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.
     
     

Main errors when creating a Schedule Exception

If you cannot complete the creation of the exception, review the fields you filled in. The most common errors are:

• Entry or Exit time not filled in: check that all required times have been entered. In an exception with defined times, the Entry and Exit must be filled in correctly;
• Duration not entered for a Flexible Schedule: when the exception uses a Flexible Schedule, enter the planned duration for the period;
• Exit earlier than Entry: check the order of the times. The Exit must occur after the Entry, considering the configured period;
• Employee name entered only in the exception name: entering the person's name in the field intended for the exception name does not link the configuration to their profile. Select the employee in the specific field so the exception is applied correctly.

Before saving, confirm that the correct employee has been selected, all required fields have been filled in, and the times are in a valid sequence.

Tips or troubleshooting

• Exceptions completely replace the original Schedule on the defined dates; make sure there is no overlap with other exceptions.
• For employees with multiple special periods, create separate exceptions for each period.
• I can't save the Schedule Exception: check that all required Entry and Exit fields have been filled in.
• The exception uses a Flexible Schedule: check that the planned duration has been entered.
• The platform indicates an inconsistency in the times: confirm that the Exit is configured after the Entry.
• The exception was not applied to the expected employee: check whether the employee was selected in the employee field. Entering the person's name only in the exception name does not link it to their profile.
• The employee's name appears in the title, but the exception was not applied: deactivate or create the exception again, selecting the employee in the correct field.

Best practices

• Use exceptions for occasional situations and keep regular Schedules as simple as possible;
• Review active exceptions periodically and deactivate those that are no longer needed;
• Use a name that clearly identifies the reason or purpose of the exception;
• Check all Entry and Exit times before saving;
• For Flexible Schedule exceptions, always confirm that the duration has been entered;
• Review whether the times follow a valid sequence;
• Confirm the date or period when the exception will be applied;
• Review the selected employee before completing the configuration;
• After saving, check Super Punch to confirm that the exception was applied correctly.

Frequently asked questions

1. What is the difference between a Schedule Exception and changing a Schedule?
   A Schedule Exception creates a temporary rule for a specific day or period without changing the original Schedule. A Schedule change permanently modifies the Schedule from a specific date onward.
2. Can I edit an existing exception?
   No. An exception cannot be edited. If you need to change the information, deactivate the exception and create a new one.
3. Can I create retroactive exceptions?
   Yes. When saving an exception, select a past period. The system will recalculate the punches for that period.
4. Why can't I save a Schedule Exception?
   Check that all required fields have been filled in. For configurations with defined times, enter the Entry and Exit. For a Flexible Schedule, also enter the planned duration.
5. Why doesn't the exception appear for the employee?
   Check that the correct employee was selected, that the date is within the configured period, and that all required fields were filled in.
6. What do I need to enter for an exception with a Flexible Schedule?
   Enter the planned duration, along with the other required fields displayed during the configuration.