Changing the work schedule within the current year (TimeMoto PC Plus Software)

If you change a fixed work schedule in the current year, this change will also take place retroactively. To change a work schedule in the current year without changing it retroactively, you can use a combination of a fixed work schedule and the Planning function in the TimeMoto PC Plus software.

In this article, we explain step by step how you can implent such a  change in the current year.

Important: Changing a work schedule in the current year is only possible if the employee has a work schedule with a In and Out times. These changes are not possible with a flexible work schedule (for example, a work schedule of 40 hours per week). 

Preparations

Before we start implementing the changes, we advise you to take care of the following preparations.

We advise you to close the previous year in the software before changing the work schedule. In the following article, you find more information on how to close the year:


In order to make the necessary changes, we have to create a few additional projects in the software. In the following article, you find more information on how to create projects:


In order to make the necessary changes, we have to create a few additional projects in the software. In the following article, you find more information on how to create projects:

  • One project called "Bank-P". Use the type "Sick" for this project (not needed in TimeMoto PC Software Version 1.2.9 and up).
  • One project called "Vac-P". Use the type "Planned Vacation time" for this project. It is likely that you will already have this project (not needed in TimeMoto PC Software Version 1.2.9 and up).
  • One project called "Deplan". Use the type "Unplanned time" for this project. It is likely that you will already have this project.

You do not have to re-create these projects for every work schedule change. If you have already done a change like this in the past, you will likely have the required projects.

Steps to change the work schedule during the current year

We will take the following steps in order to change the work schedule during the current year:

  1. Creating and assigning the new fixed work schedule for the user
  2. Create the old work schedule in the Planning
  3. De-plan the new work schedule in the Planning, and schedule the old work schedule in the past
  4. Optional: Adjust bank holidays in de-planned period
  5. Optional: Adjust vacation days in de-planned period

1. Creating the new work schedule


First, we will create the new fixed work schedule under [Edit] > [Workschedule]. If you require more information on how to create work schedules, we refer you to the following article:


After you have created the new work schedule, you can assign it to the corresponding user under [Edit] > [User]. Select the user and click "Edit". Then select the new work schedule on the "System data" tab under "Work schedule". Save the changes.

The new work schedule is now applied retroactively to the beginning of the current calendar year. If this is correct, you are now done with the work schedule changes in the current year. However, if you want the old work schedule to apply retroactively, please follow the remaining instructions in this article.

2. Creating the old work schedules in the Planning


In order to schedule the old work schedule in the Planning, we must create it under [Edit] > [Schedule] as a flexible schedule. The following article explains exactly how to create work schedules for flexible scheduling:


3. De-plan period


Before we schedule the old work schedule in the past, we have to de-plan the appropriate period. De-planning will cause the software to ignore the new work schedule in that period, and we can now schedule the old work schedule.

Under [Edit] > [Planning] , select the "Grid View" on the right. Adjust the filters in the upper left corner so that you see at least the time period you want to de-plan. Right click on the first day of this period and select "Add new".

"Add new" in the Planning


In the window that now appears, enter under "End date" the date up to which you want to de-plan. Then, under "Projects",  select the "De-plan" project. Confirm by clicking on "OK".

Scheduling the de-planned time


Example: You want to keep the old work schedule from 1/1/2019 to 30/6/2019. In the schedule, right-click 1/1/2019 and select "Add new". Enter 30/6/2019 as the end date and select the project "De-plan". After you have clicked on "OK", the period from 1/1/2019 to 30/6/2019 will be de-planned.

4. Scheduling the old work schedule


We will schedule the old work schedule on top of the de-planned perio. Highlight the period by holding your left mouse button and dragging the selection

Selecting the period


Then, drag and drop the old work schedule into the Planning. A window appears in which you can confirm your action by clicking "OK". The old work schedule is now scheduled in.

Dragging and dropping the work schedule into the Planning


If you want to learn more about scheduling flexible work schedules, please see the following article:


If the user has no bank holidays and / or vacation during the de-planned period, you are now done with changing the work schedule during the current year!

If there are bank holidays and / vacation days during the de-planned period, please see the following steps for more information on how to schedule these correctly.

5. Adjusting bank holidays


Important: the following step is no longer necessary in TimeMoto PC Software version 1.2.9 and up.

When there are bank holidays in the de-planned period, we have to make a few adjustments. We will use the old work schedule, which we re-created in the Planning, and the project called "Bank-P" we created earlier.

Under [Edit] > [Planning], drag and drop the old work schedule to the on top of the bank holiday. A new window will appear. Select in this window "Absence" on top. Under "Project", select "Bank-P". Confirm with a click on "OK".

Scheduling bank holidays


Bank holidays will now also show correctly in the reports

6. Adjusting vacation days


Important: the following step is no longer necessary in TimeMoto PC Software version 1.2.9 and up.

If the user has scheduled vacation time within the de-planned period, we have to make a few more adjustments in the Planning.

Right-click under [Edit] > [Planning] the day on which you already scheduled the vacation time and the old work schedule. A menu appears. Select an option from the menu that starts with "Edit" and ends with "Scheduled time" between brackets. A new window appears.

The "Edit"-option


Select "Presence", and in the "Project" dropdown menu, select "Vac-P . Confirm the change by clicking "OK". Repeat these steps for all "Edit" entries with "Scheduled time" between brackets.

"Vac-P " in "Presence"


Repeat this  process for all vacation days. Vacation is now calculated correctly even after a work schedule change. 

 

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