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YourOrderBook

Shift Scheduling & Overtime

Plan Every Shift. See Gaps Before Work Starts.

When someone is on leave or a shift changes, your team should not discover the problem at the factory gate. Plan who works when, identify gaps and keep overtime visible for review.

Review My Shift ProcessSee the Shift Clock

Based on suitable Frappe HR shift, attendance and overtime features.

Stop organising shifts through calls and paper rosters

Factory supervisors and HR teams have enough to handle without checking five registers to see who will work tomorrow. A last-minute absence can leave a machine or dispatch area without the right team.

A connected shift process helps people understand the plan, changes, attendance and overtime requests—without treating every correction as a new spreadsheet.

  • Unexpected absences
  • Overlapping shifts
  • Unclear weekly offs
  • Extra hours not reviewed
  • Night shift confusion

Watch one absence change the shift plan

This example shows a factory operating morning, evening and night shifts. A team member becomes unavailable, creating a gap. Choose a replacement and see the shift plan update. Then look at a separate overtime request to understand what HR must still review.

Watch one absence change the shift plan

Interactive example — shift roster and hours are illustrative.

Sample demonstrationSaanvi Components — Assembly Unit (fictional)

Autoplay is off because your device asks for reduced motion. Choose a step or use Previous and Next.

A 24-hour clock with three shift arcs: morning 06:00 to 14:00, evening 14:00 to 22:00 and night 22:00 to 06:00 the next day, crossing midnight. Each person needed on a shift is one lane of its arc.

06:0014:00
14:0022:00
22:0006:00next day00:00 Midnight
24-hour view

Morning shiftStaff needed: 2

  • RaviScheduled
  • NishaScheduled
  • KiranAvailable — not assigned

Morning: 2 of 2 available

Nobody is absent, so there is no gap for Kiran to cover.

Evening shiftStaff needed: 2

  • FarhanScheduled
  • IshaScheduled

Evening: 2 of 2 available

Not affected in this example.

Night shiftStaff needed: 1

  • AshaScheduled

Night: 1 of 1 available

Not affected in this example.

Supervisor noticeAssembly Unit · today

All three shifts are planned for today.

Overtime requestExample

Ravi · after Morning shift

Extra time
0 hours
Example calculation
0 × ₹120 × 1.5

₹0estimate

No request

Nothing to review

Example rate and multiplier — not a statutory rate.

Step 1 of 4 · Full shift plan

Each shift has the people it needs. The night shift runs past midnight.

Step 2 of 4 · One employee absent

Nisha is on leave today. Morning is one person short before work starts.

Step 3 of 4 · Cover the gap

The supervisor picks Kiran, who is free and not on another shift. The gap closes.

Step 4 of 4 · Review extra hours

Ravi asks for 2 extra hours. HR reviews that separately — it fills no roster slot.

Morning: 2 of 2 available

The example, step by step:

  1. Full shift plan: Morning: 2 of 2 available.
  2. One employee absent: Morning: 1 of 2 available — 1 gap.
  3. Cover the gap: Morning: 2 of 2 available — replacement assigned in demo.
  4. Review extra hours: Ravi: 2 extra hours — ₹360 estimate — Pending review. 2 × ₹120 × 1.5 = ₹360. Morning: 2 of 2 available — replacement assigned in demo.

Evening: 2 of 2 available. Night: 1 of 1 available. Ravi: 0 extra hours — ₹0 — No review request.

A replacement shift and an overtime approval are different decisions. The site demo does not assign real staff or process salary.

Make the right person available at the right time

  • Clear shift timings

    Set up the shifts your business uses, with the right start and end times. Different departments may need different patterns.

  • Shift assignments and rosters

    Give employees an assigned shift and let the relevant team review the roster. Repeating schedules can help where the same pattern continues.

  • Leave and replacements

    When someone is unavailable, supervisors can understand which shift needs coverage and review an appropriate replacement before confirming changes.

  • Night and rotating shifts

    Work that runs past midnight needs special attention. The day changes, but the employee’s shift does not simply disappear at 12 AM.

Overtime must be visible before it becomes a salary item

An employee may work extra hours because of an urgent order, machine stoppage or handover. HR still needs to know why those hours were recorded, whether they qualify under company policy, and who approved them.

With suitable Frappe HR versions and setup, overtime details can be reviewed through documented shift, attendance and overtime records. An approved amount can be handled through the applicable payroll process.

