Creating Work Schedule Template

Step 1

From the dashboard, navigate to the left menu and select Settings (1), then select Attendance (2) and scroll down to Schedule (3):

Step 2

You will be directed to this screen, where you will see all the schedules you have created before. Click on Add New (4) in the top right corner to create a new working schedule:

Step 3

You will be brought to the screen shown below, where you will be able to see 4 tabs located at the top of the screen (Eg General, Holiday, Overtime, Attendance, and Request).

Here is an explanation for each of these tabs:

Tab 1: General

This is where you can fill in your schedule name, label and also assign the shifts that you create in the system for your employees:

You can assign shifts by clicking on any of the boxes. Then, a drawer like the one shown in the picture below will appear. You can then choose a specific week or day you want this schedule to take effect. Make your selection by ticking or unticking the available boxes.

a) If you are enabling "All Shift", it will include all your shift in the schedule option.

b) If you are enabling "Rest Day", you can set the maximum rest day.

c) If you are enabling "Off Day", you can set the maximum off day.

You also can set the schedule to rotate based on:

d) None

e) Month

f) Week

g) Day

You can set a work scheduling pattern based on:

h) Work Week

i) Standard Calendar

DutyRoster Control:

j) Active = You can control the shift by using the Duty Roster (Week)

k) Allow custom shift time = You can assign shifts by using the Duty Roster(Week)

l) Allow custom overtime = You can select overtime at the customs section in the Duty Roster(Week)

m) Allow custom break = You can set a custom break time 

n) Allow edit/ delete Public Holiday = By enabling this function, you cannot delete/ edit the PH and vice versa

Tab 2: Holiday 

Under the Holiday tab, you will be given the option to view your holidays in the 'Month' view or 'List' view and 'Year' view. 

By selecting the 'List' view, you will be able to see all the holidays in the country that you have selected:

You can also choose to toggle off the holiday if your company decides not to celebrate it. You can do this by double-clicking the holiday list, as shown below:

Tab 3: Overtime

When you select the Overtime tab, you will be able to set your minimum or maximum overtime hours, and the allowance given for these hours. You can also configure different overtime rates for special days (eg. public holidays) so that the system will automatically recognize the rates for different days.

Here's a brief explanation of OT settings:

o) Enable overtime = Select this function to allow OT 

p) Enable early overtime = This function allows your staff to have early OT from their shift

q) Enable late overtime = This function allows  your staff to have late OT after their shift

r) Allow request backdated overtime without clocking = By switching on this function, the system will allow non-clocking shifts (on backdated days) to request overtime

s) Split overtime at midnight = The system will split from midnight overtime into the next day's early overtime

t) Pre-approved only = The system will only calculate actual overtime hours if there are pre-approved overtime hours

u) Overtime Approval Method = 

• Manual = If you choose manual, you need to approve the OT
• Auto = If you choose auto, the OT will be automatically captured

v) If you choose the overtime approval method as auto, this is what you will see (attached below):

Auto Overtime Approval Method:

1. Intersect Actual and Pre-Approved Hours = It will capture the actual hours if there is no OT request and capture Pre-Approved Hours
2. Actual Hours = If there's no request for OT, the OT will be captured as an actual hour
3. Pre-Approved Hours = Work for planned OT

w) Overtime rounding method = Set your rounding method by going up/ down

x) Overtime rounding step = Set your rounding step

y) Overtime allowance payroll item = If you have a specific payroll item for OT, you can include the payroll item here (attached below):

For further information about auto-approve overtime, kindly refer to the below link:

• https://worksy.freshdesk.com/support/solutions/articles/63000274211-auto-approve-overtime-methods

Tab 4: Attendance

This tab is where you can manage the rounding-up method and any grace period for your staff to clock in. 

For example, an employee is supposed to be at work at 9 am but you have set a grace period of 30 mins. So, if the employee comes before 9:30 am, they will still be considered on time.

Once you are done, click Save on the top right corner