When adding a new employee on WorkForce, by default, the employee is set to follow the company's working schedule. However, you can set a different working schedule for a specific employee if the employee works different hours from the company's working schedule.
Working schedules are mainly used for the following cases:
- Calculation of overtime and short hours: Overtime and short hours are calculated according to the employee's working schedule. For example, if an employee is scheduled to work 8 hours on Mondays, and the employee punches for 10 hours, the system will calculate the difference as overtime.
- Booking of Leave: When booking a full day of leave, the hours deducted from the employee's entitlement are based on the employee's working schedule.
Step 1: Launch the WorkForce People module
Step 2: Click on Employees, then on List from the left-hand side menu
Step 3: Open the employee profile by clicking on Edit/View.
Step 4: Click on the Working Schedule tab
Step 5: As explained above, by default, an employee follows the company's schedule. Therefore, to turn off the company's schedule, click on the toggle next to ‘Use Tenant Organisation Working Schedule’ to show NO.
Step 6: Edit the Working Schedule for all days including Working Hours, Break Hours, Earliest Punch-In Time, and Latest Punch-Out time accordingly, and click on Save. Alternatively, if the employee does not work fixed hours per week, you can choose the Working Flexible Hours option.
- *The Earliest Punch-In Time and Latest Punch-Out Time are not required fields, and therefore, can be left empty. Similar to the concept of the Working Schedule, by default, the employee is set to follow the company's Timekeeper Settings, which means that the company's Earliest Punch-In Time and Latest Punch-Out Time are based on the company's settings. However, both fields can be edited for each employee.
- *Tick the 'Approve Attendance Hours' if the employee is paid according to the hours paid (for example, a Part-Time employee with an hourly rate). During the Timekeeper approval process, you can approve the employee's attendance hours, which are then passed to Payroll. Moreover, you can input custom breaks for the employee during the approval process by ticking the 'Approve Breaks'
- *In the event that an employee follows a constant weekly schedule and works night shifts, these can be included in the employees’ working schedules These can be set per employee for any day of the week by ticking the Night Shift option on the days they repeatedly work night shifts. For more information on how to manage Night Shifts please click here.
- Tick the Working on Public Holidays field if public holidays are part of the normal company schedule. If this is not ticked, then any hours worked on a public holiday will be added as overtime. This only applies if you're using WorkForce Timekeeper.
*These fields are used for WorkForce Timekeeper.