Schedule
Last updated
Last updated
For users with working hours which differ from the ordinary working hours of the company in the calendar (e.g. part-time working employees), preferably you create a Schedule. You administrate schedules in Administration - User - Schedule. To create a new schedule, click on Create schedule. Then enter the basic information:
Select the user to schedule. You can only create one schedule for one user at a time, but you can easily copy a schedule if you want to reuse a schedule.
When it will apply:
If you know the end time of the schedule, enter both the start date and end date.
If you want the schedule to be valid until further notice, enter only the start date and leave the end date field empty.
Now it is time to start creating the Schedule. Until then, the content is the same as that of the calendar entered on the user card of the selected person. To customize the hours, there are two options. Percentages of calndar or Hours. Read more about the options below.
Should working time be distributed evenly over each working day? Then you can simply enter the percentage of working time, for example 80%, and the system will automatically calculate this for each day based on the basic calendar. This also applies to half-days if they are specified. Do not forget to save.
Allows you to specify how much time the employee should work on each day of the week. It also supports multiple weeks if working hours vary. This option allows you to easily have unscheduled days, or days with varying working hours. If you have half days or other deviating days, these must then be adjusted manually.
Start by clicking on Add week , then click on a day to enter the time the person should work. For days that the person will not work, enter 0 hours. If you want a day to continue to follow the person's basic calendar, leave the selection as it is. If you have already entered something, just delete the time entered to reset it to the calendar time. To reset all days, click on the cross on the right.
If the ordinary calender inclues have half-days, you need to specify how long these will be for the user for whom you are creating the schedule. You do this in the upper part of the field ‘Working hours half days’. If the number of hours the person works on a particular day of the week varies, you may also need to adjust the half-day times manually on the day in question. This is done in the schedule calendar that appears after you save the first time.
If the number of hours a user works are changing over time, for example if they go from 50% to 80%, you can easily adjust this without affecting previous days. Start by entering the existing schedule for the person and set an end date for when you know the schedule will end. Don't forget to save.
Then create a new schedule starting the day after the end date of the previous schedule. Enter the new working hours and save. The new schedule will now automatically take over when the old one expires without affecting previous days. This ensures that the times remain correct even if you need to go back and unlock previous time registrations.
Minor adjustments such as adding a different time for a half-day can be made to the existing schedule by clicking on the pencil.
A schedule is only possible to delete before the user has started recording time in the period to which the schedule applies. If a user who has been scheduled is instead going to work full-time according to the information in the calendar, or if the times entered are to be updated, you may instead set an end date for the schedule.
Schedules that have passed their end date are automatically hidden, but can choose to be shown with Show hidden in the top right of the view.
It is important to set an end date for an existing schedule before making a new one with the new times, as it is not possible to have two schedules on the same person at the same time.
For an user employed on hourly basis, it might be a good idea to roll out a 0% schedule. Another option to solve this is to create a special calendar that contains 0 hours of working time and link the relevant users to it.
