Configuration
Setup your employees, activities, teams and clock templates to start.
Employee Roles
On the online portal only administrators and farmers can add clocks for employees that are visible to them.
When clocking employees on the device, the following user and employee roles have access to the time and attendance module:
User Administrators
Users with the administrator role can log in on the device by using their email and password.
Employees with the following roles:
Clock templates
Consider clock templates in Agrigistics as a framework that brings clarity to your team's clock-in and clock-out times. They don't alter the actual times recorded by your employees. Instead, they organize and interpret these times effectively. Think of them as a set of instructions for the system, guiding it in grouping these times into shifts and calculating total hours worked. This organisation is crucial for efficiently managing schedules and payroll processes.
In addition to regular hours, clock templates also play a significant role in managing overtime. They help in identifying when employees work beyond their standard hours, ensuring that any extra time worked is accurately recorded and compensated accordingly.
In simple terms, clock templates not only help make sense of standard working hours but also assist in managing and reporting overtime, all without changing the original clocking records of your employees.
To get started with clock templates in Agrigistics, navigate to Manage > Employees and select the Clock Template tab. Here, you can either edit an existing template or create a new one to suit your team's needs.
Legal Guidelines for Working Hours
Maximum Weekly Hours: No more than 45 hours per week.
Daily Working Hours:
Up to 9 hours if working 5 days or less a week.
Maximum of 8 hours if working more than 5 days a week.
Compressed Work Week: Up to 12 hours daily without paid overtime under a written agreement.
Averaging Hours: A collective agreement can average hours over 4 months, capped at an average of 45 hours weekly and 5 hours of overtime.
Overtime Regulations: Limited to 10 hours weekly, extendable to 15 hours for up to 2 months annually under a collective agreement.
Meal Breaks and Rest Periods: At least 30 minutes break after 5 hours' work, with mandatory rest periods.
Sunday Work: Additional pay for working on Sundays.
Night Work: Additional compensation or reduced hours for work between 18:00 and 06:00.
Examples of Clock Template Setups
Example 1: 5-Day Work Week
| Day of Week | Work Hours | Shift Type | Optional Hours | Flex Period |
|---|---|---|---|---|
Monday | 9 hours | 08:00 - 17:00 (1-hour break) | ❌ | 15 min |
Tuesday | 9 hours | 08:00 - 17:00 (1-hour break) | ❌ | 15 min |
Wednesday | 9 hours | 08:00 - 17:00 (1-hour break) | ❌ | 15 min |
Thursday | 9 hours | 08:00 - 17:00 (1-hour break) | ❌ | 15 min |
Friday | 9 hours | 08:00 - 17:00 (1-hour break) | ❌ | 15 min |
Saturday | 5 hours | 08:00 - 13:00 | ✅ | 15 min |
Sunday | 5 hours | 08:00 - 13:00 | ✅ | 15 min |
Compliance Summary: This setup aligns with the 45-hour weekly limit as per the Basic Employment Act. The optional hours on Saturday and Sunday do not contribute to the budgeted hours.
Example 2: 6-Day Work Week
| Day of Week | Work Hours | Shift Type | Optional Hours | Flex Period |
|---|---|---|---|---|
Monday | 8 hours | 08:00 - 16:00 (1-hour break) | ❌ | 15 min |
Tuesday | 8 hours | 08:00 - 16:00 (1-hour break) | ❌ | 15 min |
Wednesday | 8 hours | 08:00 - 16:00 (1-hour break) | ❌ | 15 min |
Thursday | 8 hours | 08:00 - 16:00 (1-hour break) | ❌ | 15 min |
Friday | 8 hours | 08:00 - 16:00 (1-hour break) | ❌ | 15 min |
Saturday | 5 hours | 08:00 - 13:00 | ❌ | 15 min |
Sunday | 5 hours | 08:00 - 13:00 | ✅ | 15 min |
Compliance Summary: Meets the requirement of not exceeding 45 hours per week for a worker working more than 5 days a week, as per the Basic Employment Act. Work on the optional day (Sunday) does not count towards the weekly budgeted hours.
Assigning teams
Assigning teams to clock templates is a critical step. Each employee must be linked to a clock template. This linkage is key because it tells the system which set of rules (the clock template) to apply when interpreting an employee's clock-in and clock-out data.
A clock template can be linked to one or multiple teams.
Provide a name that will describe the shift that will be created.
If all employees on the farm have the same working hours / shifts. Create only one clock template and link all the teams to the single clock template.
