Managing Shift and Break Templates

Shift Templates

Shift templates define reusable time blocks for scheduling. Instead of entering shift times every time you create a schedule, you define templates once and reuse them.

Accessing Shift Templates

Navigate to Settings > Shifts from the settings sidebar.

Creating a Shift Template

1. Click Add Shift
2. Fill in the details:
   • Shift Name (required): A descriptive name like "Morning Shift" or "Night Shift"
   • Start Time: When the shift begins (e.g., 09:00)
   • End Time: When the shift ends (e.g., 17:00)
   • Break Duration: Optional break time in minutes
   • Color: Pick a color for visual identification on schedules
3. Click Save

Hours per day is calculated automatically from the start and end times, minus any break duration.

Overnight Shifts

If a shift crosses midnight (e.g., 22:00 to 06:00), CrewHR automatically detects this and marks it as an overnight shift with a moon icon. The hours are calculated correctly across the day boundary.

Editing and Deleting Shifts

From the shifts list:

• Click the edit icon to modify a shift template
• Click the delete icon to remove it

Deleting a shift template does not affect past schedules that used it, but it will no longer be available for future scheduling.

Break Templates

Break templates define reusable break configurations that can be applied to shifts.

Accessing Break Templates

Navigate to Settings > Breaks from the settings sidebar.

Break Tracking Modes

CrewHR supports three ways to track breaks:

1. Manual: Employees clock their break start and end times on the terminal. This gives the most accurate break tracking.
2. Automatic: Breaks are automatically applied at clock-out based on shift duration. For example, any shift over 6 hours gets a 30-minute break deducted.
3. Shortcut: Employees select a break duration from quick options on the terminal. Faster than manual but still employee-initiated.

Auto-Break Rules

When using Automatic mode, you define rules based on shift duration:

• Set a minimum shift duration (in hours)
• Set the break duration (in minutes) to apply

For example: "Shifts of 6 hours or more get a 30-minute break."

You can add multiple rules for different shift lengths (e.g., 4-hour shifts get 15 minutes, 8-hour shifts get 45 minutes).

Creating a Break Template

1. Click New Break
2. Fill in:
   • Name (required): e.g., "Lunch Break", "Coffee Break"
   • Duration: Break length in minutes (1 to 480)
   • Paid: Toggle whether this break is paid time
   • Description: Optional notes about when to use this break
3. Click Save

Default Break Templates

CrewHR comes with four default break templates created during signup:

• 15-minute break
• 30-minute break
• 45-minute break
• 60-minute lunch break

You can edit or delete these defaults and create your own.

How Templates Are Used

• Shift templates are assigned to coverage requirements and work patterns. They define when employees work.
• Break templates are available on time clock terminals. Depending on your break mode, they are applied automatically or selected by employees.

Tips

• Name shifts clearly: Use names that your team already uses (e.g., "Day Shift", "Swing Shift") so everyone understands the schedule
• Include break time in shift planning: A 9-to-5 shift with a 30-minute unpaid break means 7.5 hours of paid work
• Start with common shifts: Create templates for your most frequent shifts first, then add specialty shifts as needed