Work Schedules - How to set them up & use them
Work Schedules feature of Time Doctor allows admins to set work schedules for any user, and then automatically monitor whether each user was late, partially absent, or fully absent for each shift.
This feature is highly flexible, so you'll be able to set up almost any work schedule you desire. You can apply the same work schedules to multiple users with the click of a button, and can also create different schedules for different users, including different shifts on different days of the week for the same user, different shifts for users in different time zones, etc.
To start, here's a video overview of how to set up work schedules:
The 3 Pages Related to Work Schedules
There are 3 pages of your Time Doctor account that are closely related to each other:
Work Schedules Page: This is where you can view or edit work schedules for yourself or the people you manage.Edit Absent & Late Reasons Page: This is where users can submit and edit reasons why they were either late, absent, or partially absent for each of their shifts.
Attendance Report: This is where managers/admins can see who was late, absent, or partially absent for each shift, as well as their reasons why.
This article is primarily about the Work Schedules page and how to set various types of schedules. To access the page, navigate to Settings > Work Schedules.
If you don't see Work Schedules menu, please make sure that Work Schedules module is ENABLED in Settings > Company Settings.
All types of users have access to all 3 pages mentioned above, but have different levels of access:
Work Schedules Page:
Admins: Can view or edit work schedules for anyone in the company.
Managers: Can view (not edit) work schedules for themselves & the people they manage.
Regular Users: Can view (not edit) their own work schedule only.
Edit Absent & Late Reasons Page:
Admins: Can edit reasons for anyone in the company.
Managers: Can edit reasons for people they manage.
Regular Users: Can edit reasons for themselves only.
Admins: Can view the report for anyone in the company.
Managers: Can view the report for people they manage.
Regular Users: Can view the report for themselves only.
A Few Basics
Before we jump into how set up specific scheduling scenarios, here are a few things you should be aware of.
Shifts are highly flexible
Shifts can be set to cover any time period up to a full week. So you could have a shift from 9 AM to 5 PM the same day, or from 10 PM to 6 AM the next day, or from 3 PM on Tuesday to 10 PM on Thursday, or from midnight on Sunday to the next midnight on Sunday. The world is your oyster. See the sample schedule scenarios below for examples of when you might want to use unconventional schedules.
Shifts can't overlap with each other for the same person
Example: If a user's shift ends at 5 PM on Monday, you won't be able to create a second shift for that person that start before 5 PM on Monday.
Everything on this page is displayed in the company time zone
All schedules on the page are in the company time zone. So if someone is on the other side of the planet from the company time zone (12 hour difference), you'll need to set their work schedule as 9 PM to 5 AM if you want them to work from 9 AM to 5 PM in their time zone.. Admins can set the company's time zone on their Company Settings page.
Past schedules are remembered
If someone has been working a day shift for the past year, and you change their schedule so that they're now working the night shift, the new schedule is applied from today forward only; their old schedule (and the corresponding absent/late statuses) will still apply to their past work.
Choose whether you want to track late status
If you want someone to start working at the start of their shift, set the "Monitor Late Status" toggle to "ON". If you don't need them to start working at a specific time, then set "Monitor Late Status" to "OFF" and they won't be marked as "Late" for that shift.
You can bulk-edit schedules for multiple users at the same time by clicking on "Select All" at the top left of the table of schedules.
Sample Schedule Scenarios
"I just want to keep it simple. Everyone in our company needs to work 9 AM to 5 PM Monday to Friday."
"For our company, a workweek runs from Tuesday to Saturday (or Sunday to Thursday) instead of Monday to Friday."
In that case, simply select Tuesday to Saturday or Sunday to Thursday date range from Schedule type drop down.
"How can I set up multiple shifts in same day for the same person?"
"How can I set schedules for users in different time zones?"
All schedules on the page are displayed in the company time zone. So if someone is on the other side of the planet from the company time zone (12 hour difference), you'll need to set their work schedule as 9 PM to 5 AM if you want them to work from 9 AM to 5 PM in their time zone. Admins can set the company's time zone on their Company Settings page.
"I don't care when my employees work, as long as they work a certain minimum number of hours each day".
"I don't care when my employees work, as long as they work a certain minimum number of hours per week."
"I don't care when my employees work, as long as they work a certain minimum number of hours per month."
Did this article fail to give you the information you needed? Or is there anything you want the Work Schedules feature to be able to do for you that it doesn't currently do?
For questions, comments or feedback regarding this topic, please send an email to email@example.com.