Set up working hours
Configuring Daily Working Hours
Standard Weekday and Weekend Hours
Uniform Weekdays: Typically, Monday to Friday have the same working hours, reflecting a standard workweek.
Variable Weekend Hours: Saturday and Sunday might have different working hours, accommodating weekend-specific schedules.
Days of the week
Choose one or more days of the week to apply specific shift times. It's important to note that you cannot set up more than one shift per day.
Optional Working Hours
In Agrigistics, when a shift is marked as "optional working hours," it indicates that working on these days, typically weekends like Saturdays and Sundays, is not compulsory for employees. This designation has important implications for how employee attendance and budget hours are managed.
No Obligation to Work: On days marked as optional, employees are not required to work. These days are set aside for flexibility.
Non-Workdays Don't Count as Leave: Choosing not to work on these optional days is not the same as taking a leave. It's just a day off that doesn't affect leave balances.
Optional Hours and Work Budget: Hours on these optional days aren't counted in the total weekly work hours. This helps in accurate planning without overstating work hours.
Attendance Record: When an employee doesn't work on an optional day, it won't be marked as an absence in the system.
Keeping Leave Records Straight: This system ensures that the records of actual leave taken are accurate and don't include days when employees simply didn't work because it wasn't required.
By marking certain days as optional in the clock templates, Agrigistics allows for a work schedule that understands not every day is a mandatory workday, while keeping track of work and leave accurately.
Types of Shifts
Start & End Times versus Fixed Duration
Start & End Times:
Exact Times: Input the precise start and end times for shifts.
Fixed Breaks: Include breaks within these times.
Flex Times Applicability: Start and end flex times can be adjusted within this setup.
Fixed Duration:
Shift Length: Specify only the duration of the shift in hours and minutes.
No Fixed Time Window: Employees can clock in at any time.
Overtime Application: Occurs after exceeding the total daily duration.
Use Cases: Ideal for varied schedules like day/night shifts or irregular breaks (e.g., packhouse staff).
Special Considerations for Fixed Duration Shifts
No Overtime/Short Time Flex: As there are no fixed start and end times, flex times don't apply.
Manual Break Clock-Outs: Breaks need to be manually recorded since they aren't automatically deducted.
Full Day Leave Only: Partial leave days are not trackable due to the absence of fixed start and end times.
What is flex
Flex is a rounding mechanism for clock-in and clock-outs at the start and end of each shift. One can adjust the flex separately for the Start and End of a shift.
Overtime flex: Adjust clock-in within a given period before the shift started or adjust clock-out within a given period after the shift ended.
Example
With a shift as 07:00 - 17:00, an overtime flex of 15 minutes will: Round up all clock-ins after 06:45 Round down all clock-outs before 17:15
Short time flex: Adjust clock-in within a given period after the shift started or adjust clock-out within a given period before the shift ended.
Example
With a shift as 07:00 - 17:00, a short time flex of 15 minutes will: Round down all clock-ins before 07:15 Round up all clock-outs after 16:45
Understanding Overtime in Clock Templates
Overtime in Agrigistics is based on the total hours clocked by an employee in a day, not just clocking in early or staying late.
Key Points on Overtime Calculation
Total Daily Hours: Overtime starts accumulating only when an employee’s total clocked hours for a day exceed the budgeted working hours set in their clock template.
Not Based on Shift Start or End: Simply clocking in before the shift starts or clocking out after it ends does not automatically count as overtime. It's the total hours worked in a day that matters.
Daily Overtime Calculation: This approach calculates overtime on a daily basis, ensuring that any extra hours worked beyond the regular scheduled hours are accurately recorded as overtime.
When setting up payroll, be aware that there are other methods to calculate overtime, such as 'bucket hour' calculations. This method groups certain hours worked into specific categories or 'buckets', which can then be used to determine overtime pay under different conditions or rules.
Optional Clock template settings
Here you adjust several types of other Clock template settings. These are all considered optional.
Monthly repeat
One has the ability to specify which months a template is active for. This is useful for seasonal setups. If not configured, the Clock template will be active for the entire year.
Flex settings
These flex settings are applicable across the entire template. If Flex was configured within a shift, those settings will take precedence over these for that shift.
Start of day
This is to offset when the day starts. When a shift runs past 00:00 for instance, the clock-outs should still be associated with the previous day. Start of day defaults to 03:00.
Default to shift end
If it is not possible for someone to clock out, this setting will automatically assign 'n clock out for all employees working against this template. The clock out will default to the end of shift.
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