Managing schedules and shifts of employees is one of the hectic and time-consuming processes of HRM professionals, and everyone agrees with it! Managing the shift schedule and rotations strategically is very important to ensure consistent workflow and productivity. A good shift management should not only reduce the burden for employees, but should also be productive and comply with legal labour laws. That is why several HRM software have integrated with a smart shift management feature, which helps HR professionals in managing shifts and rotations effortlessly. Industries like hospitality and healthcare are highly reliable on these platforms for managing shifts and rotation of Human resources. This blog will let you understand the role of HRMS in shift management and will introduce you to DoInsight, the best HRMS in India for managing rotations and shifts of employees.
What is shifting and rotation?
In terms of HRM, shifting basically refers to the process of scheduling the working time of an employee, except for the regular business working hours. Industries like hospitality, healthcare, and BPO manage their work structure through shifts and rotation. In major companies, there are shifts in which employees are divided: morning, afternoon and night. HRM is highly responsible for dividing the employees in these shifts according to their job role, capabilities, skills and their comfort level. Rotation refers to the concept of changing the shift of every employee in a specific period, so that employees do not feel unfairly treated and undervalued. Rotation can be done after every week, month or quarter.
Manual vs. Digital Shift Management
Before HRMS tools, HR teams used spreadsheets, emails, or notice boards to manage shifts. These methods often caused problems like:
- Mistakes in scheduling
- No real-time updates
- Hard to manage shift swaps
- Wasted time
- No link with attendance or payroll
With digital rotation management, everything becomes more organised, quicker, and easier to track.
How HRMS Helps with Shift Scheduling
A modern HRMS for shift scheduling gives many useful features to help HR and managers plan better. Let’s look at how it works:
1. Automatic Shift Creation
You can set different shifts like morning, afternoon, or night, and assign employees automatically based on their role, location, or availability.
Why it matters: Saves time and avoids unfair scheduling.
2. Smart Rotations
The system rotates shifts fairly among employees so that no one gets overworked.
Why it matters: Makes work balanced and keeps employees fresh.
3. Employee Preferences
Employees can enter their shift preferences or block days they’re not available. The system considers this while scheduling.
Why it matters: Helps improve employee satisfaction.
4. Shift Swaps and Replacements
If someone needs to change a shift, they can request a swap in the HRMS. It can be approved by a manager quickly.
Why it matters: Reduces confusion and last-minute changes.
5. Real-Time Alerts
Employees get notifications about their shifts through email, SMS, or app notifications.
Why it matters: Keeps everyone informed and avoids missed shifts.
6. Link with Attendance and Payroll
The HRMS connects shift schedules with attendance and salary calculations.
Why it matters: Ensures accurate payments and recordkeeping.
Step-by-Step: How to Manage Shift Schedules with HRMS
If you own some of the smart HRM tools, and worried about managing shifts through it, then you will require a detailed guide. Here’s how you can do it step by step:
Step 1: Create Shift Types
Start by setting up different types of shifts in your HRMS, such as morning, evening, and night shifts. You can define the working hours, break durations, and weekly offs for each shift.
Tip: You can also name the shifts (e.g., Shift A, Shift B) to make them easy to identify and assign later.
Step 2: Assign Employees to Shifts
Once your shift types are created, assign employees to each shift. This can be done manually or automatically, based on their role, location, experience, or availability.
Tip: Many HRM software in India also allow auto-assignment based on staff capacity or rotation logic, so everyone gets fair scheduling.
Step 3: Publish and Share the Schedule
After setting up shifts and assigning employees, publish the schedule within the HRMS. This sends automatic notifications via email, SMS, or app alert to every team member.
Why it’s useful: This keeps employees informed in real-time, reduces confusion, and helps them plan.
Step 4: Handle Shift Change Requests
If someone needs to swap their shift due to personal reasons, they can request it through the HRMS. The manager receives the request instantly and can approve or reject it with just a click.
Note: Some best HRMS in India also allow finding a replacement automatically based on availability.
Step 5: Monitor Attendance and Adherence
Track if employees are attending shifts on time, leaving early, or missing work. The HRMS links this data with the attendance system, so you always have clear records.
Why it matters: This helps HR or managers take action early and ensure all shifts are properly covered.
Step 6: Make Quick Adjustments When Needed
If someone is absent or if workload suddenly increases, the HRMS lets you make quick adjustments. You can reassign shifts or add backup staff with just a few clicks.
Bonus: With digital rotation management, last-minute changes are much easier and visible to all.
Step 7: Connect Shifts to Payroll and Reports
Lastly, connect your shift data to the payroll system. This ensures that overtime, shift allowances, and extra working hours are calculated correctly.
Why it’s important: Helps reduce payroll errors and ensures employees are paid fairly based on their actual working hours.
Features You Should Look For in the Best HRMS in India
When choosing a good HRMS for shift scheduling, make sure it includes:
- Easy shift setup and auto-assignment
- Real-time notifications
- Mobile access for staff
- Shift swap request management
- Reports and analytics
- Attendance and payroll integration
DoInsights- Your best Partner for managing shifts and Rotations
If you are looking for some smarter ways to manage shifts and rotations in your company, then DoInsights can be your best partner. DoInsight is one of the best HRM software in India that smartly manages shifts and rotation with the help of AI-driven technology and automation. The user-friendly interface of DoInsight will help HR professionals work smoothly and requires zero or minimal training. If your team works in a shift where you are struggling to manage the human resources efficiently, get connected with DoInsight Now to manage the team smartly.
Managing shift schedules and employee rotations is very important for any company that works in shifts. If done wrong, it can lead to unhappy staff and poor results. But with the right HRMS for shift scheduling, the process becomes smooth, fast, and error-free. A smart tool like DoInsights can help you move away from spreadsheets and take full control of your workforce with digital rotation management. So, if you want to keep your team happy, productive, and on time, it’s the perfect time to explore the best HRMS in India.
