Defining Schedules for Time and Attendance

This document explains the process of defining schedules and their elements. Examples of these are breaks, work hour definitions and flex schedules. These schedules (and elements) are used to define the various types of workdays that can exist in a company.

Outcome

Breaks, work hour groups and definitions, work schedules, basic schedules and flex schedules are created.

For more details, see listed documents in the See also section.

All of the above-mentioned schedules and elements are used when defining how and when an employee should work. These also contribute to determining the amount of financial reimbursement an employee should receive by tracking the number and type of hours he/she works.

Before you start

Follow these steps

  1. Define Workday Breaks

    You use this activity to define groups and details of breaks that can occur during a workday, for example lunch and coffee breaks. When these breaks are defined, it is not necessary that the employee clocks out. The break times are deducted automatically with the exception of employees who have the right to use lunch flex. In this case, the employee must clock in or out when applying flex.

    Break groups are defined in 'Break. Open' (CRS507) and individual break details in 'Break. Open Details' (CRS506).

  2. Define Work Hours and Groups

    This activity is used to define the building blocks for basic schedules and work schedules, that is, work hours. You first define the groups to which each individual work hour definition belongs and then define the individual details.

    Work hour groups are defined in 'Work Hour Group. Open' (TMS125) and work hour definitions in 'Work Hour Definition. Open' (CRS505).

    Information about work hour definitions can be printed in 'Work Hour Definition. Print' (CRS508).

  3. Define Flex Schedule

    This activity is used to define flex schedules including morning, lunch and evening flex. This definition includes the times between which flex is permitted. Flex schedules are connected to the work hour definitions but it is possible to decide for each employee whether he/she is allowed to use flex.

    Flex schedules are defined in 'Flex Schedule. Open' (CRS525).

    Information about flex schedules can be printed in 'Flex Schedule. Print' (TMS575).

  4. Define Basic Schedule

    In this activity, you create basic schedules, which normally contain information about days off from work (for example, Saturdays, Sundays, public holidays and any company holidays). These are used as templates for creating work schedules.

    Basic schedules are defined in 'Work Schedule. Open' (CRS515).

  5. Define Work Schedule

    This activity is used to create work schedules, which are used to build individual employee calendars. Here, you define the dates between which the schedule is valid, the number of hours to be worked, which breaks are valid and the replacement schedule, if any.

    Work schedules are defined in 'Work Schedule. Open' (CRS515).

    Information about work schedules can be printed in 'Work Schedule. Print' (CRS513).

  6. Create Next Year's Work/Basic Schedule

    You can use this activity to copy one or more existing work schedules for next year's use. This activity is particularly useful from a time efficiency perspective since you do not have to define the work schedule once again.

    If the work schedule is based on a basic schedule, you must first define the basic schedule for the new year. You do this in (CRS515).

    Work schedules for next year's use are created in 'Work Schedule. Create for Next Year' (CRS522).

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