Automatically create a Dimona based on the schedule

For students, flexi-job workers or occasional workers, a Dimona must be sent to the NSSO for every day worked. Instead of creating them one by one, Shyfter can generate them automatically from your schedule: as soon as you publish a shift, the declaration is sent to the NSSO without any action on your part.

This automation is ideal if your schedule is built in advance and stays stable. If your schedules often change at the last minute, the automatic Dimona based on clockings may be a better fit.

Before you start

For a Dimona to be created, each employee concerned must have:

• a valid national number (SSIN or BIS number) filled in on their profile;
• the Eligible for Dimona option enabled (it is enabled by default);
• a Dimona type of worker defined (student, flexi-job, occasional worker...).

Without a valid national number, no Dimona can be sent. A small red cross then appears on the employee's shifts in the schedule.

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 schedule in the drop-down menu. If your account does not use the clocking module, a simple Automatic (based on schedule) 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.

The Dimona drop-down menu offers three options:

• Manual Dimona: no automation, you create each declaration yourself.
• Automatic Dimona based on schedule: the Dimona is generated when the shift is published (the mode described in this article).
• Automatic Dimona based on clockings: the Dimona is generated when the employee clocks in.

The available types of worker are:

• Student - STU
• Flexi-Job - FLX
• Occasional Worker - EXT
• Sport - S17
• Other sectors - O17
• Other - OTH

Without a type of worker, the automation does not work, even if the option is ticked.

Also check the Dimona Status field in the employee's contractual data: it tells the NSSO under which status the Dimona is declared.

Step 3: publish the schedule

Once the automation is set up, simply publish your shifts as usual. Shyfter groups the requests and sends them to the NSSO on the next full hour.

For example, if you publish a shift at 2:23 PM or at 2:58 PM, the Dimona request is sent at 3:00 PM.

Shifts published before the automation was enabled, even future ones, do not generate a Dimona. Republish them to trigger the submission, or create the Dimona manually: right-click on the shift, then Create a dimona.

Edit or delete a shift

The Dimona follows the changes made to the schedule:

• Editing a shift: the existing Dimona is deleted and recreated with the new information, on the next full hour.
• Deleting a future shift: the linked Dimona is also cancelled on the next full hour. Delete the shift at least one hour before it starts. If that is not possible, cancel the Dimona manually.
• Deleting a past shift: the shift disappears from the schedule, but the Dimona is kept.

We recommend not changing the schedule in the 24 hours before a shift starts. If a change is needed (times, employee...), wait until the shift has ended, then correct the Dimona directly. As long as the correction is made within the current quarter, it is not considered a late declaration.

Split shifts

When an employee works in two parts on the same day (for example 9:00 AM to 12:00 PM, then 6:00 PM to 10:00 PM), the way you publish matters:

• Students: publish all the shifts of the day at the same time, so that a single correct Dimona is generated.
• Flexi-jobs: publish the shifts of the day separately, otherwise the Dimona may be generated incorrectly.

For flexi-jobs and occasional workers, a maximum of two Dimona declarations can be created on the same day.

Good to know for students

Declared hours are rounded up to the next hour: 2h30 of work results in a 3-hour Dimona. Every declared hour counts towards the annual quota of 650 hours. Shyfter does not have access to this counter: the student must track it on Student@Work.

Check your Dimona declarations

Several screens let you check that everything is in order:

• In the schedule: a red triangle on a shift means that no Dimona has been found yet or that it is in error. Right after publishing, this is normal: wait for the next hourly submission or the NSSO update. A red cross indicates a missing national number.
• 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 a few clicks.