How to create a work schedule?

Schedules define when employees must clock in and out. Administrators and users with permission to Configure Schedules can create weekly, flexible or shift schedules.

A schedule specifies entry and exit times, break durations, tolerances for lateness and early leave, and limits on when punches are accepted.

Use schedules to organise working hours, control overtime, configure break compensation and restrict assignment requests by branch, department or team.

1. Access the Schedules module

   • From the left navigation, under Configure, click Schedules. The list shows schedule Name, Hours, Schedule and Employees.

   • Click New Schedule to start a new schedule.
     
     

2. Fill in basic details

   • On the Create new Work Schedule page, enter a Schedule Name.

   • Enable Skip Holidays if the schedule be repeated on holidays and considered as a workday.

   • Choose the Type:

     • Weekly – set fixed times for each weekday.

     • Flexible – enter Hours per day and the Break;

     • Rotative – allows you to create a shift schedule with a start date and sequence of working days/days off. For example: 12x36, 5x1 schedules, etc.

       • Note: The "start date" field defines that the employee will be assigned to the shift according to the calendar date. Example: if the start date is January 15th, and an employee is assigned on January 17th, they will start on day 3 of the shift.
         
         

3. Configure daily times and breaks

   • In the day table, enter Entry and Exit times for each day. To delete a day, click the "X" at the end of the line.

     • Use + Add break to insert one or more breaks per day.

   • For flexible schedules, set Hours per Day and Break only;

   • For shift schedules, click + Add and select Working day or Day off to build the pattern. Set the Start Date; it cannot be changed later.

     • Tip: use the copy icons to duplicate values.
       
       

4. Set alerts and limits

   • In Notifications and alerts, specify the Late Arrival and Early Leave tolerance. Punches outside these limits will generate a notification to the manager.

   • Under Schedule Limits, define the Entry Limit and Exit Limit (how many minutes before/after the planned time a punch is allowed). Exceeding these limits results in a invalid punch.

   • Check the Allow punches in days outside the planned schedule option if you wish to allow punches on days outside the stipulated work schedule without them being generated as invalid.
     
     
     

5. Configure breaks and other options

   • In Advanced Breaks Management choose how to compensate for unfinished breaks.
     • Follow pay policy rates: Follow the same compensation rules configured in the Pay Policies.
     • Don't compensate: Do not effectively compensate for unused break minutes.
     • Move to extra hours: Convert any unfinished break time to overtime.
     • Set as separate rates: Allocate the unused break period to a specific category that will be configured at the Pay Policies.
   • In the Night Shift section, check the box for shifts that extend past midnight and should be categorized for the day the shift ended. If night shifts are considered for the day the shift begins, leave this option unchecked.
   • In Schedule assignment requests, check the box if you want to restrict which groups can request a Schedule Assignment Request for the Schedule being created.
     • Note: If you are using a clock-in hardware device integration, remember that they require weekly schedules (of the Weekly type), and the schedule limit must also be defined.
       
       

6. Save the schedule

   • Review the configuration and click Save schedule. The schedule becomes Active.

   • To edit later, open the schedule from the list, change the desired fields and click Save schedule. A window titled Change Schedule will ask for a Start Date to apply changes retroactively.
     
     

7. Assign employees

   • On the schedule page, go to the Employees tab and click Add employees.

   • Search for an employee and click Add. To add several at once, choose Select multiple employees, select by Subsidiaries, Departments or Teams and confirm.

   • Specify the Start Date for the employee on the schedule and click Add.
     
     

Best practices

• Use built‑in templates (40h or 44h weekly) to speed up creation of new schedules.

• Configure tolerances and limits according to company policy; strict values may generate many pending punches.

• Before enabling Allow punches in days outside the planned schedule, ensure your organisation permits work on non‑scheduled days.

Frequently Asked Questions

1. Can I change the start date of a shift schedule after saving? No. The Start Date for Rotative schedules is set when the schedule is created and cannot be edited later.

2. What happens if an employee punches outside the defined limits? The punch becomes invalid and must be reviewed by a supervisor or administrator.

3. How do I delete a schedule? There is no delete option; click Deactivate schedule to inactivate it. The record remains for historical purposes.