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Timeshift setup: weekly

  • The Weekly time shift is an approach that defines hour requirements on a weekly basis rather than daily. It offers maximum flexibility in distributing hours during the week while maintaining control over the total.

    It can be combined with the Workshift module to define precise working hours in a flexible way, programming missing hours and overtimes.

    When to Use This Profile

    • Roles or working arrangements requiring daily flexibility but weekly consistency

    Key Concepts

    Work Week

    • Week start day is determined by Main Company settings
    • Typically starts Monday and ends Sunday
    • Hours are counted across the entire weekly period

    Monthly Boundary Management

    • When a week crosses two months, hours are carried to the next month
    • Important for monthly payroll closing
    • Requires attention in end-of-month anomaly management

    Creating the Weekly Profile

    Step 1: Module Access

    Navigate to Staff → Time Shifts from the main menu. Ensure you have permissions to create new time shifts.

    Step 2: Initialization

    1. Click the "+" button to start creation
    2. The form with multiple configuration tabs will open
    3. Start from the "General" tab

    Step 3: Basic Configuration

    Fill in the fundamental fields:

    • Label: Identifying name (e.g., "Weekly 40 Hours Flexible")
    • Description: Details on usage and specific rules
    • Type: Select "Weekly"

    Step 4: Weekly Parameters

    Once "Weekly" is selected, configure:

    • Regular weekly hours: Total hours required per week (e.g., 40)
    • Default work days: Days when work is permitted
    • Allowed start working time: Earliest possible start time (e.g., 06:00)
    • Allowed end working time: Latest possible end time (e.g., 22:00)

    Step 5: Tolerances and Flexibility

    Set flexibility margins:

    • Under tolerance (minutes): Acceptable weekly margin (e.g., 30 minutes)
    • Over tolerance (minutes): Tolerated extra hours (e.g., 60 minutes)
    • Tolerance rounding: To simplify calculations

    Step 6: Specific Anomaly Management

    The Weekly profile has a unique anomaly:

    • Incompleted working week: Generated when total hours are below minimum
    • System automatically fills missing hours as absences
    • Starts from last available working day and proceeds backwards
    • Default absence type for anomaly: Select code to apply

    Step 7: Activity Generation Options

    Configure automation options:

    • Generate staff activity on clock in/out: Recommended to enable
    • Enable clocking in/out anomalies detection: Always active for weekly control
    • Editing reports period type: "Month end" for alignment with closings

    Step 8: Weekly Overtime

    In the Overtimes tab:

    • Allow overtime: Enable for hours beyond weekly total
    • Regular hours type: Select "Weekly"
    • Overtime is calculated on weekly total, not daily

    Configure progressive rules:

    1. First 5 extra weekly hours → Base overtime code
    2. Next 5 hours → Enhanced overtime code
    3. Beyond 10 hours → Special overtime code

    Step 9: Breaks and Daily Limits

    Even though calculation is weekly, you can set:

    • Allowed lunch pause start time: For those working full days
    • Allowed lunch pause end time: Break window
    • Breaks are not mandatory but recommended for compliance

    Step 10: Export and Integration

    In the Export Settings tab:

    • Regular hours code: For weekly total
    • Generate ticket codes: Based on minimum daily presence
    • In absence of overtime, limit worked hours: For weekly cap
    • If hours exceed expected, remove partial absences: Automatic optimization

    Step 11: Saving and Activation

    1. Review all configurations
    2. Verify consistency with work contracts
    3. Click "SAVE"
    4. Profile is ready for assignment

    Assignment and Planning

    Strategic Assignment

    1. Access Organization → Individuals
    2. Select employees needing flexibility
    3. In the Time Shift section:
      • Assign the Weekly profile
      • Consider start date (week start recommended)

    Team Communication

    It's essential to communicate:

    • Required weekly hour total
    • Flexibility in distribution
    • Importance of completing hours within the week
    • How "incomplete week" anomaly works

    Weekly Operational Management

    Monitoring During the Week

    Employees can:

    • Distribute hours freely on working days
    • Work more hours some days and fewer others
    • Compensate absences with extra hours on other days
    • Monitor progress toward weekly total

    Weekly Distribution Example

    For 40 weekly hours:

    • Monday: 10 hours (urgent project)
    • Tuesday: 6 hours (personal appointments)
    • Wednesday: 8 hours (standard day)
    • Thursday: 9 hours (extra meetings)
    • Friday: 7 hours (early closure)
    • Total: 40 hours ✓

    Week End Management

    Weekly Closing

    1. System calculates total hours at week end
    2. If hours < required minimum:
      • Generates "Incompleted working week" anomaly
      • Fills missing hours with default absence code
      • Starts from last day and goes backwards
    3. If hours > maximum with tolerance:
      • Calculates weekly overtime
      • Requires manager approval

    Cross-Month Week Management

    When week crosses two months:

    1. System identifies monthly boundary
    2. Hours from week's final part go to next month
    3. Important for:
      • Monthly payroll closings
      • Monthly reports
      • Overtime calculation