Work Calendars
You can create a new Work Calendar by clicking on the + sign on the right side of the screen.
By hovering over this sign you will see three options - New Work Calendar, Import Work Calendar and Import Work Calendar Days.
There are many settings when creating a Work Calendar so we will guide you one by one through them.
Check the Template box if you want to use the same settings in other Work Calendar but with different days and Working Hours. This option will create a template Work Calendar upon which your next one can be based on.
Give your new Work Calendar a unique Name and Code.
Check the Active box if you want to be able to use the Work Calendar right away. If it is not set as Active, you will not be able to assign it to employee.
Choose an Anchor Date, this will be the day from which the Period Duration will be counted. This will also be the first day on which you can assign an employee to it.
Type in a number of days which will be the Period Duration of the Work Calendar. If you are a regular company you will most probably want to use number 7 as it will create a week long Work Calendar. Otherwise, if you have employees with shifts spanning more than a week, type in the specific number.
Choose how overnight work days are logged in Overnight Work Day Type.
Selecting Change Type at Midnight will split the work day into its respective day types.
Selecting Use the Start Day Type will make the part after midnight to be logged with the same type as the part before midnight.
Check the Work on Holidays box when you want to create a Work Calendar where even Holidays are work days. You can then set different pay rates for these days in Payroll Report Codes.
Check Flexible In/Out if you want to allow employees to start/stop logging hours a few minutes sooner or later than the shift starts and type in allowed minutes Before and After, both at the start and end of the shift.
Check the Enable Shift Rounding box if you want these Flexible In/Outs to be rounded to the start of the shift.
Type in maximum number of minutes which will not be counted as break to Ignored Break Duration.
Choose Tracking Type.
Time Tracking and Time Off Management:
If you choose this option, your employees will track their working hours manually using a Daily or Weekly timesheet. Time Off requests are created manually.
Note that this option enables the Attendance Tracking Method.
Fully Automatic Exception-based Time Tracking and Time Off Management:
If you choose this option, work hours of your employees will be submitted automatically based on other Work Calendar options. Time Off requests are created manually and if approved will alter submitted hours for given day/s.
Exception-based Time Tracking with Manual Overtime Tracking and Time Off Management:
If you choose this option, work hours of your employees will be submitted automatically based on other Work Calendar options. Additionally employees will be able to submit their overtimes and hours worked externally (outside regular workplace). Time Off requests are created manually and if approved will alter submitted hours for given day/s.
In Timesheet Type select the length at which you want timesheets to repeat by choosing from one of your defined Timesheet Types.
Type number of hours in Automatic out after. This is the number of hours after which an employee is automatically signed out if he has not done so manually. Minimal value for this option is 8 hours.
Type number of minutes in Notification After Start. This is the number of minutes after which Project managers will receive late & missing notification.
Type number of hours in Notify Employee After. This is the number of hours after which an employee is notified as a result of working for too long.
Choose Attendance Tracking Method.
This option is only available with Tracking Type: Time Tracking and Time Off Management.
Clock In/Out without Time Tracking:
If you choose this option, Time Tracking will become independent from Attendance. This means that the time spent by employee in the workplace is tracked by Clock In/Out and the tasks done by employee and time spent on them are tracked using a Daily or Weekly timesheet.
Clock In/Out combined with Time Tracking:
If you choose this option, Time Tracking and Attendance will become connected as specified below.
The time spent by an employee in the workplace is tracked by Clock In/Out and the tasks done by the employee and time spent on them are tracked using a Daily or Weekly timesheet. However the time when an employee is not working on any task is also tracked (i.e. time between Clock In and start of the first task). Additionally, tasks done outside Clock In/Out period while Time Tracking is set to Duration should be marked as External (using External button on Daily timesheet page).
Clock In/Out Based Time Tracking:
If you choose this option, Time Tracking will become dependent on Attendance in such a way that every Clock In will be the start of a new task and every Clock Out will be the end of previously “Clocked In” task.
Choose Break Type.
Manual = Employee clocks his every break. When entering the Break (min) in calendar days, type the approximate length of employee's break.
Automatic - Duration = Type in the length of break which will be automatically logged in the system.
Automatic - Interval = Type in start time and end time of the break.
Automatic - After Hours = Use this option if you want break (Break Minutes) to be logged after specific time (After Clock IN) but only if the employee has worked required time (Min. Shift Duration). You are allowed to set multiple breaks of this type.
Type in Weekly Duty in hours.
Choose Absence Day Type.
From Calendar = Absence Day length equals the number of hours an employee is supposed to work in given day (i.e. Mon: 8 hours, Tue: 6 hours... , Absence Day length = 8 hours if that day is Monday)
Define Amount = This setting enables the Absence Day Amount field in which you should type Absence Day length in hours.
Weekly Duty/5 = Absence Day length is calculated as Weekly Duty / 5.
If you choose to Import Work Calendar, you can download the template from here to help you with creating the import file.
Download
You can also just choose to Import Work Calendar Days to add working days and hours to an already existing Work Calendar.
