[Upgrade Announcement] Attendance feature upgraded: "Flexible Working Hours" is no longer a management pain point!

1. Attendance Parameter Settings

Before using the system, it is necessary to go to "Attendance Settings > HR staff" to set up HR personnel as the highest authority managers for all attendance settings. HR personnel can view and operate all attendance groups, scheduling operations, schedule summaries, etc. In contrast, unit supervisors can only view and operate relevant information related to their assigned attendance groups.

2. Attendance Location Settings

In "Attendance Settings > Attendance Locations," you can set the clock-in and clock-out locations for fixed-shift or scheduled employees, such as offices, stores, service centers, etc. You can choose the location type as latitude and longitude, Wi-Fi, or NFC for clocking in. Additionally, you can enter the address and specify the valid clock-in range. All this information can be referenced in the attendance groups.

3. Shift Settings

In the shift settings, you can configure the clock-in and clock-out times for employees with fixed shifts and set up the periods for each scheduled shift. Each shift can include up to three rest periods, which will not be counted toward working hours.

Figure 2: Backend Interface for Attendance Settings

1. Attendance Calendar

The attendance calendar serves as the basis for determining workdays for employees with fixed shifts. In the fixed shift attendance group, the system automatically generates employee schedules based on the calendar. You can define your company's workdays, rest days, statutory holidays, national holidays, festive holidays, special workdays, etc. You can also expedite the setup process by importing the annual calendar template provided by ServiceJDC.

2. Attendance Rules

You can categorize office employees with fixed shifts under the "One Fixed Day Off and One Flexible Rest Day" scheduling rule, and incorporate the provisions of the Labor Standards Act into the system, including the 40-hour weekly work limit, 8-hour daily work limit, and the check for consecutive work days, rest days, and working hours within 7 days.

3. Attendance Group - Fixed Shift

Next, select the "Fixed Shift" option as the type of attendance group. The system will automatically generate schedules based on the calendar and shift settings. The schedule generation frequency can be set as monthly or yearly, with the option to specify the date for monthly or yearly schedule generation. Then, fill in the information such as attendance locations, shift settings, scheduling rules, calendars, etc., and edit the "Applicable Employee" to complete the attendance configuration for employees with fixed shifts.

1. Flexible Working Hours

Flexible working hours are a new system for employers and employees under Article 30 of the Labor Standards Act. It allows units without fixed days off to adjust working hours flexibly and arrange schedules that suit their operational needs. As the adjusted working hours differ from the standard system, it is referred to as flexible working hours. It is further categorized into two-week, eight-week, and four-week periods, based on which total working hours, rest days, and holidays are flexibly distributed within the specified period. It is applicable to various industries. Please refer to the table below for detailed regulations on normal working hours and flexible working hours compiled according to the Labor Standards Act.

Table 1: Normal Working Hours and Flexible Working Hours Regulations based on the Labor Standards Act

Next, let's take the example of a four-week transformed working hours and guide you on how to set up and schedule using ServiceJDC's Attendance 2.0. The four-week transformed working hours follow the principle of having two rest days within a two-week period, providing more flexibility for service industries with challenging work distribution. Industries that commonly apply this system include general merchandise retail (such as convenience stores, and supermarkets), the medical industry, gas stations, the banking industry, the security industry, the food and beverage industry, and public institutions.

2. Scheduling Operations

To set up flexible working hours, you need to edit attendance rules and attendance group information first. Once completed, you can execute scheduling operations under "Attendance Data > Shifts Schedule List." You can choose between weekly or monthly operations, with the weekly view mode allowing for multiple employee scheduling and the monthly view mode for individual employee scheduling. In the scheduling interface, you can add shifts, locations, holiday types, etc., based on the flexible working hour regulations. You can add individual shifts for a specific day or use the quick scheduling feature to apply selected conditions all at once. If there is a recurring pattern in an employee's schedule, you can utilize batch scheduling for setting it. This flexible scheduling approach replaces the traditional method of recording schedules on calendars, offering not only convenience but also system checks to prevent errors, enabling supervisors to quickly complete employee scheduling.

