What are work schedules?
Work schedules define the specific days and hours employees are expected to work. They form the foundation for tracking attendance and can also include rules for overtime and meal vouchers. A single schedule can be assigned to multiple employees, ensuring consistency and efficiency across your organization.
You can create, modify, or delete work schedules as needed, making it easy to adapt to different roles, teams, or business requirements. From defining standard hours to enabling overtime or meal voucher tracking, work schedules let you set the rules—while the system handles the tracking.
How to create a work schedule
Let’s walk through the steps of creating a work schedule and the different settings available:
Manage
Manage
Navigate to Settings > Attendance > Work schedule and click + Add work schedule.
Enter a name for your work schedule and select the work time unit.
Click Add to continue setting up the work week.
Workweek
Workweek
Work hours mode
When setting up a work schedule, you can choose between three work hours modes to match the needs of your employees:
Schedule: Define employees’ regular working days, hours, and breaks.
Used to calculate expected working hours and overtime.
Allows you to benefit from automatically filled working times.
Expected number of hours: Define employees’ regular working days per week and set the number of hours to be worked per day.
Used for calculating overtime.
Flexible: Specify only the working days of the employees, without expected working times.
Only the actual hours recorded by the employee are transferred to the system.
Timesheet autofill
By enabling timesheet autofill, the system automatically fills in daily entries based on the configured standard work week. Employees or administrators can later adjust these entries if needed.
Overtime
Overtime
You can configure overtime tracking rules to match your organization’s policy. When enabled, an overtime account is displayed for employees assigned to this schedule. The account automatically updates based on each employee’s working hours balance.
Calculator: frequency
Monthly: Overtime is calculated on the first day of each month.
Daily: Overtime is calculated and updated every day.
Any adjustment to working hours—whether adding or removing hours—affects the employee’s current overtime account. This applies regardless of whether the adjustment relates to past or future working hours.
Timesheet validation
Timesheet validation
When this option is enabled, employees’ timesheets must be validated.
Time tracking
Time tracking
Time tracking methods
Set up time tracking rules to define your company’s attendance policy. You can choose from three methods:
All methods: Employees can track their time manually, through the in-app tracker, or at a clock-in station.
Clock-in station only: Employees must use the clock-in station to track their time. No other methods are available.
In-app tracker and clock-in station: Employees can track their time using the app or a clock-in station. Manual entry is not allowed.
Limits
When enabled, this setting restricts employees to editing their timesheet entries only within the defined number of past days.
📌 Note: If you choose a time tracking method other than “All methods”, employees can still edit the project and note fields on their timesheets, but not the time itself.
Meal vouchers
If activated, employees will receive one meal voucher per day once they reach the minimum number of required hours. Vouchers are automatically calculated and shown in the company’s attendance statements once employees meet the minimum tracked hours.
Required breaks
Required breaks
Set rules for employee breaks to ensure compliance with your company’s policies. If an employee’s timesheet does not comply with these rules, a warning will be displayed directly on the employee’s timesheet entry.
Break rule alerts
Display an error on timesheets if the defined break rules are not followed.
Automatic breaks
Automatically insert breaks on behalf of an employee once a specified amount of work time has been tracked.
Assigned
Assigned
Assigning employees to the correct work schedule ensures their hours, overtime, and rules are tracked accurately. Each employee can only be assigned to one schedule at a time, but a single schedule can be assigned to multiple employees.
Once assigned, employees automatically follow the working times and rules defined in the schedule.
📌 Note: Any change to an employee’s work schedule takes effect immediately and is applied retroactively from the first day of the current month. If needed, overtime balances can be adjusted manually after recalculation.