Creating worktimes and then assigning employees to them, lets you:
Limit attendance check-in/out, so that it’s only possible during the employee's official working hours.
Enable tracking and detection of attendance offences (late check-in, early leaves, absences).
Automatically calculate overtime hours and control how they’re counted.
Example: If you run a place that works with a two-shift system: a morning shift and an evening shift, and you want to make sure employees check in and out in their shifts, and that attendance and absence offences get recorded, then setting up Worktimes is a must.
From the sidebar, click on Company> Worktimes. You'll see the list of worktimes already added to your company’s account.
Click Add a worktime. You'll get to the worktime info page, and you'll see a bunch of fields to fill (hit the button below to know more about them).
Worktime type
There are two options for this field Fixed and Flexible:
Fixed type
If the worktime is fixed, then you need to set the values for several fields:
- From: start time,
- To: end time
- Employees can check in before work start time by: the allowed period to check in before worktime start time,
- Employees can check out after work end time by: the allowed period to check out after worktime end time,
At that point, employees have to check in at the beginning and check out at the end of worktime(within the allowed window). Otherwise, they might get a lateness/early leave offence.
Example: If worktime starts at 8:00 AM and ends at 4:00 PM, and employees are allowed to check in up to 60 minutes before worktime starts and check out up to 60 minutes after worktime ends, then someone assigned to this worktime can check in from 7:00 AM up to 4:00 PM—just note, if they check in after 8:00 AM, they'll be counted as late. And they can check out from 4:00 PM till 5:00 PM; after that, they won't be able to check out and will need to submit a Timesheet change request.
Flexible type
If the worktime is flexible, this means employees assigned to it don’t have to check in or out at specific times, just as long as they finish the work duration set at any time during the day. And they can check out after midnight (12:00 AM) by a time window you can set up.
Days
In this field, pick the working days of the week, anything else will be a day off.
Select specific weeks of the year
This field lets you schedule worktimes for specific weeks of the year.
Example: If your employees work 8:00 AM – 4:00 PM for one week, then 4:00 PM – 12:00 AM the next, and so on... it's best to make two worktimes: one for odd weeks, the other for even weeks.
Example: If the days off aren't fixed and change weekly—like the day off is Friday one week and Saturday the next, etc.—you can add several worktimes and set off days for every worktime and choose which weeks each worktime applies to.
Additional Settings
Here are some options for managing overtime and some other settings:
Number of allowed breaks: This field sets whether employees can have breaks during work hours. If enabled, you can set the number of allowed breaks.
Example: If the worktime settings let an employee take one break, then they can only take a single break at any point within the worktime.
This worktime is considered as overtime: Enabling this means any actual work hours recorded at this worktime will be recorded as overtime. Lateness, early leave, and absence are not checked. See Overtime Calculation, to learn more.
Auto calculate overtime: Enabling this means any actual work hours recorded longer than worktime duration will be counted as overtime and saved in attendance records. See Overtime Calculation, for info on how overtime is calculated.
Coming early permits leave early: If this is on, employees who check-in early can leave early for the same amount of time, and it won't count as an early leave offence .
Example: If an employee checks-in 15 minutes early, they can leave 15 minutes early with no early leave offence.
No checking out is absence: If this is on, when an employee checks in but doesn't check out, it'll be counted as an absence offence.
Fill in the worktime info, then click on:
Save worktime to complete adding the worktime.
Save and assign employees to assign employees right after creating the worktime.
Save and add another to finish and jump straight to creating a new worktime.
Save and continue editing to finish and stay on the worktime info page.
