Introduction

Managing employee shifts manually can become complex when organizations operate multiple shifts and need employees to rotate between them regularly. Industries such as manufacturing, healthcare, customer support, security services, and field operations often require employees to work different shifts on different days based on operational requirements. Maintaining these rotations manually can be time-consuming and may lead to scheduling errors.

To simplify shift management, uKnowva HRMS provides the Automatic Shift Rotation feature. This functionality allows administrators to create predefined shift rotation patterns and automatically assign employees to different shifts based on a configured schedule. 

Instead of updating employee shifts manually every few days, administrators can define a rotation sequence once and let the system manage the shift transitions automatically.

In this article, you will learn how to create a shift rotation group, configure rotation rules, and assign the rotation to employees so that shifts change automatically according to the defined schedule.

Step 1: Navigate to the Shift Rotator Module

To begin, navigate to the left-side navigation panel and click on the HR menu.

From the available options, select the Master sub-menu and then click on the Shift sub-menu.

This will open the Shift Master page, where all configured shifts are displayed within the system.

From this page, locate and click on the Shift Rotator button. This will take you to the Shift Rotator List page, where all existing shift rotation groups can be viewed and managed.

This will take you to the Shift Rotator List page, where all existing shift rotation groups can be viewed and managed.

Step 2: Create a New Shift Rotation Group

On the Shift Rotator List page, click on the + button to create a new shift rotation configuration.

This will open the Shift Rotator creation pop-up.

Begin by configuring the Status field. Toggle this setting to Yes to keep the shift rotation published and available for assignment.

Next, enter a suitable name in the Roster Group field. This name helps identify the rotation pattern when assigning it to employees later.

The roster group acts as the container that defines how employees will rotate between different shifts over a specified period.

Step 3: Configure the Shift Rotation Pattern

After creating the roster group, begin defining the shift rotation sequence.

In the Shift Name column, select the shift that should be assigned first. Next, enter the number of days for which employees should remain on that shift in the Day Count column.

The day count determines how long the selected shift remains active before the system automatically moves the employee to the next shift in the rotation.

For example, if employees should work the Morning Shift for three days, select the Morning Shift and enter 3 in the Day Count field.

To add another shift to the sequence, click on the + icon and create a new row.

Select the next shift and enter the corresponding number of days. You can continue adding as many shifts as required to create the desired rotation cycle.

For example, you may configure employees to work the Morning Shift for three days and then automatically move to the Evening Shift for the remaining days of the week.

If you need to remove any shift from the rotation sequence, simply click on the Bin icon next to that row.

Once you have completed the rotation configuration, review the details and click on the Save button to create the shift rotation group.

Step 4: Locate the Employee Profile

After creating the shift rotation group, the next step is to assign it to employees.

Locate the employee to whom you want to assign the shift rotation.

If you are unsure how to locate an employee profile, you can refer to this tutorial. 

Once you have located the employee, open their profile to proceed with the assignment.

Step 5: Assign the Shift Rotation to the Employee

Inside the employee profile, click on the Edit Profile button.

This will open the profile editing window, where employee-related information can be updated.

Navigate to the Employment Information tab and locate the fields labeled Shift Start Date and Shift Roster.

These two fields are essential for enabling automatic shift rotation.

In the Shift Start Date field, enter the date from which the rotation should begin. This date acts as the starting point for the rotation cycle.

Next, select the newly created shift rotation group from the Shift Roster field.

After configuring both fields, click on the Save button to apply the changes.

Once saved, the system will automatically rotate the employee through the configured shifts according to the defined day counts and rotation sequence.

Important Note

The Automatic Shift Rotation feature is available on request. If you would like to use this functionality in your uKnowva HRMS instance, please contact the uKnowva support team for activation and configuration assistance at This email address is being protected from spambots. You need JavaScript enabled to view it. or submit a request through a call.

Conclusion

That’s it!

You’ve now successfully configured and assigned an automatic shift rotation in uKnowva HRMS.

By following this process, you can create predefined shift rotation schedules and automatically rotate employees between different shifts without requiring manual intervention.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..