Work schedules define employees’ contractual working hours and working days, allowing the system to track net expected hours, worked time, and overtime accurately.
Overview: Create a Work Schedule
Follow these steps to create a new work schedule:
Go to Attendance > Settings.
Select Work Schedules in the left menu.
Click Add Work Schedule.
4. Enter the schedule information.
5. Configure the working days and hours.
6. Click SAVE.
After saving, you can assign the work schedule to employees. But let's start step for step.
Step 1: Define Basic Information
1. Name the work schedule*(mandatory field)
Give the work schedule a clear and recognizable name.
Examples: Full-time Office, Flexible Retail Shift, Retail Weekend Shift etc.
A clear name makes it easier to identify and assign the correct schedule later.
Step 2: Define Contractual Hours and Legal Limits
1. Configure weekly hours and limits* (mandatory field)
In this section, define the contractual framework for the employee.2. Contracted Weekly Hours (0-48)* (mandatory field)
Specify the weekly hours guaranteed in the employee’s contract.3. Legal/Contractual Weekly Limit (1-48)* (mandatory field)
Specity the maximum number of hours allowed per week. Any recorded time above this limit will be classified as overtime.4. Daily Legal Limit
Give the maximum regular working hours permitted per day (for example 10 or 12 hours, depending on local regulations).
Step 3: Configure the Work Week in Schedule customization
Choose the option (Yes or No) for Same number of days every week that best matches the employee’s working pattern.
This section determines how the employee’s working week behaves.
Instead of fixed schedule types, the system uses a logic-based configuration.
Option: No
1. Select No if the number of working days can vary from week to week.
Minimum and maximum working days per week (0-7)*(mandatory field)
Example:
Week 1: 2 working days --> so the minimum days are 2
Week 2: 6 working days --> so the maximum days are 6
This configuration is ideal for shift-based roles or highly variable schedules, such as hospitality or retail.
3. Define the workday window (Mon-Sun) that employee could potentially work.
Example: Meet Liza, a hotel bartender who follows a three-week rotating schedule. Her hours shift through a consistent cycle: she works four days during Week A, eases into a shorter three-day stretch for Week B, and ramps up to a six-day week for Week C.
Option: Yes
1. Select Yes if the employee always works the same number of days per week.
Example:
5 working days every week
If you select Yes, you must also define:
3. Select a workdays window
Example:
Working days per week: 5
Working window: Monday–Saturday
This configuration provides flexibility in choosing which specific days are worked each week.
Example: This is Moníca, she is a Product Manager and works always 5-days a week mostly from Monday to Friday. Once a quarter she works a Saturday and takes her Monday off. That is a special case though, most of her colleagues always work Monday to Friday.
Step 4. Choose the Daily Hours Distribution Mode
1. Select how daily hours are defined
When you selected Yes for the same number of days each week and selected the Days* You can choose different daily hour distribution options.
Option 1: Set working days only
Best for:
highly flexible roles
shift-based work
variable daily working hours
The system only tracks the total weekly hours and does not enforce fixed hours per day.
Option 2: Set working days with total hours
Best for employees who work a fixed number of hours per day but do not have fixed start and end times.
Example:
8 hours per day
flexible start time
Option 3: Set working days with start and end times
Best for traditional fixed schedules.
Example:
09:00 – 18:00 (only paid time, could also include paid breaks)
The system records exact start and end times for each working day. See more details below in the section how to handle breaks
6. Configuration Examples
Example A: Rotating-Days Office Worker like Moníca
Profile
35 hours per week
Works 5 days per week
Workdays can be any day between Monday and Saturday
Configuration
Set Same number of days? to Yes.
Enter 5 days for Working days per week.
Select Mon–Sat in the Working window.
Choose Set working days with total hours under Daily Distribution.
Enter 07:00 hours per day.
Result
The system expects 35 hours across 5 days, but the exact workdays can vary within the Monday–Saturday window.
Example B: High-Variability Restaurant Staff like Liza
Profile
32 hours per week
Works between 2 and 7 days per week
Workdays depend on the weekly roster
Configuration
Set Same number of days? to No.
Select Mon–Sun in the Working window.
Choose Set working days only under Daily Distribution.
Result
The system focuses on the weekly target of 32 hours.
The hours can be distributed across fewer long shifts or more short shifts, depending on operational needs.
7. Handle Breaks Correctly
Understand how breaks affect working hours
The total hours entered in the schedule should reflect paid working time only.
If employees have an unpaid break, you can handle it in two ways:
Option 1: Create two shifts
Example:
09:00–13:00
14:00–18:00
Option 2: Deduct the break from the daily total
Example:
8-hour workday with a 1-hour unpaid break
Enter 7:00 hours as the daily working time.
8. Assign the Work Schedule to Employees
Assign employees during schedule creation
When creating a work schedule, you can directly select the employees who should use this schedule.
You can also assign work schedules later.
Open an Employee Profile.
Go to the tab Personal Profile.
Scroll down to the Work Schedule section.
Select ASSIGN WORK SCHEDULE.
Choose an effective date for the assignment.
Choose Assign a work schedule.
Click SAVE.
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