Table of Contents:
Introduction to Work schedules
Why set up Work schedules?
Setting up a Work schedule
Part-time schedule
Assigning Work schedules to Employees
FAQs
Introduction to Work schedules
'Work schedules' at Leapsome allows Admins to effectively manage and oversee their employees' absences and time off. The feature used in modules, such as 'Absences' and 'Time Tracking', ensures that work days, break times and days off are tracked correctly and according to an employee's working schedule.
Why set up Work schedules?
'Work schedules' define on which weekdays and hours an employee is expected to work. It is a required feature for accurately tracking when an employee is considered absent during a time that is booked as an absence, for example how many days or hours should be considered as 'Absent'.
Setting up a Work schedule
To set up a Work schedule, navigate to 'Settings' > 'Company' > 'Work schedules'. Then, click on + New work schedule'. In the modal, define the name of this work schedule. Giving your work schedules a name will help to define what kind of employees this schedule is targeting, for example 'Full-Time Employees'.
Below, enable the toggle on the days for which you expect the employees to work. For example, your organization's regular business hours are Monday-Friday 9am-5pm. Your Full-Time Employees are expected to work these hours, so toggle all the days on and between Monday-Friday and in the 'Start time' and 'End time' fields, define the hours for 9am and 5pm.
In the 'Break' fields, define what is the expected break for each working day. Breaks are calculated in minutes. For example, an hour's break should be added as '60'. Please note: Break time is optional and the fields can be left empty.
The last column 'Hours' will automatically calculate the working hours for each day. The 'Hours' field detracts the time added in 'Breaks', e.g. - a workday that starts at 9am and ends at 5pm, with a 60min break, would count to 7 hours worked.
Please note: Each employee can have only one work schedule assigned at a given time.
Part-time schedule
To enable a part-time schedule, enable the toggle 'Employees with this work schedule should receive partial absence entitlements'. When enabled, you'll see an 'Entitlement' field where you can define the percentage of the full-time entitlement that employees with this work schedule should receive.
Assigning Work schedules to Employees
Once you create Work schedules, for them to have an effect - they will need to be assigned to employees. To assign them in bulk, navigate to 'Company' > 'Employees' and select one or more employees. Once employees are selected, an option above 'Assign policy' will show up. Click on it and select the policy type 'Work schedule'. Two new fields will appear:
- Work schedule - in the drop-down, select or start typing the name of the policy that you'd like to assign to these employees.
- When should the change take effect? - here, choose whether the schedule should be assigned from the employee's start date, from the current date or from the custom date that can be selected by you.
To assign a work schedule to an employee individually, navigate to their profile and click on '...' > 'Assign policies' and choose the type of policy you'd like to assign.
You can also assign the default Work schedule to a Work location ('Settings' > 'Company' > 'Work locations'), and override this only for selected employees to save manual work.
When a policy is assigned, it will trigger a recalculation of the absence balances for all affected employees.
To ensure alignment of weekly hours in the employee profile with the assigned work schedule, toggle the setting with the work schedule "Automatically update weekly hours in the employee profile based on the assigned work schedule.
FAQs
1. What Work schedule should I assign to employees who have a flexible work schedule, e.g. working students?
If employees have a flexible working schedule, you should still assign them a work schedule with their target working hours. Depending on your settings in Time Tracking and Absence management, this can automate hours tracked on days the employee is absent, or similar. You have a lot of flexibility in the settings based on your needs. Thus we recommend you to discuss the options with your Onboarding Manager to ensure they lead to the correct result across modules.
2. How can I see work schedules within the absence module?
If a user has non-working days set within their work schedule, this will be visible on the absence calendar as a day that is greyed out. This way, admins can see at a glance who is actually scheduled to work on any given day.