Automatic Dimona check

A forgotten Dimona is usually discovered far too late, at payroll time or during an inspection. The automatic Dimona check exists to reverse that timing: Shyfter regularly compares your schedule with your NSSO declarations and emails you before the work takes place, while there is still time to declare.

Three problems are watched: work with no declaration, a declaration that does not cover the planned work, and a declaration with no work behind it.

This feature is specific to Belgium, since it is built around the Dimona.

Where the check is configured

Go to Settings → Dimona → Settings. The Dimona check block sits at the bottom of the page, below the general Dimona settings. It has its own save button.

The block only appears if your venue meets two conditions:

• the Dimona app is active on your account;
• your NSSO connection is complete: company number, login, expeditor and NSSO registration number all filled in, and the connection active.

This is deliberate: a venue that cannot declare should not receive a reminder blaming it for a declaration it has no way of sending.

The three checks

Check	When	Period examined	What it reports
Weekly	on Monday, at the chosen time	Monday to Sunday of the week starting	missing Dimonas, Dimonas that do not cover the work, and Dimonas without work
Daily	every day, at the chosen time	the current day	missing Dimonas and Dimonas that do not cover the work
Before the shift	a few minutes before the shift starts	that shift only	missing Dimonas only

A few useful details:

• The day of the weekly summary cannot be changed, it is always Monday. The summary covers Monday to Sunday, so sending it on any other day would land on a week already partly spent. Only the time is configurable.
• Sending times follow your venue's local time (the department's time zone).
• Dimonas without work are only reported in the weekly check, and only if the matching option is switched on.
• The pre-shift alert only mentions missing Dimonas. An hour before service, correcting the hours of an existing declaration is not an emergency: the weekly summary takes care of it. It also stays silent when a declaration has just been sent to the NSSO and is still awaiting an answer.

The settings, field by field

Setting	Possible values	Default
Weekly check of the current week	on / off	on
Time it is sent (weekly)	in quarter-hour steps	08:00
Also report Dimonas without work	on / off	on
Daily check of the day itself	on / off	on
Time it is sent (daily)	in quarter-hour steps	08:00
Alert before the shift starts	on / off	on
Lead time before the shift	30 minutes, 1h, 2h or 4h before	1h before
Notify the Dimona managers	on / off	on
Extra addresses	list of email addresses	empty

The time and lead-time settings only appear once the matching check is switched on.

All three checks are on by default. A venue that never opens this screen still receives them, which is exactly what makes the feature useful. The screen exists so you can switch them off or move the sending time if it does not suit you.

The "Send a test email" button

This button immediately sends the report for the current week, to the extra addresses you have just entered only. It sends nothing to the Dimona managers and it does not replace the automatic Monday email. If no extra address is filled in, Shyfter tells you and sends nothing.

Who receives the emails

Two sources, which add up:

• The Dimona managers, automatically. These are the Admin, HR or Planner users who have Dimona access and the matching notification switched on. Turn off Notify the Dimona managers if you would rather leave them out.
• Extra addresses, freely chosen: your payroll office, your bookkeeper, an external manager. No Shyfter account is needed. Separate addresses with a comma, a space or a semicolon.

Who and what is checked

The people

Only employees marked Eligible for Dimona on their profile are checked. Left out are:

• those whose box is not ticked: your venue does not declare them;
• those whose declarations are handled by an external provider: a second declaration sent from Shyfter would create a duplicate at the NSSO;
• those without a valid national number, since a Dimona cannot be sent without one. In that case the problem to fix is the missing number, not the declaration.

The email states in its footer how many employees were checked and how many were left out, with the reason. An email announcing "nothing to report" when it never looked at half the team would be misleading.

The work

Taken into account are:

• published shifts (approved, active, not deleted, not hidden), and work shifts only: absences are not checked;
• all clockings, whatever the state of the shift behind them. Someone who clocked in worked.

Drafts are not checked. A Dimona is filed once the schedule is published, and flagging drafts that may never happen would cost the alert all its credibility.

How Shyfter decides that work is covered

There are three forms of Dimona, and they do not answer the same question:

• The period Dimona (several days, no hours) covers whatever is worked between its bounds. The working day only has to fall inside it.
• The Dimona with hours is only valid between the hours it declares. Work outside those hours is reported as work outside the declared hours.
• The student Dimona declares a number of hours, with no specific schedule. So the hours are what counts: they must reach the planned hours, unpaid breaks deducted. Several Dimonas and several shifts on the same day are added up on both sides.

Several nuances prevent needless alerts:

• A one-hour margin is applied before an hours discrepancy is reported. A Dimona is filed in whole hours, while a schedule shifts by a quarter of an hour all the time.
• Shyfter accepts the declaration if it matches either the planned schedule or the clocking. An employee clocking in an hour early does not turn a correct Dimona into a problem; the gap between schedule and clocking is what the clocking controls are for.
• A night shift declared on the day it starts is covered, and a night shift declared on the day it ends is covered too.
• On a split day (lunch service and evening service), hours are compared as a total, not as a schedule.
• Unpaid breaks are always deducted; a paid break remains working time.
• A Dimona filed by another venue on the same account covers the day: the NSSO registration number belongs to the account, not to the venue.

Dimonas without work

This check spots surplus declarations, the ones with neither a shift nor a clocking behind them. It is deliberately cautious.

A Dimona is only reported if it falls entirely within the period examined. A declaration running for the length of a whole contract is therefore never reported: an employee on leave this week is not a declaration error, and advising you to cancel a valid Dimona would be far worse than saying nothing.

In the same spirit, any sign of work is enough to spare a declaration: a shift still in draft, a hidden shift, or a shift at another venue on your account.

The safeguards

• No email when there is nothing to report. No weekly "all good" that would end up in a filter rule.
• One email per problem. A technical incident or a replayed job does not trigger a second send.
• 50 rows maximum per email, then the "and N more" note. A venue's very first summary can dig up a sizeable backlog.

What the check does not do

Three limits worth knowing, to avoid any misunderstanding:

• It declares nothing and cancels nothing. It reports, you decide and you act.
• It is not proof. The Dimona declaration remains the sole responsibility of the employer, including when automatic Dimona is switched on. Shyfter cannot be held liable for a missing, late, incomplete or incorrect Dimona, nor for any resulting penalties. The email carries this warning too.
• It does not replace the clocking controls. A gap between the planned schedule and the clocking belongs to those.

Frequently asked questions

I did not receive an email this week, is that normal? Yes, if Shyfter had nothing to report. No email is sent when everything is in order.

Why does this person never appear in the emails? Three possible reasons: they are not marked eligible for Dimona, their declarations are handled by an external provider, or their national number is missing or incomplete. The email footer states how many people were left out and why.

Why is an existing Dimona being reported? Because it does not cover the work: either the declared hours fall short of the planned hours, or the work falls outside the declared schedule. It needs correcting, not replacing with a new one.

Can I change the day of the weekly summary? No, it always goes out on Monday. Only the sending time can be changed.

Can these emails go to our payroll office? Yes, add its address in the Extra addresses field. No Shyfter account is needed.

My colleague receives the emails and I do not, why? To receive them automatically you must be an Admin, HR or Planner, have Dimona access and have the notification switched on. Otherwise, ask to be added to the extra addresses.

If your first email digs up a sizeable backlog, deal with the upcoming work first: it is the only part still correctable before the work happens. Past days can be regularised afterwards, calmly.