Download
By hovering over this sign you will see three options - New Work Calendar, Import Work Calendar and Import Work Calendar Days.
There are many settings when creating a Work Calendar so we will guide you one by one through them.
Check the Template box if you want to use the same settings in other Work Calendar but with different days and Working Hours. This option will create a template Work Calendar upon which your next one can be based on.
Give your new Work Calendar a unique Name and Code.
Check the Active box if you want to be able to use the Work Calendar right away. If it is not set as Active, you will not be able to assign it to employee.
Choose an Anchor Date, this will be the day from which the Period Duration will be counted. This will also be the first day on which you can assign an employee to it.
Type in a number of days which will be the Period Duration of the Work Calendar. If you are a regular company you will most probably want to use number 7 as it will create a week long Work Calendar. Otherwise, if you have employees with shifts spanning more than a week, type in the specific number.
Choose how overnight work days are logged in Overnight Work Day Type.
Selecting Change Type at Midnight will split the work day into its respective day types.
Selecting Use the Start Day Type will make the part after midnight to be logged with the same type as the part before midnight.
Check the Work on Holidays box when you want to create a Work Calendar where even Holidays are work days. You can then set different pay rates for these days in Payroll Report Codes.
Check Flexible In/Out if you want to allow employees to start/stop logging hours a few minutes sooner or later than the shift starts and type in allowed minutes Before and After, both at the start and end of the shift.
Check the Enable Shift Rounding box if you want these Flexible In/Outs to be rounded to the start of the shift.
Type in maximum number of minutes which will not be counted as break to Ignored Break Duration.
Choose Tracking Type.
Time Tracking and Time Off Management:
If you choose this option, your employees will track their working hours manually using a Daily or Weekly timesheet. Time Off requests are created manually.
Note that this option enables the Attendance Tracking Method.
Fully Automatic Exception-based Time Tracking and Time Off Management:
If you choose this option, work hours of your employees will be submitted automatically based on other Work Calendar options. Time Off requests are created manually and if approved will alter submitted hours for given day/s.
Exception-based Time Tracking with Manual Overtime Tracking and Time Off Management:
If you choose this option, work hours of your employees will be submitted automatically based on other Work Calendar options. Additionally employees will be able to submit their overtimes and hours worked externally (outside regular workplace). Time Off requests are created manually and if approved will alter submitted hours for given day/s.
In Timesheet Type select the length at which you want timesheets to repeat by choosing from one of your defined Timesheet Types.
Type number of hours in Automatic out after. This is the number of hours after which an employee is automatically signed out if he has not done so manually. Minimal value for this option is 8 hours.
Type number of minutes in Notification After Start. This is the number of minutes after which Project managers will receive late & missing notification.
Type number of hours in Notify Employee After. This is the number of hours after which an employee is notified as a result of working for too long.
Choose Attendance Tracking Method.
This option is only available with Tracking Type: Time Tracking and Time Off Management.
Clock In/Out without Time Tracking:
If you choose this option, Time Tracking will become independent from Attendance. This means that the time spent by employee in the workplace is tracked by Clock In/Out and the tasks done by employee and time spent on them are tracked using a Daily or Weekly timesheet.
Clock In/Out combined with Time Tracking:
If you choose this option, Time Tracking and Attendance will become connected as specified below.
The time spent by an employee in the workplace is tracked by Clock In/Out and the tasks done by the employee and time spent on them are tracked using a Daily or Weekly timesheet. However the time when an employee is not working on any task is also tracked (i.e. time between Clock In and start of the first task). Additionally, tasks done outside Clock In/Out period while Time Tracking is set to Duration should be marked as External (using External button on Daily timesheet page).
Clock In/Out Based Time Tracking:
If you choose this option, Time Tracking will become dependent on Attendance in such a way that every Clock In will be the start of a new task and every Clock Out will be the end of previously “Clocked In” task.
Choose Break Type.
Manual = Employee clocks his every break. When entering the Break (min) in calendar days, type the approximate length of employee's break.
Automatic - Duration = Type in the length of break which will be automatically logged in the system.
Automatic - Interval = Type in start time and end time of the break.
Automatic - After Hours = Use this option if you want break (Break Minutes) to be logged after specific time (After Clock IN) but only if the employee has worked required time (Min. Shift Duration). You are allowed to set multiple breaks of this type.
Type in Weekly Duty in hours.
Choose Absence Day Type.
From Calendar = Absence Day length equals the number of hours an employee is supposed to work in given day (i.e. Mon: 8 hours, Tue: 6 hours... , Absence Day length = 8 hours if that day is Monday)
Define Amount = This setting enables the Absence Day Amount field in which you should type Absence Day length in hours.
Weekly Duty/5 = Absence Day length is calculated as Weekly Duty / 5.
If you choose to Import Work Calendar, you can download the template from here to help you with creating the import file.
Work Calendar Import template:
Download
You can also just choose to Import Work Calendar Days to add working days and hours to an already existing Work Calendar.
Work Calendar Days Import template:
Download
Updated on: 19/09/2023
Thank you!