Work schedules (TimeMoto PC Software)

You can create work schedules and assign them to your users. The system will then recognise the scheduled work time and is able to calculate overtime.

Please be aware of the following when creating and using work schedules:

  • If a user has not clocked in on a scheduled day, the software will mark the user as absent.
  • If a user has clocked in on a day that is not included within their assigned work schedule, the software will not calculate these hours as overtime.
  • If a user works more hours than scheduled on a day included within their work schedule, the software will calculate a positive balance (overtime) for that period.
  • If a user clocks less hours than scheduled, the software will calculate a negative balance for that period.
  • If a user clocks in on a scheduled day of their work schedule but forgets to clock out, the software will automatically clock the user out at their scheduled end time.

Working Time Options

Hours Per Day

"Hours per day" sets an amount of hours per day the employee is scheduled to work. There is no fixed start or end time. In case of a planned absence (for example, sick or vacation), the hours per day will be used as absence duration.

Hours per week

Hours per week in the work schedule


"Hours per week" allows you to create a work schedule with an amount of hours per week. Employees can decide when to work, as long as they complete their assigned amount of hours per week. When using "Hours per week" you can also set the absence duration per day. If a user has a planned absence, these hours will be used for the absence duration.

Hours Per Month

Hours per month work schedule

"Hours per month" allows you to set an amount of hours to be worked per month. Just as with the hours per week, you can set the absence duration per day in case of planned absence.

Time In / Out

Fixed work schedule

With "Time In/Out", you can set a fixed start and end time per day. Since there is an end time set, the software will automatically use that end time should the user not clock out. In case of a planned absence, the software will use the start and end time to calculate the absence duration.

When using the “Time In/Out” option, you also have the “Round before” and “Round after” option at the Start and End time. With these options, you can define the number of minutes to which a clocking action is rounded in regards to the Start or End time. The value you enter under “Round before” and “Round after” indicates the time in minutes.

Example 1: You enter a Start time of 9:00 in the work schedule. You know that a few of your employees arrive up to 30 minutes before that, but already clock in. You do not consider this time worked time, and want this to be rounded to the start time of 9:00. 

To achieve this, you enter a “Round before” value of 30 for the Start time. All clock-in data for employees using this work schedule between 8:30 and 9:00 will be rounded to 9:00. 

Example 2: You enter an End time of 17:00 in the work schedule. At the end of the day, your employees clean up their workspace before they clock out. This can take up to 15 minutes, which you do not include in their work time. 

Next to the End time, you enter 15 under “Round after”. All clock-out data for employees using this work schedule between 17:00 and 17:15 will be rounded to 17:00.

Be aware that these rules will only apply to clock in/out data made within these specific parameters. When an employee clocks in/out before or after the specified parameters covered by a “Round before” or “Round after” value, the software will use the actual clocking time.

Example 3: Your work schedule has a Start time of 9:00 with a “Round before” value of 30. An employee clocks in at 8:25. This is before the time covered by the “Round before” value (8:30 – 9:00), which means that the software will use 8:25 as the clocking time. 

The rounding value does not change the actual time the clocking has been made. You can always see the actual time a user has clocked in/out via [Edit] > [Clock]. 

Break Time Settings

Pause Per Day

Pause per Day - Breaks


"Pause per day" automatically subtracts a defined amount of break time after the employee has worked for a defined amount of hours. For example, you could set the system to deduct 30 minutes of break time once the employee has worked for 6 hours. The system will then deduct this automatically without the employee needing to clock for their break.

Different settings of "Pause per day" can accumulate during the day depending on the maximum amount of worktime. To implement this correctly, you can set a second break that contains the additional time given after a higher amount of worktime. Consider that this threshold does exclude the first break already.

Example: By law your employee is granted a 30 minutes break after 6 hours of work, however, if he worked for 8 hours, he should receive an extra 15 minutes break, which would accumulate to 45 minutes per day.

1st "Pause per day"
Time
After Worktime
0:30
6:00

2nd "Pause per day"
Time
After Worktime
0:15
7:30*
(*considering the 8 hours threshold excluding the 1st break of 30 minutes!)


Breaks impl.

Time Pause - Breaks.


"Breaks impl." automatically deducts a break within a certain time range. The employee does not need to clock for their break. If there is a planned absence, the break time will be excluded from the absence duration.
 
Example: You set a "Breaks impl." from 12:00-12:30. The employee works from 9:00 till 17:00. The "Breaks impl." will automatically deduct the break.
 

Breaks excl.

Time Pause Excl. - Breaks

With "Breaks excl.", you can set the amount of break time per day. The employee will have to clock for the break. If the employee does not clock for the break, the system will consider it worked time. If there is a planned absence, the break time will be excluded from the absence duration.

Breaks incl.

Time Pause Incl. - Breaks

With "Breaks incl.", you can set an amount of break time per day that is included within the scheduled work time. Employees still need to clock for their breaks but it will not be deducted from the worked time. If an employee exceeds the defined break time, it will be deducted from their work time. As an example, you can use this function for 15-minute coffee breaks, which are included in the working time but have to be clocked by the employee. If there is a planned absence, the break time will be excluded from the absence duration.

Combining Options


It is possible to combine various working time and break options within one work schedule. Please be aware that if you decide to combine any of the various options, this will accumulate the scheduled hours. For example, if you add "Hours per week" of 40 hours, but also "Hours per month" of 160 hours, the employee will have a planned working time of 320 hours per month.
 

Examples


40 Hours per week with 30 Minutes of break per day

The above example shows a work schedule of 40 hours per week with an automated break of 30 minutes per day which activates once the employee has worked 6 or more hours in a day.
40 Hours per week with 30 Minutes of break per day.

The above example shows that the employee is due to start at 9:00 and the shift ends at 17:30. Once the employee has worked for 6 hours, 30 minutes of break time will be deducted. The employee therefore has a 40-hour working week.
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