Work Schedules define employees’ working patterns and ensure holidays, absences and reports are calculated accurately — even for split shifts and rotating hours.

You can:

• Create future work schedules without affecting past data

• Add split shifts and rotating schedules

• Clearly see current, future, and previous schedules

• Ensure holidays and absences are calculated accurately

Where to find Work Schedules

1. Go to Employees

2. Open the employee profile

3. Select Edit profile

4. Open the Work Schedules section

You’ll see two tabs:

• Current & Future Schedules

• Previous Schedules

Viewing current, future and previous schedules

Current & Future Schedules

This shows:

• The employee’s current work schedule

• Any future schedules that are due to start

• Weekly hours and shift breakdowns

Previous Schedules

This shows:

• Historic schedules

• The date range they applied to

• Hours worked during that period

• Whether shifts were office-based or remote

This is useful for auditing, reporting, and understanding past holiday calculations.

Adding a new work schedule

1. Click Add new schedule

2. Select a start date

3. Schedules must start in the future

4. This protects previously calculated holidays and absences

5. Toggle working days on or off as required

6. Set start and end times for each working day

By default, WorkSmarter applies a standard 9–5 working day, which you can edit.

Adding split shifts

You can add multiple shifts in a single day.

For example:

• 09:00–13:00 (Office)

• 14:00–17:00 (Remote)

To do this:

1. Enter the first shift

2. Click Add shift

3. Enter the second shift

4. Select office or remote for each shift

Paid hours are calculated automatically as you enter times, but can be manually overridden if needed.

Copying shifts across days

To save time, you can:

• Copy one day’s shifts across all other working days

• Copy individual weeks in a rotating schedule

This is useful if most working patterns are the same.

Creating rotating schedules (e.g. Week A / Week B)

If an employee works a rotating pattern:

1. Add Week A

2. Click Add week

3. Set up Week B

4. Repeat if needed

Once saved, WorkSmarter will automatically rotate through the weeks in order.

You do not need to create Week C, D, etc.

Saving the schedule

Once saved:

• The new schedule will appear under Current & Future Schedules

• Holidays and absences will calculate correctly based on the schedule

• Calendars and reports will reflect the new working pattern

How this affects holidays and absences

The updated Work Schedules ensure:

• Holiday hours are calculated accurately

• Part-day and split-shift workers are handled correctly

• Rotating schedules are applied automatically across future dates

You can also view a detailed breakdown of how holiday hours are calculated when needed.

Important notes

• Editing work schedules should be done from the employee profile, not the calendar view

• Future schedules do not affect historic data

• Changes apply automatically from the selected start date

FAQs

Do I need to create Week C, D, E for rotating schedules?

No. If you create Week A and Week B, WorkSmarter will automatically rotate between them in order.

For example:

• Week A → Week B → Week A → Week B

You only need to add additional weeks if the working pattern genuinely changes.

How do split shifts work?

Split shifts allow you to add more than one working period in a single day.

For example:

• 09:00–13:00 (Office)

• 14:00–17:00 (Remote)

Each shift:

• Can have its own start and end time

• Can be marked as office-based or remote

• Is included in the total paid hours for that day

This is useful for roles with breaks in the day or mixed working locations.

Are paid hours calculated automatically?

Yes. Paid hours are calculated automatically as you enter shift start and end times. If needed, you can manually override the paid hours for a shift.

If you later change the times again, the system will recalculate the hours.

How do work schedules affect holiday calculations?

Holiday and absence hours are calculated based on the employee’s work schedule at the time of the booking.

This means:

• Part-day workers are calculated correctly

• Split shifts are taken into account

• Rotating schedules apply automatically across future weeks

You can view a breakdown of how holiday hours are calculated if you need to check the figures.

Can I change a work schedule that has already started?

No.

Work schedules must start in the future.

This protects:

• Historic holiday calculations

• Absence records

• Reporting accuracy

If working hours change, create a new future schedule instead.

Where should I edit work schedules from?

Work schedules should be edited from the employee profile, not the calendar.

Go to: Employees → Employee profile → Edit profile → Work Schedules

This ensures all calculations and future rotations work correctly.