If a retail store operates from Monday to Saturday, 10:00 AM to 10:00 PM, you can set up two shifts: morning shift (10:00 AM to 4:00 PM with a one-hour break) and night/evening shift (4:00 PM to 10:00 PM with a one-hour break). Deducting the break time, each shift is five hours. You can schedule shifts based on the rules of four-week transformed working hours under the Labor Standards Act as follows:

a.Normal working hours can be extended to 10 hours per day.

b.Within four weeks, there should be four rest days and four days off.

c.Two rest days should be allocated in the first two weeks and another two rest days in the last two weeks.

d.The total normal working hours within four weeks should not exceed 160 hours.

Figure 3: Example of Four-Week Transformed Working Hours Schedule

Assuming the store's promotional period is from January 4th to January 17th (two weeks), you can concentrate on employees' schedules within the first two weeks of January and schedule more off days or rest days in the following two weeks. On the left side, there are statistics on working hours and holiday arrangements to facilitate scheduling comparisons. You can also click on the scheduling rule check to let the system perform self-checks and provide correction suggestions. The example in the figure demonstrates the most efficient arrangement during the promotional period without paying overtime wages or violating the maximum working hours of 160 hours under the Labor Standards Act.

3. Schedule Overview

Figure 4: Schedule Overview and Mobile Clock-in Screen

After finalizing the scheduling process, you can publish the schedule, and employees can conveniently use the ServiceJDC app for their clock-in and clock-out attendance, eliminating the need for traditional time clocks. Managers can access the web dashboard's "Attendance Data > Shifts Schedule List" to view the schedules of all team members for the upcoming period.

In the "Attendance Data > Attendance Records" section, you can find a comprehensive display of all employees' daily clock-in and clock-out information. Managers have the ability to review and audit any abnormal situations that may arise. By clicking on pending clock-in records, they can make necessary adjustments, delete attendance records if needed, approve or reject cases of lateness or early departure, and even compensate for missing clock-ins. All clock-in approvals can be efficiently completed within the attendance records section.

Figure 5: Leave Module Configuration Screen

You can grant and view employees' available leave days in the "Attendance Data > Employee Leave Days" section. In this section, HR personnel have the capability to allocate leave days using different methods: rule-based, event-based, or manual assignment. In the case of rule-based leave allocation, you have the flexibility to create multiple leave types for individual employees or distribute a single leave type for all employees at the end of the year. This allows for customization based on specific requirements.

For event-based leave allocation, HR personnel or unit supervisors can assign leave based on specific events. For example, when granting bereavement leave, you simply enter the date of the event, and the system will automatically calculate the corresponding number of days based on the predefined parameters. The system also takes into account the occurrence date of the event to determine the period of leave usage.

When it comes to compensatory leave, the system retrieves overtime data and considers any remaining compensatory hours. The system deducts from the hours with expiring availability first, ensuring efficient management of compensatory leave.

If you need to make changes to a submitted leave request, you can create a new leave adjustment form. This allows for modifications to be made to the leave request, such as adjusting the duration or correcting any errors in the initial submission. It is important to ensure that the total leave duration in the adjustment form matches the original leave request. Alternatively, if you simply want to cancel the leave request, you can select the "revoke" option. This will initiate the approval process for the cancellation of the leave. This is useful when there is a need to entirely cancel the leave without making any adjustments.

To add or modify a leave request, please navigate to "Workspace > My Attendance > Leave Record." Leave applications are categorized into event-based leave (e.g., maternity leave) and non-event-based leave (e.g., annual leave, sick leave). When selecting the type of leave, the system will provide information on the current usage period and the remaining available leave days. For non-event-based leave requests, once submitted, they will proceed through the approval process.

Figure 6: Overtime Module Configuration Screen