Work Schedules

Work Schedules define the work week within your company. You may create multiple calendars to define different work weeks. For example, you might define part-time schedules or work week hour variations might need to be addressed in different regions of your company. See Creating and Editing Company Work Schedules.

If work schedule time ranges are enabled, you can define start times for each day of the week. See Optional Features.

Note:

You need to enable work schedule time ranges and ensure that employees work schedules include start times to create bookings with start and end times for these employees, see Frequently Asked Questions (FAQs) under the Resources chapter.

You can also enter schedule exceptions for each work schedules. Work schedule exceptions can be created for public holidays, closure periods recognized or any other days, part-days or periods recognized by your company as non-working time. For each exception, enter a description, for example the name of the holiday, the start and end dates of the exception, and enter 0 hours for the work day definition.

Company work schedules can be associated with individual employees by setting the employee's Schedule link to the desired company schedule. Employees associated with the work schedule are not available for work on the days specified in the work schedule exceptions. If you have selected timesheet options to display schedule exceptions on the timesheet, then the company holidays entered on the work schedule are displayed on the employee's timesheet based on the schedule associated with the employee's account.

There are various configurations available on work schedules that allow for options such as a flexible-time schedule. Contact OpenAir Customer Support or OpenAir Professional Services to discuss these options.

Creating and Editing Company Work Schedules

You may create multiple calendars to define different work weeks.

To create or edit work schedules:

1. Go to Administration > Global Settings > Organization > Work schedules.

2. Do one of the following:

   • Select a work schedule to edit it.

   • Click the Create button then New work schedule.

   The work schedule form appears.

3. If you are creating a new schedule, enter a Company work schedule name.

4. Check the Make this the default company work schedule box if you want this work schedule to be associated to all new employees by default.

5. Check the boxes for each working day of the week according to your company’s work schedule.

6. Enter the Work hours per day for this company work schedule.

7. If work schedule time ranges are enabled for your account, you can define different set of Daily work hours. For each set:

   1. Enter either a Default start time or a start time for each working day of the week. The end time is set based on the number of hours for that day.

   2. Enter a Description.

   3. To make this set the default daily work hours for employees associated with the company work schedule, check the Default box.

8. Add any exceptions to the company work schedule. Exceptions can be used to enter public holidays and any period of company closure for example. These exceptions apply to all employee schedules associated with the company work schedule.

9. Click Save.

Frequently Asked Questions (FAQs)

How do I input my company holidays into the work schedule?

Company holidays and other days where all employees will not be working are entered under the Exceptions to Account workschedule work schedule section of the Work Schedule form. Remember, you can have multiple work schedules based on different countries, regions, states, etc. For each work schedule, enter the Description, which is the holiday name, Start date, End date, Hours to work per day (enter 0 if full day off, or other value depending on the situation), and select a Reason (time type) if these exist in your environment.

Note:

Always add the next year's holidays after the current year's entries. This will keep all calendars consistent with the appropriate exception data.