Automatically create a Dimona based on clockings

With the automatic Dimona based on clockings, the declaration is sent to the NSSO when the employee clocks in, then adjusted when they clock out. You declare the hours actually worked, without creating anything by hand.

This mode is especially useful if your schedules often change at the last minute, if you call in extras on the day itself, or if your employees clock in without a scheduled shift. If your schedule is stable and built in advance, the automatic Dimona based on the schedule may be a better fit.

Before you start

For a Dimona to be created on clocking:

• the employee must have a valid national number (SSIN or BIS number) on their profile;
• the Eligible for Dimona option must be enabled on their profile (it is enabled by default);
• a compatible type of worker must be defined: Student - STU, Flexi-Job - FLX, Occasional Worker - EXT, Sport - S17 or Other sectors - O17.

The Other - OTH type is not supported by the clocking automation: no Dimona will be created for these employees.

Step 1: enable the automation on the account

1. Go to Settings, then Dimona → Settings.
2. Turn on the Activate automatic Dimona-statements switch.
3. Click Save.

This setting is reserved for administrators. As long as it is not enabled, the automation section does not appear in employee profiles.

Step 2: configure each employee

1. Go to Team → Users and open the employee's profile.
2. Open the Settings tab of their profile.
3. Check that the Eligible for Dimona option is enabled.
4. Scroll down to the Automation and default data section, Dimona block.
5. Choose Automatic Dimona based on clockings in the drop-down menu. If your account uses clocking without the scheduling module, a simple Automatic (based on clockings) checkbox is shown instead: tick it.
6. In the Choose a type of worker field that appears just below, select the matching type.
7. Save the profile.

What happens when the employee clocks in

The behaviour depends on whether a shift is scheduled.

The employee clocks in on a scheduled shift If this shift does not have a Dimona yet, it is created at clock-in:

• Student, Sport, Other sectors: the Dimona is declared for the number of hours of the scheduled shift, rounded up to the next hour.
• Flexi-job, occasional worker: the Dimona starts at the clock-in time and ends at the planned end time of the shift.

If a Dimona already covers this shift, no new declaration is created.

The employee clocks in without a scheduled shift (free clocking) Shyfter does not know the end time yet. The Dimona is therefore created for an estimated duration, calculated in this order:

1. the hours per week divided by the number of days per week, filled in on the HR tab of the profile (for example, 40 hours over 5 days gives 8 hours);
2. otherwise, the Default Dimona hours field of the profile;
3. otherwise, the default working day duration of your account;
4. otherwise, 8 hours.

What happens when the employee clocks out

The Dimona is adjusted to the hours actually clocked:

• Flexi-job, occasional worker: the end time is corrected with the clock-out time.
• Student, Sport, Other sectors: the number of hours is recalculated from the clocked duration, minus unpaid breaks.

Points to watch

The employee must clock in and out themselves.

• Forgotten clock-out on a free clocking: if the clocking is still running at the time of the check, the Dimona is cancelled.
• Forgotten clock-out on a scheduled shift: the Dimona is not adjusted and administrators receive a notification. Correct the Dimona manually.

Clockings added by an administrator A manually entered clocking only triggers a Dimona if it is added on the same day and only contains a clock-in time. In that case, only students and the Sport and Other sectors types get an automatic Dimona. For a flexi-job or an occasional worker, or for a clocking on a past day, create the Dimona manually.

No clocking, no Dimona If an employee set to clocking mode works without clocking in, no Dimona is sent. Check this regularly.

Check your Dimona declarations

• Documents → DIMONA management → Dimona statement: the list of all your Dimona declarations known to the NSSO, synchronised every night. The ONSS update button forces an immediate synchronisation.
• Documents → DIMONA management → Dimona Audit: the list of future shifts for which no Dimona was found. Select them and click Send the Dimona to regularise them.
• In the schedule: a red triangle on a shift means that no Dimona has been found or that it is in error. A red cross indicates a missing national number.