Employee Shift Rotation

Overview

The Shift Rotation module in Semsto automates employee shift changes based on predefined schedules. It allows HR or administrators to create rotation schedules that automatically assign employees to different shifts on a daily, weekly, or monthly basis, ensuring seamless workforce management without manual intervention.

This module is particularly useful for organizations operating in multiple shifts such as morning, afternoon, and night and helps maintain balanced workload distribution.

Purpose
The Shift Rotation Module helps organizations:
  • Automate the process of rotating employees between different shifts.
  • Define specific rules for when and how shift changes occur.
  • Reduce manual shift updates and minimize errors.
  • Maintain operational consistency across all departments and teams.
  • Apply shift rotations either to specific employees or to entire groups based on criteria such as department, designation, or role.
Shift Rotation List Page
The Shift Rotation list page displays all the configured rotation schedules.
Field Description
Field Name Description
Action Allows users to edit or delete an existing rotation schedule.
Status Indicates whether the scheduler is Active or Inactive.
Scheduler Name The name assigned to the rotation scheduler. Example Daily Shift Change or Monthly Rotation.
Schedule Frequency Defines how often the scheduler runs Daily Weekly or Monthly.
Time of Schedule The exact time when the system will automatically trigger the shift rotation.
From-To Shift Displays the rotation pattern showing which shift employees will move from and to.
Other Functionalities
  • Search Bar: Search for rotation schedulers by name.
  • Status Filter: Filter by Active or Inactive schedules.
  • Add Shift Rotation: Opens the form to create a new rotation schedule.
Add Shift Rotation Page
The Add Shift Rotation form allows you to define and configure automated shift change rules.
Field Description
Field Name Description
Scheduler Name Enter a descriptive name for the rotation schedule Mandatory. Example Daily Shift Rotation.
Schedule Frequency Choose how often the rotation should occur. Options include:
  • Daily: Runs every day.
  • Weekly: Runs on a specific day of the week.
  • Monthly: Runs on a specific date of every month.
  • Time of Schedule: Set the exact time the scheduler should execute automatically example 1:00 AM.
  • Rotation Period: Defines the date range for which the rotation will be applicable. Example From 1st to the Last Day of the month.
  • Rotation of Shifts: Select the source and target shifts for rotation. Example Morning to Afternoon Afternoon to Night.
  • Add Rotation Button: Use this button to define multiple rotation pairs within the same scheduler.
  • Applicable For: Select who this scheduler applies to:
  • By Criteria: Apply to employees based on filters like Department Role or Designation.
  • By Specific Employee: Select one or more specific employees manually.
  • Status: Choose whether the scheduler is Active or Inactive. Only Active schedulers will run automatically.
Buttons
  • Save: Saves the rotation configuration and activates the scheduler.
  • Close: Cancels the setup and closes the form without saving.
How to Create a New Shift Rotation
  1. Navigate to Shift Rotation under the HR or Attendance module.
  2. Click + Add Shift Rotation.
  3. Enter a Scheduler Name (e.g., “Night to Morning Rotation”).
  4. Choose the Schedule Frequency (Daily, Weekly, or Monthly).
  5. Set the Time of Schedule (e.g., 1:00 AM).
  6. Define the Rotation Period (From 1st to Last Day of the Month).
  7. Under Rotation of Shifts, select the shifts to be rotated — for example, “Morning Shift ? Afternoon Shift.”
  8. Specify who it applies to:
    • By Criteria (Department, Designation, Role).
    • By Specific Employees.
  9. Set the Status to Active.
  10. Click Save to activate the scheduler.
Example Use Case

Scenario An organization operates in 3 shifts Morning Afternoon and Night. To ensure fair distribution and prevent employee fatigue shifts are rotated daily.

Configuration Example
Field Value
Scheduler Name Daily Shift Rotation
Schedule Frequency Daily
Time of Schedule 1:00 AM
Applicable Period 1st to Last Day of Month
Rotation of Shifts Morning to Afternoon to Night
Applicable For Department Production
Status Active

Result The scheduler runs automatically every day at 1:00 AM. Each employee assigned to the Production department moves to the next shift according to the defined rotation sequence.

