It can sometimes happen that a work schedule changes temporarily during the year, whether due to seasonal fluctuations in the workload, agreed short-time working or other extraordinary situations. However, if you simply replace a work schedule, this will affect the entire year (even retroactively).
In this article, we explain the requirements under which you can temporarily change a work schedule and how to do this step by step.
Requirements
To temporarily change a work schedule, both the old and new one must have fixed start and end times. If you have a more flexible schedule, we recommend you rewrite it with "virtual" start and end times to match the hours.
With 40 hours per week (5 days each), for example, you can also specify an average calculated daily working time of 8 hours via a start and end time.
The fact that the actual times of day differ in reality is not a big issue, as fluctuations in the reports will even out in the balance.
Steps for temporarily changing a work schedule
Please note: It is very important that you carry out these steps in the correct order. This will help you avoid mistakes. If you want to be on the safe side, you can create a backup of your data beforehand. If you discover an error later, it is possible to reset your data to the old status.
Step 1 – "De-plan" project
Firstly, make sure that you have saved the De-plan project under [Edit] > [Project]. You can choose the name and description as you wish. It is important that you set the project type to "No planned working time".
Tip: If you would like to refresh your memory on how to set up projects, you can refer to the following support article:
Step 2 – Create a temporary schedule in the planning
We need to add a temporary work schedule to the TimeMoto Plus planning. Create this as flexible planning under [Edit] > [Planning].
To do this, you need the schedule on the side. If you do not see it, you can click on the "Schedule" button to display it.
Click on the small plus in the schedule window and set up the temporary work schedule with start and end times.
Tip: If you want to refresh your memory on how to set up schedules in planning, you can refer to the following support article:
Using the Planning for flexible work schedules (TimeMoto PC Plus Software)
Step 3 – De-schedule the changed period
Before we can schedule the temporary work schedule, we must first de-schedule the period so that the regular schedule no longer applies. De-scheduling ignores the regular schedule in the period. You can now schedule the temporary one.
Select "Grid view" under [Edit] > [Planning] in the top right-hand corner. Adjust the filters at the top left so that you can see at least the period that you want to de-schedule. Then right-click on the first day of this period and select "Add new". A window appears in which you can save the start and end date with the "De-plan" project as a new attendance. The period is now de-scheduled.
In this example, we would like to enter parttime working on all working days from 8 June to 26 June. In the planning, right-click on 8 June 2020 and select "Add new". Enter 26 June 2020 as the end date and select the "De-plan" project. After you have clicked on "OK", the period from 8 June - 26 June 2020 is de-scheduled.
Step 4 – Schedule the temporary rota
Now we can enter the temporary work schedule. Hold down the mouse button and select the previously unscheduled period.
Then, drag and drop the new schedule into the planning. A window appears in which you can confirm the scheduling with "OK".
Great! The new work schedule is now active during your selected period.
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