What is Schedule Exception and How to Create One?

A Schedule Exception temporarily replaces an employee’s standard schedule on a specific day or during a defined period.

It is used for special situations such as training, travel or on‑call shifts that do not fit the regular schedule. Administrators and users with permission to Configure Schedules can create exceptions directly from the Schedules module.

Once saved, the exception applies only on the defined dates without changing the main schedule.

1. Access the Exceptions tab

   • In Schedules, click the Exceptions tab. The list shows existing exceptions with columns Exception Name, Employees, Period, Created By and Status.
     
     

2. Create a new exception

   • Click Create exception. A new page opens.

   • Enter the Schedule exception name.

   • In Select Employee, search and choose one or more employees who will receive the exception.
     
     

3. Define the day or period

   • Set the date in the Day field or click +Add a Period to define a date range.

   • For each day listed, choose the Schedule Type from the drop‑down:
     • No Exception – keeps the employee’s original schedule.
     • Regular – specify Entry, Exit and Break times for that day.
     • Flexible – enter Hours and Break without fixed times.
     • Non working – marks the day as unscheduled.

   • If needed, click +Add break to include additional breaks.
     
     

4. Configure notifications and limits

   • Adjust Notifications and alerts, Schedule Limits and Advanced Breaks Management as needed. These settings apply only to the exception.
     
     

5. Save the exception

   • Click Save to record the exception. It becomes Active and applies to the defined dates.

   • To deactivate a exception, hover the mouse on the line and click in the Deactivate option.
     
     

Tips or Troubleshooting

• Exceptions completely override the standard schedule on the defined dates; ensure there is no overlap with other exceptions.

• For multiple special periods for an employee, create separate exceptions for each interval.

Best practices

• Use exceptions for one‑off situations and keep regular schedules as simple as possible.

• Periodically review active exceptions and deactivate those no longer needed.

Frequently Asked Questions

1. What is the difference between a Schedule Exception and changing a schedule? An Exception creates a temporary rule for a specific day or period without altering the original schedule. Changing a schedule modifies the schedule permanently from a chosen date.

2. Can I edit an existing exception? There is no way to edit an exception; if you need to edit data, disable the exception and create a new one.

3. Can I create retroactive exceptions? Yes. When saving an exception, choose a past period. The system will recalculate punches for that interval.