These instructions describe the different exceptional situations in flexitime
Content of the instructions
Cancellation or postponement of a holiday
Here we go through a situation where a holiday has been cancelled or postponed, for example, due to sick leave.
If your vacation needs to be postponed due to sick leave, or if you have accidentally marked the wrong days in your vacation, the account administrator can restore the vacation days or transfer them to different days like this.
Reports → Holidays and absences → Select the days in blue where you can see the holiday entry.
In this view, a list of vacation days marked by the employee opens, select it to open the shift.
In the view that opens, you can either move the date, change the hours or type, or use the trash can icon to delete the entry and return the employee's vacation day to apply for again.
Why has the balance accumulated ?
Here we go through situations where you have accumulated a flexible balance even though you shouldn't have.
If the balance has been accumulated after the holiday day has been removed or postponed, the default working hours have been removed from the day in question. The reason for this is that a setting has been set for the holiday task that clears the working day goal for that day.
This can be fixed by going to Settings → Users → Shifts/Working Time Targets → Term button.
From the link below, instructions for the function in question.
Part-time becomes full-time or vice versa
A situation where an employee's employment agreement changes requires a few measures, which are discussed in these instructions.
Here we go through resetting balances, setting a working time goal and changing the salary type.
Let's start by clearing the employee's flex balance by going to Reports → Working days → Cumulative → Select the year and the employee from the list.
As an example, Essi has been an hourly worker during August and September. The arrow shows her balance until 13.9, when her employment relationship changed.
Select either the "Fix" or "+Add shift" buttons.
To create a minus marking, select the Correction type
In the Term section, set the date to which the correction will be applied (Recommended to set to weekend)
The hours / day are set at -180:00 for Essi
In the comment, note why the correction has been made
Let's choose "Sun" for Essi because the correction was set for Sunday
Finally, the Save button.
⚠ Note that if "Sat" or "Sun" is not selected when targeting the weekend, the entry will not be saved.
Best practices (using default working hours)
The working time target should be used because it is used to monitor that the employee's working hours are realised as planned and it serves as a basis for calculating the flexitime balance.
The goal helps to ensure that the amount of work is reasonable and that overtime is not created unnecessarily.
Working time targets are mandatory for monitoring flexitime balances and they are defined on an employee-specific basis, which makes it possible to monitor employees' accrual of hours and possible flexitime.
The goals are visible in the user's settings and affect reporting.
Working time goals can also be used to effectively manage the monitoring of working hours and take into account midweek holidays automatically.
Therefore, the working time target is a key tool for managing and monitoring working hours.
See the instructions below for working time targets.
What is the difference between Working Time Entries and Hour Entries
Working time entries (working days) track an employee's attendance, such as work, lunch, vacation, or sick leave, and can be recorded with a workday clock or manually without specific task information.
Time entries are always allocated to a specific customer, project and task, and they are used especially for recording billable work and for monitoring internal work tasks.
Working time entries mainly measure the total working time on a daily basis, while time entries are more accurate and directly related to tasks and projects.
The Workday Clock is intended for automatic tracking of working hours without customer- or task-level information, while hour entries such as Timecard and Timesheet provide accurate task-specific time tracking.
Below is an example:
The clock icon is used to start working time entries (Working days)
And the +Session button starts Hour entries.
Flex is also tracked on different tabs:
Reports → Working days → Cumulative tab is used to monitor working hours through the clock
Reports → Cumulative: hours tab is used to monitor the working hours accumulated from the hour entries
Note! In order for the flex to show correctly, it is important that a working time target has been set.
A working time target is also set for these different points.
Time entries are set in Settings → Users → Working time Targets → Term
Work day entries are set in Settings → Users → Shifts → Term
