To support your setup of the working week of your employees, we'll use this guide to examine the different employment terms and time recording variants of various industries. In these examples, we'll assume full-time employment and fixed-time employment. For other employment relationships which do not allow a fixed weekly working time, we suggest using the tracking mode "Basic". Check out product features for more on our various tracking modes. 

The standard working week: the employee with a fixed weekly working hours divided into 5 evenly divided working days

With this type of employment, there are 5 set working days with consistent daily plan hours. The working week is allocated based on the formula Weekly hours divided by the number of working days. Example: a 40.00 hour week with 5 working days results in a daily plan of 8.00 hours. Thus, a working day is worth 8 hours, which means that every paid holiday as well as any paid absence (for example, sick / accident, vacation / holidays) is worth 8 working hours. Half-day absences count as 4 hours.

In Staff Times, this full-time work week is set up as follows:

The standard week with variable working hours

For employees with fixed working days but different hours of service, e.g. due to different business hours, it is desirable not to distribute the daily plan evenly, but on certain days a higher plan time should apply and on other days a lower plan applies. Example: a 40-hour week with 5 working days results in a daily plan time of 8 hours. The following deviation is desired; 9 hours are required from Monday to Thursday and 4 hours on Fridays (reduced working day). This model is widely used in industries like construction. This requirement prompts the following questions:

  1. In this example, how are absences/leaves accounted when Friday shows 4 plan hours and leaves are reported in days instead of hours? Does a 4 hour day count  as a whole or half day if a day of vacation or sick day falls on a Friday? 
  2. Since the Staff Times vacation calculator handles vacation in days, the daily working hours can only be divided into half and full working days. If the Friday is defined as a half-day, this means that the vacation leave may be considered half a day and the vacation calculator assumes 4.5 working days.
  3. Unfortunately, Staff Times currently does not enable variable daily plan time. We are currently examining removing this restriction, but in the meantime recommend using the standard evenly allocated weekly working hours method described above. Referring to our standard example of 8.00 hrs daily plan time, by logging 9 hours from Monday to Thursday a 1 hour of excess time is generated (a.k.a. overtime), resulting in a total of 4 overtime hours on 4 working days. The four overtime hours are reduced on Friday from a negative of 4.00 hours offset vs 8 hours plan, so that this balances out at week's end. Please use the Detail report provided in the administrator's panel to check the balances by selecting weekly date ranges.

The employee with variable working days

For employees with variable working days, there are basically two types of working weeks:

a) Type with a fixed weekly working time and where working days change from week to week. As an example we take the 40-hour week with 5 working days and 8 hour days. The working days might be Monday to Friday in Week 1, but in Week 2 from Tuesday to Saturday, etc. This type of working week is common in retail shops.

On Staff Times, this type of working week can not currently be configured. As a workaround we recommend using the above standard working week mode model which will balance out at week's end.

b) Type with no fixed weekly working time and the working days change from week to week. As an example we take an employee who is assigned 6 working days in week 1, in week 2 he is assigned 4 days, in week 3 he is assigned 3 days with late shift (which triggers a paid day-off) and in week 4 he is scheduled for 4 Days whereby 2 of these are on Sundays which triggers two paid off-days. In total, 20 working days were scheduled for the month. This model is widely used in the restaurant business. To manage this employment relationship, work and duty rosters are needed.

Please note that setting up work schedules in Staff Times is not yet available. However, if you manage work schedules locally (on another tool), it is possible to use Staff Times to record pure working time using the Basic tracking mode.

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