How to create Shift Codes

Shift codes are used within the Timesheet, Leave, and Rostering modules. They allow users to roster staff on specific shifts for departments that have Timesheets and Rostering enabled.

Each shift code represents a unique shift type and must include an identifiable code. The assigned code displays on the roster to represent the shift type. For example, the shift code Annual Leave may have a code of AL, which displays on the roster to represent the Annual Leave shift.

When rostered, the shift will transfer to users' Timesheets.

The expectation is that a person confirms the shift on the day, in alignment with what happened. See: How to add a Timesheet entry

Shift Code Categories

There are five available shift code categories. Each category determines how the system treats the shift when calculating fatigue:

Non-Duty - For items such as Off and Off Away.
Duty - For items such as Charter, Duty Travel, Deployment, Fire Bombing, Night Rescue, and Offshore Duties.
Leave - For items such as Annual, Personal, Sick, Bereavement, Jury Duty, and Field Leave.
Standby - For any standby shift items used within your organisation.
Aircraft - For aircraft-related activities such as Maintenance and Inspection.

Creating and editing Shift Codes

To add new shifts, a user needs "Modify" access to Rosters, accompanied by "Modify All" access to Shift Codes.

 

To create a new Shift Code:

1. Go to Menu > Operations > Roster.

2. Expand the required pane to the left: My Favourites, Duty, Non-Duty, Standby, Leave, or Aircraft.

3. Right-click within the pane and select Insert New Shift Code...
   
   
   
   A new window should open:
   
   
    

4. Complete the shift code details, leaning on the following explanations.
    

   Field	Description
   Code	Enter a unique identifier for the shift (maximum four characters).
   Description	Enter the shift type name (e.g. Training, Day, Annual Leave).
   Category	Select the relevant category from the list.
   Duties	Enter duty times (e.g. 0700–1300, 1500–1730). These populate the user’s timesheet and assess compliance.
   Late Night Operation	Tick the appropriate box if the shift qualifies as a late night operation (first box = previous night, second box = next night).
   Sleeping Accommodation Available	Tick if sleeping accommodation is available during the shift.
   Alternate Duties	Enter any alternate duties comprising the shift.
   Approx. Hours	Enter approximate flight hours for the shift type (if applicable).
   Sectors	Enter approximate sectors flown (if applicable).
   Work Practice	Select a default work practice from the drop-down list.
   Base	Select the base location. Choose Common if the shift applies to all bases.
   Department	Select the applicable department. Choose Common if the shift applies to all departments.
   Shift	Enter the shift’s start and end times. Administrators can override these for individual users.
   AL (Annual Leave)	Enter annual leave entitlement accrued per day (if applicable). Example: 20 days ÷ 365 = 0.054 per duty day.
   Duty Allowance	Enter the duty allowance accrued per day (if applicable).
   Start of New Tour	Tick if the shift represents the first day of a tour.
   Enable Bulk Duty Update	Allow the shift to be updated using the bulk update feature in Timesheet.
   Allowed in Timesheet	Make the shift available for use in timesheets.
   Enabled	Tick to activate the shift.
   Colour Settings	Use the colour swatches to set the background and text colours.

5. If you want to ensure that only personnel with specific up-to-date recency items can perform the recency, switch to the Recency Validation tab at the top of the window.
   
   Add the required items by typing in the name and adding the date range within which the recency needs to be valid.
   
   
   
   The shift will still be insertable for all staff, but if a person's recency is not up to date, the performed validation will flag the rostered shift.
    

6. Go back to the "Shift Properties" tab and click Save.
   
   The shift will be placed in the left-hand side column, underneath its Category, Base and then Department. It can now be used inside the Roster tile-grid.