Configuring Work Schedule Models

Give your Work Schedule Model a corresponding name and set the target hours per day. Additionally you have the possibility to assign working time rules and fixed break models.

Tip: To save time you can also duplicate an existing work schedule model and adapt it.

2. Examples of Work Schedule Models

2.1. Fulltime

2.2. Part time 80%

2.3. Part time 50% (evenly divided)

2.4. Part time individually divided

3. Option "Flexible Working Days"

If you activate the “Flexible Working Days” option for a working time model, the automatic validation “No working time recorded for working day” is omitted.

This means that even if a target time is stored in the working time model for a specific day, the validation is not generated on that day if no working time has been recorded.

This feature is particularly suitable for employees with irregular working hours, e.g., those on flexitime, freelance workers, or part-time models without fixed weekdays.

 

3.1. Configuration

To activate this feature:

Step 1: Go to Administration/Working time models.

Step 2: Open the desired working time model.

Step 3: Activate the “Flexible Working Days” checkbox.

3.2. Examples of use cases

Example 1: Flexitime without fixed weekdays

• Employee profile: Software developer working from home with flexitime
• Working method: 40-hour week, working hours are flexibly distributed from Monday to Friday, e.g., working Tuesday, Wednesday, and Friday in one week, and only Monday to Wednesday in the next
• Advantage: Without this option, the system would check on all weekdays whether working time had been recorded and issue an error message. With this option activated, this unnecessary check is no longer necessary.

Example 2: Freelancer in adult education

• Employee profile: Lecturer at an educational institution
• Working method: Teaches courses on different days (e.g., week 1: Mon + Wed, week 2: Fri only), no fixed working days
• Advantage: Time is only recorded on actual course days. With this option, there are no error messages on days without courses.

Example 3: Part-time with varying weekdays

• Employee profile: Part-time employee, 20 hours/week
• Working method: No fixed working days, coordinated individually each week, e.g., one week Mon + Thu, the next week Tue + Fri)
• Advantage: The model provides for 20 hours per week, but not on fixed days. With this option, no unnecessary warnings for “missing” working hours are displayed.
   

4. Alternating Work Schedule Model

In addition to fixed working time models, you can also configure alternating working time models. 

These are useful, for example, if the working days and/or working hours change on a weekly basis (such as alternating short and long weeks). The configured weekly sequence repeats itself automatically on an ongoing basis.
 

4.1. Configuration

Create a new work schedule model, give it a unique name, and select “Alternating weeks” instead of “Fixed week” under “Model type.”

4.1.1. Configure Target Hours

If you have selected the “Alternating weeks” option, the area for configuring the individual weeks will open automatically below. 

Marker 1: Assign a name to each week. When assigning a model to an employee, you can later define with which week they should start.

Marker 2: Enter the target working hours for each weekday here.

Marker 3: Add as many weeks as needed, depending on how your model is structured.

Marker 4: The average number of weekly hours across all configured weeks is displayed here.

Please note: Once the alternating working time model has been saved, you currently cannot add any additional weeks. However, you can still edit the individual days within the configured weeks.
 

4.1.2. Configuring Vacation Calculation

By default, vacation days are calculated based on the specified target working days.

If you want vacation days to be calculated differently from the configured target working days, uncheck the box and configure the individual weekdays that should be included in the vacation calculation.

4.2. Activating the Alternating Work Schedule Model

When initializing or assigning the model, you can select which week should start first.
This allows you to set up employees who work in alternating patterns — for example, one starts with the short week and the other with the long week. The system will automatically switch in the following week.

 

5. Assign Working Time Rule

If you have created a working time rule with specifications such as automatic breaks, maximum working times, flexitime or core time specifications, etc., assign this working time rule to the working time model(s) for which the rules are to be applied. If you click in the field by the working time rules, you will get the selection of the created rules and you can choose the desired model. Information about the working time rules and breaks can be found in -> this documentation.

6. Booking ratio Project time to Working time

If you record project time in addition to working time, you can also define in the working time model how many % of the working time must necessarily be allocated to the project time. For this you enter a ratio in %.

7. Archive Work Schedule Model

To maintain an overview, you can archive those working time models that you don't need at the moment. To do this, take a look at the "User" column: Here you can see how many users the model is currently assigned to.
Note: Only models that are currently not assigned to any user can be archived.

To archive a working time model, click on the three blue lines and click "Archive working time model".

You can use the "Status" button to filter whether the active, archived or all models should be displayed. You can reactivate the archived models at any time.