We have added a functionality that provides our customers with two options adjusting time during the transition into or out of Daylight Saving.
Guardhouse always calculates the numerical difference between two times when determining shift hours for paying guards or charging customers. It does not adjust the length of a shift that is shortened or lengthened as a result of the daylight saving changeover.
Example:
A guard has a shift from 21:00 on Saturday (October 5, 2024) to 05:00 Sunday(October 6, 2024). When 2 am hits and daylight saving rolls the clock forward by an hour, the Guardhouse system will still calculate the shift as 8 hours for the payment of the guard and the charging of the customer.
This same concept applies in the scenario where daylight saving ends and a guard starts at 23:00 on April 5, 2025 and finishes his shift at 07:00 on April 6, 2025. The calculated shift will still be 8 hours.
For those companies that wish to pay guards and charge customers based on the actual length of a shift that is affected by daylight saving, it is recommended to add an additional 1 hour to the actual end time of the shift in the Timesheets section.
For the above example that is affected by the start of daylight saving, the shift would now have actual times in Timesheets as starting at 21:00 Saturday (October 5, 2024) and now finishing at 06:00 (on October 6, 2024) with a shift duration of 9 hours.
When daylight saving ends, it would be a deduction of one hour and the total calculated shift will be 7 hours.
Here are some options you can do for shifts affected by daylight saving on Guardhouse for the payroll and invoice calculations:
Solution 1 - Subtract an hour to the timesheet.
To make this bulk updating of shifts easier in Timesheets, display all the shifts you want to change and then select (filter by day and choose the affected start day) > Actions > Subtract 1 hour to end time. This will automatically subtract 1 hour from every shift end time displayed in the Timesheet view. If you have pay or charge rates that change across the night this may not be the best solution for you as the finished time extends and may affect rate categorisation.
For the daylight-saving changeover in April 2025, there is an equivalent function to add 1 hour from the shifts.
Solution 2 - Adjusting units of time in Paysheets and Invoicing.
For those companies that want consistency in billing customers for the shift times but want to pay guards for actual time worked during the changeover, invoicing times can be adjusted to be different from times for paying guards.
To adjust the units of time in Paysheets, find the affected shift in each guard's paysheet and edit the units to reflect what needs to be paid.
The same thing is done on the Invoicing screen. Find the shifts that cross daylight saving time and edit the units of time to invoice them as required.
Related Article/s:
Daylight Saving 2024/2025