Work schedules facilitate your employees' time off management. This article will walk you through the process of creating and managing work schedules for your organization and defining working days and hours for your employees.
To get started, navigate to the Employee Management section in Settings and select Work schedules.
Creating a work schedule
To create a new work schedule as an HR Admin, click Add work schedule on the upper right of the page. You will be prompted to define:
- Work schedule name: mandatory field; this should be unique per account
- Entities & locations
- Departments
- Week starts on: mandatory field; default value is Monday
- Working days: default selection is Mon - Fri
For each working day you will need to define:
- Working hours: mandatory field; you must add at least one entry
-
Work breaks: will be OFF by default; when ON you can specify if the break is fixed or flexible:
- Fixed breaks need to be specified with start and end time (you can add more than one fixed breaks)
- Flexible breaks need to be specified based on their total duration
Within each of the days there is an option to Copy to all (). When clicked all settings (working hours & breaks) of the currently visible day will be copied to the rest enabled days for the work schedule.
Managing a work schedule
HR Admins have full control over work schedules, with the ability to edit, disable/enable, or delete them as needed.
| Action | Explanation |
|
Edit |
Editing a work schedule immediately updates the work schedule for all assigned employees, reflecting the changes in their profiles. |
| Disable |
Disabling a work schedule that is already assigned to an employee prevents new assignments for other employees. Any employees that already have been assigned to this work schedule will keep it. A disabled marker will appear next to disabled work schedules. |
| Enable |
Enabling a disabled work schedule will make it available for assignments to employees. |
| Delete | Deleting a work schedule that is not assigned to any employees will completely remove it from the account. Any past assignments to employees won't be affected. |
To view the list of employees assigned to each work schedule, click on the number “pill” as shown below.
Assigning a work schedule to an employee
When creating or editing an employee profile, the work schedule field will be available in the Job > Employment subsection.
As an HR Admin, you can assign a suitable work schedule from the available options. Only active work schedules compatible with the employee's department and location will be displayed in the dropdown.
Users allowed to view the work schedule field (based on the field settings set in the default profile template) can access an employee's work schedule by accessing their profile.