Workplace

We360.ai workplace settings — configure attendance policies, shift schedules, and time-off rules for employee monitoring.

The Workplace Settings module is the policy engine for the HR Suite. It defines the mathematical boundaries of what constitutes "work."

Core Configurations

Shifts & Breaks

• Shift Configuration: Define standard working hours (e.g., 9:00 AM to 5:00 PM), grace periods for late arrivals, and minimum hours required for a Half-Day or Full-Day attendance mark. You can create multiple overlapping shifts to accommodate round-the-clock operations.
• Break Policies: Standardize allowable downtime. Define whether breaks are paid or unpaid, their maximum duration, and what applications (if any) are permitted during a break without triggering a productivity alert.

Leave Types

Establish the time-off economy for your organization.

• Create distinct leave buckets such as Casual Leave, Sick Leave, or Earned Time Off.
• Define accrual rules, standard annual balances, and whether unused balances can carry over into the next fiscal year.

Advanced Rules

Toggle system-wide behaviors that deeply alter the tracking experience:

• Half-Day Logic: Determine if half-days are calculated based on hours worked, or specific punch-in times.
• Timesheet Workflows: Enable or disable managerial approval requirements for submitted timesheets.
• Wellness Thresholds: Set limits on continuous working hours before the system prompts the employee to rest, fostering a healthier digital work environment.
• Auto Punch-Out: Configure automatic punch-out behavior based on shift end time or a fixed duration, preventing inflated attendance records. Leave this Disabled if you need Cross-Day Working Time.

Cross-Day Working Time

By default, a working day is a calendar day: a shift that starts at 10:00 PM and ends at 6:00 AM is recorded as time on two separate dates. Cross-Day Working Time changes that, so the whole shift counts as one working day dated by the day it started.

Turn it on in Settings → Workplace → Cross-day Working Time.

Setting	What it does	Default
Cross-day Working Time	Master switch. When off, every working day ends at midnight, exactly as before.	Off
Carryover Limit	Hours a working day can run before it closes regardless of activity.	16 hours
Carryover Grace	Extra hours past the carryover limit during which activity still belongs to the previous working day.	4 hours
Idle Gap Threshold	How long someone has to be inactive for that gap to end the working day, once the carryover limit is reached.	4 hours
Work-day Reset	Elapsed time — the limits above always apply. Calendar date — never end a working day while it is still on the date it started.	Elapsed time

A working day therefore ends at whichever comes first: the carryover limit plus the grace window, or the carryover limit followed by an inactive gap at least as long as the idle gap threshold. Someone who works 10:00 PM to 6:00 AM and then signs off stays on one working day; someone who works overnight, sleeps, and starts again the next afternoon gets two.

Auto Punch-Out must be off. Cross-day working time and Auto Punch-Out contradict each other — Auto Punch-Out closes the day on a timer, which is exactly what cross-day is meant to avoid. While Auto Punch-Out is set to anything other than Disabled, the cross-day switch stays unavailable and the setting has no effect. Turn Auto Punch-Out off first.

Changing these settings affects how activity is recorded from that point on. It does not re-date activity already recorded, so expect the change to show up going forward rather than in past dates.

How-to Guides

Shifts

Adding a Shift

1. Navigate to Settings and select the Shifts tab.
2. Click Add Shift at the top right.
3. Fill in the required fields in the popup:

   • Name -- A descriptive label (e.g., "Morning Shift", "Night Shift").
   • Start Time -- When the shift begins.
   • End Time -- When the shift ends.
   • Grace Period (minutes) -- Allowed buffer for late arrivals or early departures.
   • Max Break Time (minutes) -- Maximum total break duration permitted during the shift.
   • Weekly Off -- Select the days employees are not required to work. Tracking is disabled on weekly-off days.
4. Click Submit. A confirmation message confirms the shift was saved.

Editing a Shift

1. Locate the shift in the list and click its pencil icon.
2. Modify any field (name, start/end time, grace period, max break time, weekly off).
3. Click Submit to save.

Assigning a Shift to a Team

1. Navigate to Settings > Teams.
2. Select the target team from the list.
3. Under the Team Info tab, use the Shift dropdown to select the desired shift.
4. The change saves automatically with a confirmation message.

Shifts are assigned at the team level. All members of a team share the same shift schedule.

Breaks

Adding a Break

1. Navigate to Settings and select the Breaks tab.
2. Click Add Break at the top right.
3. Enter the Break Name and Max Break Time (minutes) in the popup. Both are mandatory.
4. Click Submit.

Editing a Break

1. Click the pencil icon next to the break you want to modify.
2. In the popup you can change the break name, max break time, and toggle the break's active status.
3. Click Submit to save.

Breaks cannot be deleted. To retire a break, toggle its status to Inactive. Inactive breaks are no longer available to employees.

Wellness

Setting Healthy Working Hours

The wellness configuration lets administrators define the ideal daily working-hours range for the organization. This range is used across the platform to classify employees as healthy, overburdened, or underutilized.

1. Navigate to Settings > Workplace.
2. Use the dual-handle slider to set the minimum and maximum healthy working hours per day (scale: 0 to 23 hours).
3. Click Save.

Terminology:

• Underutilized -- Employees who work fewer hours than the set minimum.
• Overburdened -- Employees who work more hours than the set maximum.
• Healthy -- Employees whose daily working hours fall within the defined range.