break provisions
• Rest period between shifts
• Weekly rest day

Documentation:

• Shift records maintained
• Employee consent for shift assignments
• Compliance certificates
• Audit trail

15. Security and Privacy

Data Sensitivity

Sensitive Information in Report:

• Employee personal details
• Shift assignments (work patterns)
• Unit operational information
• Organizational structure

Security Measures:

• Limit access to report to authorized personnel
• Don't share exported files unnecessarily
• Password protect Excel files if sharing
• Delete old exports per retention policy
• Secure storage of exported files

Access Control:

• Role-based access to export function
• May be limited to HR, Operations managers
• Audit log of who exports data
• Need-to-know basis

16. Important Notes

Critical Considerations

• Shift configurations change: Don't rely on old exports for current operations
• Local compliance: Shift hours must comply with local labor laws
• Employee well-being: Balance business needs with employee health
• Fair rotation: If using rotational shifts, ensure fair distribution
• Communication: Inform employees of shift assignments well in advance
• Flexibility: Allow shift swaps with approval for employee convenience

Best Practices Summary

1. Export reports regularly for updated data
2. Verify data accuracy before using for decisions
3. Maintain historical exports for audit trail
4. Use filters effectively to get relevant data
5. Secure exported files appropriately
6. Cross-reference with other HR data as needed
7. Document shift changes and reasons
8. Communicate shift schedules clearly to employees

Common Mistakes to Avoid

1. Using outdated reports: Always export fresh data
2. No validation: Review data before using for rosters/payroll
3. Over-complicated shifts: Keep shift patterns simple where possible
4. Ignoring compliance: Ensure shifts comply with labor laws
5. Poor communication: Don't change shifts without adequate notice
6. Unfair distribution: Rotate difficult shifts fairly
7. No documentation: Keep records of shift assignments and changes

End of Documentation