Work Days

In order to calcualte how much of their entitlement somebody needs to use during a period of leave, HR Partner needs to know when that person would typically work. This is where your "Work Days" or "Working Day Templates" come in.

You will have one default Working Day Template which can be edited, and should reflect the working pattern that most of your staff adhere to. You can then build more work patterns to accomodate your part time staff, or those who work more flexibly within the week. In fact, you can create as many work day templates as you like!

To view your templates head to Time Off & Leave > Configure > Work Days Here you can either click on the pencil icon to edit the one you have, or select "+Add Work Day Template" on the top right of the page to create a new one

Setting Up A Template

When the work day template editor opens up, you will see that you can name your template so that you can easily identify whose template it is, whether that be a team, all full time staff or a specific employee. Then, your next task is to decide whether you want to set up a fixed or variable template.

Fixed Work Day Template

This means that the people affiliated with this template work the same hours on every day that they work. You stipulate that number first, before selecting the days of the week that those same people work:

Variable Work Day Templates

This is the option needed when your staff member works different hours on each weekday. Each work day needs to be checked, and the number of hours for that day entered in the box beside:

(Public) Holidays

Within each work day template you have the option to determine whether the public holidays that you have entered into the system should be considered normal working days, or whether they are deemed non-working days:

Where the box above is checked, the holiday would be considered a work day. This means that an employee would need to use a day of leave if they did not wish to work that day.

Leaving the box unchecked means public holidays are not work days, and that your staff will not be required to work them.

Mass Update

You can choose to roll out this template to all employees who don't already have a working day template allocated to them when you save this entry.  This can be useful immediately after your first bulk import of employees.

How do I link a Work Day Template to a Specific Employee?

This can be done one by one or in groups if you prefer.

One by one

Head to an employee record and to the "Edit Employee Details" area. From there head into the tab named "Employement" and scroll to the bottom of the page:

In Groups

Head to Employees > Data > Bulk Update then select all of the staff you wish to move to the same work day template and hit "Next" and then in the dropdown list selecte "Set Working Day Template":

What if an Employee Changes their Work Hours?

If you have a staff member who changes their work pattern, all you need to do is to change their working day template in their employee record as described above. Then, head to Setup > Tools > Advanced and select the option to "Recalculate Leave Return Dates or Durations" and follow the steps.