Configuring Custom Time Windows and Special Rates
Managing shifts that cross multiple pay boundaries is now effortless with our Custom Time Window configuration.
By setting precise start and end times for specific client sites, you can automate the processing of split-shift billing.
The new Time-Based Rate structure allows you to define specific "windows" for each client or site. This automates the calculation of Split Shifts, ensuring your clients are invoiced accurately and your workers are paid correctly. This results in:
- Reduced Admin: No more manual "post-shift" pay corrections.
- Billing Accuracy: Automatic split-shift calculations for shifts spanning across rate boundaries.
- Total Flexibility: Different sites under the same client can have unique time windows.
New Rate Types and Priority Hierarchy
We have introduced seven new rate types to handle every scheduling scenario.
To ensure a rate is always applied, the system uses a Fallback Hierarchy. If a specific rate isn't set, it automatically moves down the list to the next available option:
- Bank Holiday / Special Holiday (Highest Priority): Takes precedence over all other rates.
- Friday Night Rate: Specifically for the transition into the weekend.
- Weekend Night Rate: For Saturday and Sunday night shifts.
- Night Rate - Weekday: Standard Mon–Fri night shifts.
- Weekend Rate (General): Fallback for weekend hours if no specific day/night rate is set.
- Night Rate (General): Fallback for any night hours if no specific weekday/weekend night rate is set.
- Day Rate (Lowest Priority): The base rate for standard daytime hours.
How to Configure Time Windows
You can define exactly when these rates apply under the Client Profile > Settings tab.
- Navigate to Client Settings
- Select the Clients module from the sidebar.
- Choose the specific client you wish to configure.
- Click on the Settings tab within the client record.
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Open the Configuration Popup
- Locate the Special Rate Configuration section.
- You will see the Current Configuration List which displays existing times for each site.
- Click the Edit Settings button. A popup window will appear.
- Select Site: In the popup, use the Site dropdown at the top to choose the specific location you are configuring.
Enter Start and End Times: For each rate type (e.g., Day Rate - Weekday, Friday Night Rate), enter the precise times.
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- Validation: The system strictly validates these entries. You cannot save if time windows overlap (e.g., a Day Rate ending at 20:00 while a Night Rate starts at 19:30).Define Times for Specific Sites
Once all the required time windows are configured, you can save the changes. Review your entries. Note the red disclaimer for the Night Rate (General): this rate acts as a fallback and will be overridden if you have defined specific rates for Weekday, Friday, or Weekend nights.
Managing Rate Cards
Creating or editing a rate card is now managed through a streamlined Stepper Wizard:
- Step 1: Overview – Select your branch and site/s. If you are editing an existing card, changing the Effective Date will trigger a warning that you are creating a new version and archiving the old one.
- Step 2: Add Rates – Use filters to find specific Worker Types and Skills. You can toggle between Hourly and Fixed rates. As you enter the "Est. Worker Rate" and "Margin", the system auto-calculates Agency VAT and the Final Charge Rate.
- Step 3: Cancellation Policy – Define your cancellation windows (hours before a shift) and the associated fee percentages.
Automatic Split-Shift Billing
The Job Estimation Engine now handles the heavy lifting. It automatically identifies when a shift crosses into a new time window and applies the correct rate to each portion.
Example: A shift from Friday 18:00 to Saturday 06:00 is automatically broken down:
- 18:00 – 20:00: Weekday Day Rate.
- 20:00 – 00:00: Friday Night Rate.
- 00:00 – 06:00: Weekend Night Rate.
These individual line items will appear clearly on the Client Invoice and the Worker’s Pay Slip, ensuring end-to-end transparency.
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