Feature Brief: Fair Work Week Functionality

Advanced scheduling features key to compliance

Local and state governments across the country are considering legislation and

regulation on employee scheduling. A handful of cities and one state have already

put rules in place and others are expected to do so in the near future.

While the details differ between jurisdictions and industries, the intent is consistent—

provide hourly workers with more predictable and fair schedules. New rules require

schedule posting as much as two weeks in advance, and records on demand going back

three years or more. Employers must pay premiums for schedule changes and cannot

require attendance with short notice. Employers may also have to provide a scheduling

estimate to new hires and offer new shifts to current employees before hiring.

SwipeClock provides key functionality needed for compliance with new scheduling rules.

Employers can create better schedules that accurately reflect the workforce needed

during each shift, limiting last minute additions or reductions. Employees can request

time off, trade shifts, and sign up for open shifts. In addition to these proactive features,

SwipeClock flags potential violations, enabling schedulers to adjust schedules or payroll as

needed.

SwipeClock Fair Work Week Related Features

Recordkeeping — SwipeClock keeps re-

cords of all schedules, schedule changes

and communications between employer

and employee. These records are avail-

able on demand.

Notifications — employees receive

scheduling notifications via text and

email along with a record.

Scheduling Templates — SwipeClock

supports templates to make scheduling

more predictive. Templates define the

number of employees needed by position

for a particular shift. For example, a

restaurant may have four templates for

the evening shift—weekdays, weekends,

holidays and special events. Templates are

applied when building schedules. Shifts can

then be auto-filled with eligible, available

employees.

Employee Preferences — employees are

more likely to attend a shift if it match-

es their preferences. SwipeClock uses

employee profiles and preferences such as

certifications, locations, qualified positions,

and available hours to drive availability for

shift assignment.

Continued...

Feature Brief: Fair Work Week Functionality

Warnings/Enforcement — SwipeClock can warn when a schedule change may incur a fair

work week violation or when a shift is too soon for ‘clopening’ rules governing time between

closing and opening shifts. Other warnings indicate when employees have expired certifi-

cations, are on time off, or are going to incur overtime. SwipeClock can also automatically

enforce the rules. Employees not covered by the new laws and regulations (e.g., salaried

employees) can be excluded from warnings/enforcement.

Shift Trading — under the new rules employees are free to change their schedules by trading

shifts with other qualified employees. SwipeClock provides this capability through the em-

ployee self-service portal. Trades are automatically restricted to those employees matching

the shift criteria, including overtime restrictions.

Time Off Requests — schedules must account for vacation and sick leave. SwipeClock pro-

vides an easy way to request and approve time off, enabling earlier notification and incorpo-

ration into the schedule.

Reports — scheduling changes initiated by the employer may require premium pay during

the current payroll period. SwipeClock provides a standard report that identifies all potential

violations for review, adjustment or notification to payroll.

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