Shift templates contain all the rate information about every job required for automated payroll calculations using the Rate Engine.

Navigate to Plan on the Header menu and then select Shift templates. Each site that you will be supplying workers into needs to have a Shift template set up for every job that you will be booking.

The Shift templates screen shows the templates already set up at the selected site. You can click on each of them to drill down and see or amend the rates.

To create a new Shift template select the + Create a shift template button.

First, give the Shift template a name. These templates are normally named after the jobs to which the rates apply. Type in the name and click Create.

The template is now created but we still need to set up the rates inside the template before we can start making any bookings. For this please navigate to the Rates tab.

In the Rates example shown below, we need to list out every rate used to calculate this shift for payroll, e.g., a separate rate for Weekday, Weeknight, and Weekend. The example shows a graphic representation of how rates are applied depending on when in the week and when during the day the shift is carried out.

By default it will show one rate with a £12 Charge that goes to the client and a £10 for the worker. This is a flat rate applicable to all shifts regardless of the time they are carried out.

You can edit these rates by clicking each cell and overwriting the value entered. To add more rates click the Add rate button.

You will need to select one of the tags in the drop-down to describe the rate such as Weeknight and then fill in the hourly rates for Charge and Pay. Please note that the Charge and Pay rates in each line come in couples. There is a base Charge and Pay and a Charge and Pay to be used when the worker is doing overtime.

Once a second rate is added, the graph changes as shown in the example below. The colours indicate the two rates applicable throughout the week where the Weekday rate indicated by the light green colour is to apply to shifts worked between 06:00 and 18:00 and a Weeknight will be used for calculating shifts after 18:00 and before 06:00 the following morning.

Make sure you add every rate needed to calculate the shifts.

Use the Advanced settings underneath the graph to set up which rate applies at which time of the day and week. The rates are listed chronologically from the start of the week. Our first rate in the week is a Weeknight rate starting on Monday at 00:00. This rate will stay in effect until a new one is added to replace it. The start of one rates means the end of the previous one.

Our Weeknight rate will stay in effect until the Weekday rates start on Monday at 06:00. The Weekday rate until 18:00 when the Weeknight comes back and stays on until Tuesday at 06:00 when the Weekday rate will replace it again.

You can also set up exceptions with specific rates to be applied for work during bank holidays. In the next tab you can add bank holidays, define their durations and select the rates to be applied.

Above we have set up a Bank Holiday rate to apply to all shifts worked on the 29th of March because it is Good Friday. You can set up the bank holiday rates till the end of the year and JoinedUp will automatically apply the special rates for the dates added.

In the last tab there are a few more rules governing how the rates are to be calculated as well as information about break deductions and overtimes.