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Managing Users

Setting your users working schedule

Before we even book time off work and calculate a deduction from your annual allowance, we need to know when you work.

Timetastic's standard plan gives you a basic fixed weekly working schedule.

If you have more complex schedules, perhaps two weekly patterns, regularly changing days off, flexible working. You’ll need the Pro plan with advanced scheduling.

 

Basic fixed weekly schedule:

Each user in Timetastic has a work schedule, this is usually a fixed weekly pattern. Maybe Monday to Friday, 9am to 5pm. Maybe part time if they don’t work certain days or have early finishes. It’s down to you, you can set the work schedule for each user in their profile.

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When you sign into Timetastic for the first time, your users will have a Monday to Friday work schedule with the morning set at 09:00 to 12:00 and the afternoon set from 13:00 to 17:00. You can edit this default position in your company’s business hours under SETTINGS > GENERAL.

 

Editing a schedule:

To edit a user's work schedule head to USERS > [Click name of the user] > SCHEDULE.

  • Check the boxes to reflect whether they work mornings and/or afternoons.
  • And set the from and to times.
  • Click ‘Save changes’.

Adding a new schedule:

If one of your team’s working pattern changes, perhaps they go part-time, or change the days they work, you’ll need to create a new work schedule effective from the date of change..

Click '+ New Work Schedule' to create a new schedule and set the effective date.

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The Wallchart and Calendar will reflect the additional work schedule once you've saved it. You can also see a summary of the working schedules which can be viewed or edited if needed.

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Any existing bookings in the employee’s current (or next) leave year, that are affected by a change to their work schedule (or public holidays) will be recalculated automatically.

 

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Advanced scheduling

For those employees who work a two week work pattern, Timetastic Pro lets you set schedules that repeat every other week. Perfect for those staff with a 9 day fortnight or alternating shift patterns.

To set up a repeating schedule, click '+ New Work Schedule', set the effective date and the relevant days/hours for your employee’s second working week. Select ‘Repeat every 2 weeks’ from the drop down:

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Once added, Timetastic will display the schedules and their repeating status.

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You can set a ‘Repeats every week’ and ‘repeats every 2 weeks’ combination, or two ‘Repeats every 2 week’ schedules, with one starting a week later than the other.

 

Flexible schedules and ad hoc changes

For ultimate flexibility, this Pro feature lets you make one off, ad hoc changes to a single working week for any of your employees. 

This can be done directly from the Wallchart or the employee’s Calendar, which is ideal when you need to make a quick change to their working schedule.

To make a one off change to an employee’s schedule, click on the day (or week) you want to adjust and select the ‘Working hours’ tab on the booking form:

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Make the adjustments needed to their working schedule for that week and click ‘Save changes’.

Any one-off adjustments will be added and shown as a ‘custom’ schedule under the employee’s schedules, along with their regular repeating ones:

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Here's a quick demo of the advanced schedules in action: