Introduction
The hour schedule is a theoretical work schedule that contains the details per day indicating when an employee is active or not. An hour schedule can be set on employee contract or a (long term) absence like maternity leave.
An hour schedule has a least the representation for one week but it also can be multiple weeks. E.g. if the employee is not working on Wednesday every two weeks.
Every hour schedule always starts on Monday. That is why you need to fill in a Rotation date on an employee contract (or long term absence) to indicate a fictive start date on Monday. In this way the application knows you in which week of the hour schedule the employee starts (if the hour schedule has multiple weeks).
Note: the text refers to hour schedule but the terminology used in the application is work schedule.
Prerequisites
- You should have the necessary admin rights to manage the work schedules.
- The leave types should be created so that you can link them to each (part of the) day with at least one type which to represent the "work" or "active" state in the work schedule.
Manage work schedules
Go to "Admin" - "Work schedules". Click "Add work schedule" to create a new work schedule.
On the details tab you will find the following fields:
| Field | Description |
| Name | This name should reflect/describe the work schedule a bit so that it is easier to later select the necessary work schedule from a list. |
| Code | This is a unique code for this work schedule |
| Active | This indicates if the work schedule is still in use |
| FTE% | This field is a numeric field (with 2 decimals) indicating the Full Time Equivalent in percentage. |
The next tab "Cycle" becomes available if you save the first tab. This second tab should only be completed if you want to make use of the "Leave & absence" module.
It contains the following fields:
| Field | Description |
| Amount of weeks | By default the value is "1" but if the work schedule looks different every other week, you can increase this number to specify the details. |
| Full days | If all days in this work schedule have the same leave type for the entire day, you can leave this checkbox checked. In case you need to specify a different leave type in the morning and in the afternoon, you need to uncheck this. It will result in the fact that you have to complete the leave type for every morning and afternoon for all days. |
| Amount of hours | Per day (or day part) you can enter the applicable number of hours linked to the leave type in the next field. |
| Performance | Here you can select the applicable leave type per day (or day part) |
If you leave certain days empty (no amount of hours and performance), these days are considered as inactive. Examples of such days can be Saturday and Sunday.
Important to know
- Once the hour schedule is in use, the details on the Cycle tab can't be changed anymore. The definition of "in use" is: linked to an employee and that employee already requested a leave.