Company schedules

A company schedule describes a working week: for each day, whether it is worked all day, only in the morning, only in the afternoon, or not at all. Schedules drive which half-days can be selected in a request and how many worked days an absence costs. Every company has a default schedule, and admins can create others for part-time staff, retail weeks and so on.

Before you start

• You need the Admin or Super admin access level.
• A schedule's dates and working days are locked once it is created. Only its name, description and assignees can be changed afterwards.

Open the company schedules

1. Go to Work Time › Configuration.
2. On the Company schedules card ("Define working weeks and assign them to people. Default Mon–Fri."), click Manage schedules.
3. The page Company schedules ("Define the working weeks your company runs on, then assign people to them.") shows a legend of the day types (All day: full working day, Morning: morning only, Afternoon: afternoon only, Non-working: company closed) and one card per active schedule.

The default schedule

The first card is the default schedule, tagged Default. It is created automatically as a Monday to Friday week of full days ("Standard week"). It "Applies to everyone without a custom schedule": members who are not assigned to another schedule follow it automatically, without any manual assignment.

The default schedule can't be set as inactive and has no assignees to manage. You can edit its name and description.

Read a schedule card

Each card shows:

• the name and description;
• a strip of the week, one segment per day, coloured by day type (All day, Morning, Afternoon, Non-working);
• a summary such as "5 full days · 2 non-working days";
• the period: "From (date) to (date)" or "From (date), no end date";
• the assignees: "3 people assigned" with their avatars, or "No one assigned yet".

Create a schedule

1. Click New schedule. The wizard shows "Step 1 of 4".
2. Details: enter the Schedule name (required, for example "Retail week") and an optional Description. Under Effective period, pick Effective from (required, today or later) and optionally Effective until. Click Next.
3. Working days: under Working week ("Choose how the company runs each day of the week."), set each day to All day, Morning, Afternoon or Non-working. The Week at a glance preview updates. Click Next.
4. Assignees: tick the members who follow this schedule. Members who already belong to another schedule over the same period are not listed. Click Next.
5. Summary: check the Effective period, Assigned people and Working week, then click Create.
6. The dialog "Working days can't be changed later" warns: "Once this schedule is created, its dates and working days are locked. Only the title, description and assignees can be edited afterwards." Click Continue.

"Schedule created." confirms it. Assigned members follow the schedule from its start date (or from today if it already started). When the schedule ends, they go back to the default schedule.

Edit a schedule

Open the three-dot menu of the card and click Edit schedule. You can change the name and the description. "The schedule's dates can't be changed once created." To change the working days, create a new schedule and move the members to it.

Add assignees

1. In the card's menu, click Add assignees.
2. "Add people to the “(name)” schedule." Tick the members and click Add.

"Assignees added." confirms it. The new members follow the schedule from today (or from the schedule's start date if it's in the future). A member can only belong to one schedule at a time.

Remove assignees

1. In the card's menu, click Remove assignees.
2. "People on the “(name)” schedule. Check someone to remove them." Tick the members to remove. They are marked Will be removed; members who already have a planned end show "Ends (date)".
3. Pick the End date for removed member(s), their last day on the schedule. It can't be earlier than yesterday.
4. Click Save, then confirm Remove in the "Remove (count) member(s) from “(name)”?" dialog: "They will follow the default schedule instead starting (date)."

"Assignees updated." confirms it. Their past absences keep the schedule they had at the time.

Set a schedule as inactive or active again

• In the card's menu, click Set as inactive. The dialog "Set “(name)” as inactive?" explains: "All (count) assignee(s) will be removed from this schedule and will follow the default schedule instead." Click Set as inactive.
• Inactive schedules are listed in Inactive schedules ("Deactivated schedules are kept here. Reactivate one to use it again."), from the menu next to New schedule. Click Set as active to reuse a schedule; its former assignees are not restored, add them again.

How schedules affect absences

• In the request form and on the calendars, only the half-days worked according to the member's schedule can be selected.
• For Worked days absence types, only worked half-days are counted: a Friday worked in the morning only costs 0.5 day.
• Prorated accruals for members joining a policy mid-period also use the member's working days.
• Changing a member's schedule doesn't recalculate requests that were already submitted.

Common questions

Why can't I change the working days of a schedule?

Every absence and accrual of its members was counted with those days. To change them, create a new schedule starting on the date of the change, remove the members from the old one (end date the day before) and add them to the new one.

A member doesn't appear when I add assignees.

They probably already belong to another schedule over the same period. Remove them from that schedule first.

What happens on days outside any schedule's period?

The member follows the default schedule.