Each Employee can be allocated to a Work Schedule on the Rules Tab of the Employee Details window.
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Before you can allocate a Work Schedule to an employee or group, the Work Schedule needs to be created.
To create a Work Schedule, go to Schedules | Work Schedules >>>
Click on the New icon to start the process.
You'll need to:
- Choose a unique Short Code to identify the Work Schedule
- Give the Work Schedule a more detailed Name for ease if identification
- Choose the number of days for the Work Schedule.
Typically, this would be the same as your pay period - 7 or 14 days.
However, it is possible to make Work Schedules up to 400 days.
If a number other than 7 days is chosen, the first day shown will change to the day the Work Schedule is being created.
The Work Schedule allows you to specify how Daily Rules are combined.
You can specify up to 5 Daily Rules per day in the rows headed Schedule A etc.
To allocate a Daily Rule to a Day and Schedule, double-click the appropriate cell.
A pop-down menu will appear showing your current list of Daily Rules. >>>
From here, simply select the Daily Rule you want for that Day and Schedule
If there is no appropriate Daily Rule in the list, you may need to create a new Daily Rule before creating the Work Schedule.
(To see how to create Daily Rules, go to Focus - Schedules, Daily Rules - Create New Rule )
When the Work Schedule is finished, click on the Save icon
In the example above, if an employee clocks in at about 8am on Monday, they will be put onto the 'WKS2 08:00 to 17:00' shift.
If they clock in at about 4pm, they will be Automatically Allocated to the 'WKS3 16:00 to 01:00' shift.
Allocating an employee to a shift means that the rules for that shift (rounding, breaks, overtime etc.) are applied to that set of clockings.
NOTE - An employee's IN clocking time must fall within the 'Auto Allocate' time band of the Daily Rule for it to be selected by the timesheet calculation. (See Focus - Schedules, Daily Rule - General Tab )
If an employee is scheduled for any shift in the column 'Schedule A', they are expected to work that day, and if they do not clock in they are marked as Absent by the system.
If they can optionally work on a day, put the daily rule in columns other than the first column.
In the above example, the employee is not expected to work on Saturday or Sunday, but if they do clock IN, the system will automatically allocate them to the daily Rule 'Works Weekend'.
However that will only happen if their Clock IN time falls within the Auto Allocate settings (see above)
To clear an employee's Daily Rule, select the Default Rule from the drop down list.
If the system can't match a clock IN time to a Daily Rule it will put the employee onto the Default Daily Rule and flag an Exception.
If an employee is not allocated to a Work Schedule or a Rota, they will be put on the Default Daily Rule when they Clock IN.
Rotating Shifts: In the example, a 7-day schedule is specified, i.e. weekly.
However, you can choose any number of days (up to 400) for the pattern to repeat.
If you pick a cycle other than 7 days, you will be prompted for a date for the pattern to start.
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