Working schedules allow you to define working days, total hours per day, start and end times, and breaks for your employees. This feature accommodates all types of schedules and lets you create as many as you want and assign them to individual employees, branches, or your entire organization.

How to Create a New Schedule

Go to your "Settings" page and locate the Schedule Settings module. If the module doesn't appear you can add it by clicking "Customize" in the top right corner and dragging and dropping the module anywhere on your screen.

By default, the module displays a simple schedule of 8 hours per day, 40 hours per week, and non-working days on Saturday and Sunday.

Under Advanced Schedules click the "Add a new schedule" button. This will take you to the Schedule Details module.

Here you can:

  1. Give your schedule an easily identifiable name.

  2. Position the schedule in the calendar. This determines which day of the week your schedule cycle begins on. It will begin on a Monday by default.

  3. Under Duration, add the total number of working hours for each day. New rows will be added automatically as you fill them in.

  4. Add start times and end times. Note that these times don't need to correspond to the total duration. For example, you could specify that employees must work a total of 8 hours sometime between 7am and 6pm, at their discretion. This means the system will not allow them to clock in before 7am or clock out after 6pm.
    NOTE: Supervisors and administrators are able to create manual time entries on behalf of employees outside of the scheduled hours.

  5. Once you've entered the duration, start, and end times for a day, a plus ("+") icon will appear at the end of the row. Click it to add a second block of working time for that day. If more than one block of working time is defined, start and end times are mandatory. Blocks are useful for adding lunch breaks, for example.

  6. Finally, under Auto break you can add the duration of a break to have that time automatically deducted from the total hours for that day. This is helpful for tracking short breaks without employees having to clock out and in again.

How to Assign a Schedule

Creating a schedule does not mean that it has been assigned to employees. To assign schedules, use the Schedule Assignment module. It can be used at the branch level or for individual employees. Add the module to an employee's page by clicking "Customize" in the top right corner and dragging and dropping the module anywhere on their screen.

To assign a schedule, click the "Assign new schedule" button and select from the list of previously created schedules. If you'd like to assign different schedules for different times of year, click on the calendar icon and select the start date for the given schedule. For example, you can set a special summer schedule that runs from July 1st to August 31st, and then switch back to a normal work schedule for the rest of the year.

Viewing Work Schedules on an Employee's Page

The Work Schedule module is a read-only module that can be added to an employee's page and shows them their assigned schedule per day.

Have more questions about creating and assigning working schedules? Reach out to us via the chat icon in the bottom right corner of your Beebole account.

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