Work schedule configuration

If your organization has Agreements module active, then you are available to use the Work Schedule feature and manage work schedules for your employees. It lets you set up recurring shifts or irregular schedules to accommodate various work patterns, including part-time, full-time, and flexible hours. Also, with Project module active along with Agreements, employees have possibility to log their work time inside Work Time item. If there's no active Work schedule for employee, then Employee still will be able to log work time just with no schedule visible (described in Projects->Time tracking). With only Agreements module active, employees can only review schedule(s) assigned to them, without possibility to track time. Note, that if Employee had work schedule, but was unassigned, then Work Time item will disappear from the main menu.

Flowtly offers the opportunity to define standard working hours, shifts based on organizational policies or individual agreements inside Organization settings.

Steps to Create a Work Schedule:

Go to Organisation settings item from the user context menu
Select Work Schedule tile
Click “Create work schedule” button displayed on the top right corner of the page
In the form appeared provide:

Name (required)
Description (optional)

Click “Next”

After submitting the form you will be redirected to the page where you can create Schedule ranges.

In the calendar view, you have the option to define whether the schedule you're configuring follows a 7-day work week or a Custom schedule (shifts). By default, the system selects the 7-day work week. Next to this toggle, you will find ** Ignore bank holidays** toggle. By default, it is disabled, meaning all bank holidays will be included for all employees assigned to this schedule. If you enable the toggle, bank holidays will be excluded.

7-Day Work Week (Default)

The 7-day work week option ensures that the schedule aligns with the standard calendar week (Monday through Sunday).
This option is only active if the number of days added to the schedule is divisible by 7 (e.g., 7 days, 14 days).
When selected, the schedule will be "sticky" to the standard days of the week, meaning each day will directly correspond to a specific weekday (e.g., Monday, Tuesday, etc.).

Custom Schedule (Shifts)

To configure a schedule that doesn't align with the standard calendar week, switch to Custom schedule (shifts). In this mode, you can define a schedule with any number of days, regardless of the typical week format.
Minimum days allowed for a custom schedule: 2 days.
Maximum days allowed (for both regular and custom schedules): 14 days.
If you configure a schedule with days not divisible by 7, the Custom schedule (shifts) option must be used.

Example Scenarios

7-day work week: You want a schedule that follows the typical week (Monday to Sunday). You can configure 7 or 14 days, and the system will map these directly to the respective weekdays.
Custom schedule: You need a 5-day work schedule that doesn't correspond to the standard week structure. In this case, you switch to the custom schedule and configure the specific days manually.

Create Schedule Ranges

Use the Drag & Drop functionality to configure work schedules with different ranges. Click on the time in the calendar when the work starts and drag it to the time when the work finishes. You also need to confirm or cancel the schedule range by clicking the check button or the x-button. On the bottom of the time range slot there is an amount of hours selected displayed.

To configure lunch breaks or other non-working periods, simply leave these periods unselected—they won’t be included in the total working hours.

To Edit a schedule range, click on it, and in the pop-up, adjust the time range with minute-level precision.

At the bottom of the Creation page, the total sum of working hours is displayed. This allows you to ensure that the created schedule ranges align with the weekly hours set in Agreements for the employee you intend to assign this work schedule to. After you finish with schedule ranges configuration, click on the** "Done"** button displayed on the bottom of the page.

If you want to create a schedule for a non-standard work week, e.g. an employee works 4 days and then is off for 4 days. It means that you have to prepare an 8-day schedule with the first 4 days within the scheduled range, and then 4 days without any schedule range. System will read 4 added days without range as days off.
To add another day to the schedule calendar, click on the "Add" button displayed after last day of the schedule page.

Note: If the schedule is "regular," you can only add full weeks to it (up to 2 weeks max). For a custom schedule, you can add individual days (up to 14 days).