📚 Tutorial 3 of 8

Tutorial 3: Shift Roster and Attendance Setup - CrmLeaf HRMS

🎯 Outcome: Shift templates created, employees assigned, and daily attendance tracking live for all shifts

6 steps24–40 minCrmLeaf HRMS Admin
✓ Your progress0/6 steps complete
1

Create shift templates

▶ Action

Define the shift timings for each work pattern in your organisation.

Why this matters: Shift templates are reusable time blocks that define start time, end time, grace period, and overtime threshold. Creating templates prevents reconfiguring the same timings every month.
  1. Go to Attendance › Shifts › + New Shift Template
  2. Name: e.g. “Morning Shift”, “Night Shift”, “General Office”
  3. Set start time and end time
  4. Grace period: minutes allowed before LOP applies (e.g. 15 minutes)
  5. OT threshold: hours per day above which OT triggers (e.g. 9 hours for Factories Act)
  6. For factory workers: set OT rate to 2× (Factories Act Section 59)
  7. Click Save Template
Attendance › Shifts › [Morning: 6AM–2PM ✓ | General: 9AM–6PM ✓ | Night: 10PM–6AM ✓]
✓
Done when: Shift templates visible in the Shifts list. Each template shows name, timings, grace period, and OT multiplier.
2

Assign employees to shifts

▶ Action

Map each employee or department to their default shift.

Why this matters: Default shift assignment determines which attendance rules apply to each employee. Factory workers get their factory shift with 2× OT. Office staff get the general shift. This is the foundational setting for compliant OT calculations.
  1. Go to Attendance › Shift Assignments
  2. Select department or individual employees
  3. Choose the applicable shift template
  4. Set effective date (start of month or joining date)
  5. For rotating shifts: enable “Rotating Shift” and set rotation frequency
  6. Click Save Assignment
Shift Assignments › [280 employees assigned ✓ | 0 unassigned]
✓
Done when: All active employees have a shift assigned. The Shift Assignments view shows each employee with their current shift template.
3

Configure leave policies

▶ Action

Set up leave types and accrual rules for your location and employment type.

Why this matters: Leave policies determine how many days of each leave type employees earn, how they accrue, and whether they can be carried forward. India requires earned leave (typically 15–18 days/year), sick leave, and casual leave at minimum. Maternity leave (26 weeks) required for qualifying establishments.
  1. Go to Settings › Leave › Leave Types
  2. Configure each leave type: Earned Leave (15–18 days, annual accrual), Casual Leave (12 days, monthly accrual), Sick Leave (12 days, upfront), Maternity Leave (26 weeks)
  3. Set carryforward rules per type (earned leave typically carries, casual/sick does not)
  4. Set encashment rules for earned leave
  5. Assign leave policies to employee groups
Leave › [Earned Leave: 15 days/year ✓ | CL: 12 days ✓ | Sick: 12 days ✓ | Maternity: 26 weeks ✓]
✓
Done when: Leave types configured and assigned to employees. Each employee's ESS portal shows their leave balance for each type.
4

Configure attendance capture method

▶ Action

Set up how employees record daily attendance in CrmLeaf.

Why this matters: CrmLeaf supports multiple attendance methods: mobile geo-tagged check-in, biometric device sync, supervisor batch-mark, and manual HR entry. The right method depends on whether employees are office-based, remote, or at field locations.
  1. Go to Settings › Attendance › Capture Method
  2. Mobile check-in: enable, set GPS radius (e.g. 100m from office coordinates) and location coordinates
  3. Biometric sync: connect device IP/port if applicable
  4. Self-service: allow employees to mark their own attendance via ESS (suitable for office/remote staff)
  5. For remote depots or sites: enable Supervisor batch-mark
Attendance › Today › [Check-ins recording ✓ | GPS geo-fencing: active]
✓
Done when: Attendance capture method is active. Employees can check in via the selected method. Test check-in shows attendance recorded in the system.
5

Build the monthly roster

▶ Action

Create the shift schedule for the upcoming month.

Why this matters: The monthly roster publishes which shift each employee is on for each day of the month. Publishing the roster early gives employees and supervisors visibility into scheduling. In CrmLeaf, you can generate the roster automatically from the default shift assignments or customise day by day.
  1. Go to Attendance › Roster › Create Monthly Roster
  2. Select month
  3. Click “Generate from default shifts” — CrmLeaf fills the roster from each employee’s default shift assignment
  4. Review and adjust any custom scheduling (swap shifts, day off, holiday override)
  5. Set holiday days (public holidays are pre-loaded; custom holidays can be added)
  6. Click “Publish Roster” to make it visible to employees and supervisors
Roster › May 2025 › Published ✓ | 280 employees scheduled | 12 holidays marked
✓
Done when: Monthly roster published. Employees can see their shift schedule in their ESS portal. Supervisors see their team's roster in the Attendance dashboard.
6

Review daily attendance dashboard

▶ Action

Check daily attendance status across all teams and locations.

Why this matters: The daily attendance dashboard is the HR pulse — who is present, who is absent, who is late, and which employees have pending corrections. Monitoring this daily prevents attendance data gaps that complicate month-end payroll.
  1. Go to Attendance › Today’s Attendance
  2. View: Present / Absent / Late / On Leave by department
  3. Click on any absent employee to see their leave status (on approved leave, or unexplained absence)
  4. Unexplained absences default to LOP pending HR review
  5. HR can correct attendance entries if there is a system error (with audit trail)
Attendance › Today › [Present: 268/280 | Absent: 8 (6 on leave, 2 unexplained) | Late: 4]
✓
Done when: Daily attendance dashboard shows present/absent status for all employees. Unexplained absences are visible for follow-up.

✓ Tutorial 3 complete!

You have completed this tutorial. Your next step: Tutorial 4: File PF and ESIC challans

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