Work hours profiles tell Workfeed how many hours an employee normally works. The profile is used to calculate the overtime bank and leave hours correctly, and it is also important for including salaried employees in calculations such as the wage percentage.
In a work hours profile, you decide:
how many hours the employee normally works
which days the employee normally works
whether the employee works on public holidays
whether overtime should be saved in an overtime bank
How to create a work hours profile
Open the settings and select "Time tracking". Find "Work hours profiles" and click "Manage". Click the blue "➕" in the top right corner.
Now you can choose a template or start from scratch:
Fixed days, Full time 37h: 08:00-16:00 with a 36 min. break, Monday to Friday.
Fixed days, Part time 20h: 08:00-12:00, Monday to Friday.
Flexible, Full time 37h: 37 hours per week, Monday to Friday.
Flexible, Part time 20h: 20 hours per week, Monday to Friday.
Start from scratch: an empty week with fixed days where you set the hours yourself.
The template creates the profile right away. You can then change the name, hours and settings and click "Save".
Choose a type: Fixed days or Flexible
Under "Work hours profile type", you choose how the hours should be entered:
Fixed days
You enter the hours and breaks for each day. This suits employees who have the same times every week. The total hours are shown at the bottom. Overtime is settled per day.
Flexible
You enter the hours per week under "Hours per week". This suits employees whose days vary. Workfeed divides the week's hours across the normal workdays and shows how many hours that gives per workday. Overtime is settled per week.
Below the hours, you can see when the workday usually starts. Click to change the time. It is used when an employee has part of the day off, so Workfeed knows how many of the hours count as leave.
Under "Normal workdays", tick the days the employee normally works.
Public holidays and overtime bank
Works on public holidays
If the setting is turned off, the expected hours on public holidays are set to 0h 0m. Turn it on if the employee normally works on public holidays.
Enable overtime bank
When the overtime bank is turned on, the employee gets an overtime bank. Hours that differ from the profile are automatically added or deducted.
With Fixed days, overtime is calculated day by day.
With Flexible, overtime is calculated for the whole week. A week that has not ended yet is only counted when the week ends.
How to assign a profile to several employees
You can assign a profile to many employees at once:
Open the list of work hours profiles.
Click "⋮" next to the profile and select "Assigned employees".
Choose the date under "From". The profile replaces the profile the employees have from this date.
Tick the employees who should have the profile. Under each name, you can see which profile the employee has now.
Click "Assign employees".
How to assign a profile to one employee
Open the team list, select the employee and click "Edit profile". Under "Overtime bank", you will find "Work hours profile":
Choose the profile and set the date the profile applies from.
Click "Plan a change" if the employee should have a different profile from a specific date, for example because of new terms of employment.
Click "Manage profiles" to open the list of profiles.
Click "Save" to save the changes. The overtime bank and leave hours from the chosen date are recalculated when you save.
Note that a work hours profile does not create shifts. The shifts still need to be added to the schedule.
How to edit a work hours profile
Open the list of work hours profiles and click the profile. Change what you need and click "Save".
Note that changes to a profile also apply back in time for the employees who have the profile. If only one employee's terms change, it is better to use "Plan a change" and give the employee a new profile from a specific date. You can also use "Save and duplicate" to make a copy of the profile.
FAQ
Should I choose Fixed days or Flexible?
Choose Fixed days if the employee has the same times every week. Choose Flexible if the employee has a fixed number of hours per week, but the days vary.
Can I assign the same profile to several employees?
Yes. Click "⋮" next to the profile and select "Assigned employees", then you can assign it to many at once.
How do I remove a profile from an employee?
Open the employee's profile and go to "Overtime bank". Click "Plan a change" and choose "No profile" from the date the profile should stop.
Can I delete a work hours profile?
Yes, if no employees have ever had the profile. Otherwise, the profile can only be archived, so the employees' history is kept.
Where do I find archived profiles?
Turn on the button with the archive icon at the top of the list of work hours profiles. You can always restore a profile from the archive.
Why can't I see this week's overtime in the overtime bank?
With a flexible profile, overtime is settled for the whole week. The week is counted when it ends.