Guide to creating work schedules

In this brief guide, we'll coveroff everything needed to setup a new Work Pattern from scratch and how to apply this to an existing user. This is both helpful for new starters, to anyone changing their working hours going forward.

We'll be using an example of "John Smith" moving onto a 33.5 hour working week.

You can skip any part of this you've already done, or refer to our individual guides on Work Patterns, Pattern Codes or the Work Planner separately if needed.

STEP 1 - CREATE A NEW PATTERN CODE

• From the Work Menu click Pattern Codes
• Then click on Create New Pattern Code
• Complete the fields shown on screen as shown in the example below:
  • Code - JS1 (this could represent the employee initials)
  • Name - John Smith 0900 - 1500
  • Start Time - use the time picker to select 0900
  • End Time - use the time picker to select 1500
  • Duration - will be set automatically upon saving
  • Paid Time - use the time picker to set this to 5 hours 30 minutes (this should take into consideration any "unpaid breaks")
  • Colour - Choose  colour for the code to be represented by on the calendars
• Then click Save

You will then need to repeat the above process until all other work variations are covered.

STEP 2 - CREATE A WORK PATTERN

• From the Work Menu click Work Patterns
• Then click Create New Work Pattern
• Then complete the steps as follows:
  • Name - John Smith (from Sept. '25)
  • Then use the select day shift option to select the relevant pattern codes that will apply to the new work schedule. The first code you select will represent "Monday" so be sure to map out the full Monday - Sunday week, including any non-working days.
• You should end up with something like:
  • Day 1 - JS1 - John Smith 0900 - 1500 (5.5)
  • Day 2 - JS2 - John Smith 0900 - 1800
  • Day 3 - JS3 - John Smith 0900 - 1500 (5) 
  • Day 4 - JS2 - John Smith 0900 - 1800
  • Day 5 - JS4 - John Smith 0900 - 1700
  • Day 6 - Non Working Day
  • Day 7 - Non Working Day

STEP 3 - APPLY THE NEW PATTERN VIA THE WORK PLANNER

• From the Work Menu click Work Planner
• Then, use the Group option and select the relevant Group
• Following this, use the View Month option and choose the required start month for the pattern
• Then click Show Planner
• In line with the staff members Name, click on the date you want the new pattern to apply from*
• Use the drop-down available on screen and select Set Pattern
• Then choose the new pattern you've just created
• Leave the end date as "No End Date", unless you want to stop the new pattern at a specific point in the future
• Then click Confirm

*This will need to be a Monday, based on how you've set the pattern up

Once the new working pattern has been applied to John Smith, any already booked leave in the future will be automatically updated and recalculated to ensure the correct allowance deductions take place - this will take place approx. 1 hour after the pattern is entered into the system on their schedule.

You can also, at any time, make ad-hoc adjustments to a staff members work schedule using the Right Click option. This will allow you to remove individual working days from their schedule, or insert individual working days - allowing for a more specific adjustment to their schedule that doesn't apply to many other weeks/months going forward.