How approved amounts reach salary slips: Payroll & Statutory Compliance

  1. Extra time recordedExample: Ravi stays until 16:00 for an urgent order.
  2. Reviewed and approvedHR checks the reason, the policy and who approved it.
  3. Payroll processOnly an approved amount goes forward — a separate step.

Extra time recorded is not automatically extra salary paid.

Night shifts cross midnight. Your records should make sense.

A worker checks in at 10 PM and checks out at 6 AM the following morning. Without the correct shift setup, the record may be misunderstood. See the simple overnight illustration below.

Night shifts cross midnight. Your records should make sense.

Take the OUT log away
Autoplay is off because your device asks for reduced motion. Choose a phase instead.

Night shift ticketExample

Shift
Asha · Night · 22:00–06:00 next day
IN
Day 1 — 22:00 IN
OUT
Day 2 — 06:00 OUT
Scheduled span
8 hoursBefore break and payable-hour rules

Overnight logs ready for shift-rule review

Illustrative shift: 22:00 to 06:00 the next day = 8 scheduled hours, before company break and payable-time rules.

Checking IN and OUT records belongs to Attendance & GPS Tracking.

Useful for factories, warehouses and growing businesses

  • Manufacturing

    Plan cutting, assembly, packing, maintenance and security shifts where required.

    Manufacturing Management

  • Warehouses

    Understand staffing for receiving, loading, dispatch and overnight operations.

  • Multi-branch teams

    Keep branch schedules and assigned staff organised with the right access.

  • 24-hour operations

    Handle rotating patterns, cross-midnight shifts, weekly offs and replacement review.

  • HR and payroll

    Keep appropriate records connected so extra hours do not become unverifiable month-end adjustments.

What YourOrderBook can help set up

  1. Understand how shifts run today.

    We map departments, shift timings, weekly offs, approval rules and the way employees record attendance.

  2. Configure the right records.

    We help set up applicable shift types, assignments, schedules, employees and roles with suitable Frappe HR capabilities.

  3. Review overtime handling.

    We establish the company’s requested overtime review process, subject to policy, eligibility, applicable law and the features available in its version.

  4. Train supervisors and HR.

    Everyone should know who can change a shift, how to flag an absence and where approved changes are recorded.

Review My Shift Process

Connect the roster to the rest of HR

Attendance check-ins make more sense when linked to the assigned shift. Payroll can use reviewed attendance and eligible overtime under the company’s configuration. Employee self-service may also support shift-related requests and viewing appropriate personal records.

Questions about shift scheduling and overtime

Can we schedule morning, evening and night shifts?
Yes. Frappe HR includes Shift Types and Shift Assignments for suitable shift timings and employees. Your exact shift structure needs configuration.
Can employees have rotating shift patterns?
Frappe HR documents shift schedules and recurring shift assignments. Their availability and behaviour should be checked against your installed version and business rules.
Can HR see which employees are working on a given day?
Roster and shift calendar views can help authorised users see employee schedules. The visibility and editing rights depend on configuration and permissions.
What happens if someone is absent from a planned shift?
HR and supervisors can review the absence and decide how the shift should be covered. This page’s automatic replacement is an example, not a claim that the system automatically chooses a worker.
Can an employee request a different shift?
Shift Requests and the relevant approval/assignment process are supported in documented Frappe HR workflows, subject to setup.
Does the system understand overnight shifts?
Shift Types have start and end times and check-in windows, including overnight working patterns. The correct attendance configuration is important for shifts crossing midnight.
Can overtime be calculated from attendance logs?
In suitable Frappe HR versions, overtime workflows can use eligible attendance/check-in details with configured overtime rules. HR still needs to review and approve the result.
Is overtime automatically paid whenever someone works late?
No. Extra hours, overtime eligibility, approval, salary components and payment are separate decisions and records.
Can we use different overtime rates for different circumstances?
The documented overtime setup supports configurable calculation approaches and multipliers in supported versions. Applicable law and company policies must be checked; the website demo rate is only illustrative.
Can our factory and other branches use the same HR system?
Frappe HR supports company, employee, department, branch and shift information with permissions. Your actual structure and access need to be set up carefully.

Spend Less Time Reworking the Roster.

If leave, night shifts and overtime are difficult to coordinate, start by reviewing how your teams work today. We’ll help plan a shift process that fits your actual operations.

Review My Shift ProcessExplore HR & Payroll Management