Advanced Use Case

If you have employees working in multiple departments you can set different rotation schedules per department using criteria such as Department Manufacturing Daily Rotation Department Customer Support Weekly Rotation

This ensures precise and department-specific shift automation.

Advanced Use Case – Shift Rotation Every 15 Days

Scenario Overview

An organization runs three fixed shifts Morning Shift 06:00 AM to 02:00 PM Afternoon Shift 02:00 PM to 10:00 PM Night Shift 10:00 PM to 06:00 AM To ensure fairness reduce fatigue and distribute workload evenly the company rotates employee shifts every 15 days.

This means each employee remains in one shift for the first half of the month and automatically moves to the next shift for the second half. This cycle repeats every month.

Detailed Rotation Scenario 15-Day Cycle

Shift Groups

The rotation follows a sequential pattern Morning to Afternoon to Night to Morning and so on.

Month 1 Rotation Example January

1st to 15th Assigned Shift
Employee A Morning Shift
Employee B Afternoon Shift
Employee C Night Shift
16th to 30th Assigned Shift After Rotation
Employee A moves to Afternoon Shift
Employee B moves to Night Shift
Employee C moves to Morning Shift

Month 2 Rotation Example February

1st to 15th Assigned Shift
Employee A Night Shift
Employee B Morning Shift
Employee C Afternoon Shift
16th to 28th Assigned Shift After Rotation
Employee A moves to Morning Shift
Employee B moves to Afternoon Shift
Employee C moves to Night Shift

Month 3 Rotation Example March

1st to 15th Assigned Shift
Employee A Afternoon Shift
Employee B Night Shift
Employee C Morning Shift
16th to 31st Assigned Shift After Rotation
Employee A moves to Night Shift
Employee B moves to Morning Shift
Employee C moves to Afternoon Shift

Configuration Example Table Format

Field Value
Scheduler Name 15 Days Shift Rotation
Schedule Frequency Every 15 Days
Time of Schedule 1:00 AM
Applicable Period 1st to Last Day of the Month
Rotation of Shifts Morning to Afternoon and Afternoon to Night
Applicable For Department Production Example
Status Active

How System Executes It

On 1st of Every Month Employees start with their assigned initial shift. On 15th at 1:00 AM Scheduler automatically checks all employees assigned to this rotation rule. Each employee is moved to the next shift in the defined sequence. At the end of the month no action needed.

Result of This 15-Day Rotation Rule

  • Each employee equally works in all three shifts over 45 days.
  • No employee stays long in night shift which avoids fatigue.
  • Workload is evenly distributed.
  • Ensures fairness in scheduling.
  • No manual intervention required by HR or Manager.

Employee Experience Timeline Example Full Cycle

Employee A Date Range Assigned Shift
Employee A Jan 1 to Jan 15 Morning
Employee A Jan 16 to Jan 30 Afternoon
Employee A Feb 1 to Feb 15 Night
Employee A Feb 16 to Feb 28 Morning
Employee A Mar 1 to Mar 15 Afternoon
Employee A Mar 16 to Mar 31 Night
Benefits
  • Fully automates the employee shift rotation process.
  • Eliminates manual shift assignment errors.
  • Ensures balanced workforce distribution across all time slots.
  • Supports both individual and group-based shift assignments.
  • Saves administrative time while maintaining accuracy and transparency.
Example Record Table
Scheduler Name Schedule Frequency Time of Schedule From-To Shift Status
Daily Shift Rotation Daily 1:00 AM Morning to Afternoon to Night Active
Notes
  • The scheduler will automatically run as per the configured frequency and time.
  • Employees will be moved to the new shift on the same day when the scheduler executes.
  • You can modify or deactivate a scheduler anytime if rotation needs to be paused.
  • Make sure all shifts used in the rotation are Active in the Shift Master before scheduling rotation.