Note: Only activate employees for shift scheduling who are actually supposed to use it. This ensures that scheduled hours are calculated correctly.
Definition: Scheduled Hours and Required Hours
To keep track, it's important to distinguish between these two concepts:
Scheduled Hours: indicate which hours are expected from an employee today.
Option 1: If you have activated the Shiftplan for this employee, these scheduled hours come from the Shiftplan. If no hours have been scheduled in the Shiftplan for a day yet, Scheduled 00h 00m will always be displayed.
Option 2: If the employee is not activated for shift scheduling, scheduled hours are calculated based on the contracted weekly hours and working days stored in the employee profile.
Required Hours: Form the basis for payroll and compliance with legal contractual requirements.
2. Hours Summary
Go to People and select an employee
Click on Attendance in the horizontal menu
The large grey Hours Summary box shows you with a blue progress bar how much of the employee's scheduled hourshave already been reached. Here we explain each label in detail.
|
|
Total Time (Blue Bar) | These are the paid hours accumulated so far. This includes: Tracked time + Paid absences + Paid public holidays. |
Scheduled Hours (Target Line) | Shows how many hours have been scheduled up to the current date. |
Time Balance (Circle) | Shows whether there is a time surplus (more hours worked than scheduled) or a time deficit. |
Required Hours (bottom left) | Cumulative contracted net hours (contracted hours − absences − public holidays) |
3. Practical Example
For an employee with 40-hour contracted weekly hours, 5 working days, and no active Shiftplan:
Daily average: 8 hours (40 ÷ 5)
On the 23rd of the month: Cumulative scheduled hours = 17 working days × 8 hrs = 136 hrs
With 2 public holidays: Required hours = 136 hrs − (2 × 8 hrs) = 120 hrs
4. The Priority Chain: Where Do Scheduled Hours Come From?
The system uses a strict hierarchy to determine scheduled hours and looks for information in this specific order:
Shiftplan (Highest Priority): If shift management is activated for the employee, the system considers exclusively (!) the shifts published in the Shiftplan.
Contracted Hours: If no Shiftplan is available, the contracted weekly hours are divided by the working days to determine a daily average.
5. Activating and Deactivating the Shiftplan
To manage an employee via the Shiftplan instead of a fixed work schedule, proceed as follows:
To activate the Shiftplan:
Go to the employee profile
Look for Activate Shiftplan in the menu on the right side
Enable the Activate employee for shift scheduling toggle in the top right
⚠ Important: Once the employee is activated but no Shiftplan has been published for them, the scheduled hours will be 0 hrs. The system assumes the employee is not expected to work if they are not listed in the Shiftplan.
To deactivate the Shiftplan:
Go to the employee profile
Look for Deactivate Shiftplan in the menu on the right side
Disable the Activate employee for shift scheduling toggle in the top right
6. Recording Overtime
If employees work with fixed and regular target hours and overtime tracking is enabled, their overview looks slightly different: an additional overtime summary is displayed on the right side, while all other values remain the same.
7. Daily View
The daily Attendance view can be used by administrators as a dashboard.
Go to Attendance > Hours Summary > Day
Here you can see all employees with:
Actually tracked start and end times
Breaks
Optional location information
Total accumulated hours for the day
The difference between total time and scheduled hours — i.e., whether more or fewer hours than scheduled were worked on that day (time surplus or time deficit)
