Setting employee schedule

Employee schedules tell TimeOff.Management which days an employee normally works.

This is important because the system uses the employee schedule when calculating leave.

For example, a full-time employee may work Monday to Friday.

A part-time employee may work Monday, Tuesday, and Wednesday.

If both employees book one full working week off, they should not use the same number of leave days.

The schedule helps TimeOff.Management calculate this correctly.

Why employee schedules matter

Employee schedules affect:

• which days count as working days
• how much allowance is deducted when leave is booked
• how part-time employees use allowance
• how leave appears in reports
• whether non-working days are ignored
• how public holidays may affect leave

Before employees start booking leave, check that their schedule is correct.

Read more: Setting up allowances

Example

A full-time employee works:

Monday, Tuesday, Wednesday, Thursday, Friday

They book Monday to Friday off.

TimeOff.Management counts this as 5 working days.

A part-time employee works:

Monday, Tuesday, Wednesday

They book Monday to Friday off.

TimeOff.Management counts this as 3 working days, because Thursday and Friday are not part of their normal schedule.

How schedules affect allowance and PTO

Leave allowance is deducted based on the employee’s working schedule.

This means the same date range can use a different amount of allowance for different employees.

For example:

This keeps allowance fair for full-time, part-time, and flexible staff.

How to set an employee schedule

To set an employee schedule:

1. Go to Employees.
2. Open the employee profile.
3. Find the employee schedule section.
4. Select the days the employee normally works.
5. Adjust hours worked per day and standard day length.
6. Save your changes.

After saving, TimeOff.Management will use this schedule when calculating leave requests for that employee.

When to update an employee schedule

Update an employee schedule when:

• an employee changes working days
• a part-time employee becomes full-time
• a full-time employee becomes part-time
• an employee moves to a flexible working pattern
• the original schedule was entered incorrectly

If the employee has already booked future leave, check whether the schedule change affects those requests.

Schedules and part-time employees

Schedules are especially important for part-time employees.

They help prevent common allowance problems, such as:

• deducting leave on days the employee does not work
• giving part-time employees the same deduction as full-time employees
• incorrect reports
• confusion around remaining allowance

For part-time employees, always check the schedule before setting or reviewing allowance.

Schedules and public holidays

If your company uses public holidays, the employee schedule can also affect how public holidays are treated.

For example, if a public holiday falls on a Monday but the employee does not normally work Mondays, it may not affect that employee in the same way as someone who works Monday to Friday.

Read more: Public holidays

Schedules and rotas

A normal employee schedule is useful when the employee works the same days each week.

If an employee works changing patterns, rotating shifts, or different weeks, you may need to use rotas instead.

Read more: Setting employee rotas

Related articles

• Setting up allowances Learn how employee schedules fit with allowance, PTO allowance, department allowance, and individual allowance.

• Setting employee rotas Use rotas when employees work changing patterns or different working days each week.

• Public holidays Learn how to add and manage public holidays in TimeOff.Management.

Best practice

Set the employee schedule before the employee starts booking leave.

This helps TimeOff.Management calculate allowance correctly from the start.