To provide HR managers a convenient way to assign employee shifts in bulk through an Excel template with validations, upload capability, holiday list integration, and employee limits.

❗ Problem Statement

Managing shift allocations for a large number of employees in ERPNext is time-consuming and prone to errors when done manually. HR teams face challenges such as:

• ⚠️ Bulk Assignment Difficulty – No built-in feature to assign shifts to multiple employees across date ranges efficiently.

• ⚠️ Missing Holiday Lists – Errors occur if employees do not have an assigned holiday list, leading to incorrect scheduling.

• ⚠️ Validation Gaps – Lack of validations leads to duplicate entries or missed entries.

• ⚠️ Manual Data Entry – Daily shift entries in the system require repetitive manual effort.

• ⚠️ Limited Upload Interface – No user-friendly interface to upload pre-defined shift schedules via Excel.

1️⃣ Key Features

✅ Shift Allocation Tool

• Custom DocType to manage shift allocations.

• Includes:

• Date range selection.

• Shift type selection.

• “Get Employees” button to fetch eligible employees based on filters.

• Excel Download and Upload options for shift assignment.

✅ Excel Template

• Dynamic column generation for each day in the selected date range.

• Pre-filled with:

• Serial number

• Employee ID

• Employee Name

• Supports:

• Weekday header for better readability.

✅ Upload & Validation

• Uploaded Excel is validated for:

• Existing entries (prevent duplicates).

• Employee limit (max 50 employees allowed).

• Empty/missing data (employee/shift).

• Error messages shown to guide user if upload fails.

✅ Holiday Check

• On upload, validates if employee has holiday list assigned.

• Automatically integrates weekly off if not in existing holiday list.

• 🔧 Manual Setup Required by User

• Before using the Shift Allocation Tool, the user must manually configure the following:

🔹 1. Shifts

• Go to: HR > Shift Type

• Create shift types such as:

• Morning Shift

• Evening Shift

• Night Shift

• Ensure fields like:

• Shift Name

• Start Time

• End Time

🔹 2. Holiday List

• Go to: Setup > Holiday List

• Create or update a holiday list with:

• National holidays

• Assign this list to:

• Each Employee

🔹 3. Employee Records

• Ensure each employee:

• Has a valid Employee ID

• Is marked as Active

• Has a Holiday List linked (important for validation)

• Is assigned to the relevant Department or Branch (if filters are used)

🔹 4. Permissions

• Assign role-based permissions to HR Manager or HR User for:

• Reading/Writing Shift Allocation Tool

• Accessing Shift Type, Employee, Holiday List