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The Hours of Work and timesheet automation settings let you:

  • define your company or business unit's standard (default) working hours, and
  • automate staff timesheet entries based on a set of conditions.
  • 'Set and forget' your standard working hours - no need to manually complete timesheets unless variations occur
  • Easily customise the working hours of individual employees, e.g. part-timers, apprentices
  • Automate the hours of recurring events, such as lunchtime, toolbox talks, or trade school
  • Automatically convert to overtime, any hours worked outside your standard working hours.

Set up standard working hours

To set up standard working hours that apply to all users in a business unit and to all child business units:

  1. Go to Site Admin > Settings.
  2. In the Search Settings box, enter Hours of Work.

  3. Enter the start and finish times for each working day. You can either type them in or click into the fields for a drop-down list.

  4. Under Enable / Disable Working Hours, disable any non-operational days. These will be shaded out.

    Alternatively, you can enable working hours but set the hours to zero. This will allow any inserted timesheet conditions to apply when an employee happens to work on a non-operational day (on-call).

  5. Click Save.

    Click to enlarge

Automate timesheet entries

You can set timesheet 'conditions' to automate certain types of timesheet entries. For example:

  • for any regular event or activity, e.g. lunch break, tool box meeting
  • to customise the working hours of individual employees
  • to automatically apply overtime rates to any hours worked outside of the standard working hours.

These settings will over-ride the standard working hours and conditions set for the company or business unit.

Add conditions for automation

Conditions are used to automatically insert timesheet entries for general activities that occur inside of the business unit's standard working hours.

The instructions below show you how to set up conditions for some common scenarios that may apply to your business.

Conditional timesheet entries are activated when a user records at least one timesheet entry for each day.

Example 1 - Apply a Lunch break

If your company requires staff to take a lunch break at a set time or for a set duration, you can set a condition to automatically insert a lunch break timesheet entry for all users.

To set up a condition to insert a lunch break:

  1. Go to Site Admin > Settings.
  2. In the Search Settings box, enter Hours of Work.

  3. On the day you want to set the condition for, click Add/Edit Automation (far right of window).
  4. Click Add New Condition.
    Click to enlarge

  5. Under Condition Applies To, select  Standard Hours of Work. This will apply the condition to the hours of work that have been set for the company or business unit.
  6. Under Condition Type, select  Insert Time. This will  insert the condition according to the set start/finish times (or hours) into the end user's daily timesheet.
  7. Under Work Type or Overhead, select  Overhead , then select 'Lunch' from the drop-down list.

    If you can't see an overhead for 'Lunch' in the list, you will need to create one. See Overheads for more information.

  8. In the Hours field, enter a set time  for the lunch break.

  9. Click Save.

Repeat the above steps for each working day.

What do you see on the timesheet?

When you've set up a timesheet condition such as a lunch break with a defined start and finish time, AroFlo will create an entry on the timesheet and slot it in amongst the other timesheet entries.

Click to enlarge

If you don't define a start and finish time but just allocate a duration for the lunch break (e.g. 0.5 hours), the entry will appear at the top of the timesheet.

Example 2 - Customise a User's Hours

If you have a worker who attends trade school every Monday from 7:00am to 2:00pm, you could use Timesheet Automation to customise their hours of work.

  1. Ensure you've set standard hours of work for the business unit.
  2. Go to Users and select the user you need.
  3. Click the Hours of Work tab.
  4. In the Enable / Disable Hours of Work column, click the arrow on the drop-down menu for the day you want to alter and select Enable.
    Click to enlarge
  5. Enter the start and finish times, or just the number of hours, and click Save.
  6. Click Add / Edit Automation on the day you want to alter.
  7. Complete Steps 4 to 9 from Example 1 (above), using the overhead 'Trade School' instead of 'Lunch Break'.

The benefit of using Timesheet Automation to customise a user's hours is that the overhead type lets you indicate why the user's hours differ from the standard hours of the business unit.

Example 3 - Convert Hours to Overtime

Suppose your company's standard working hours are Monday to Friday from 7:00am to 3:30pm, and that any hours worked outside of those times are charged at double time. You can set a condition to automatically convert to overtime, hours worked outside of your standard working hours.

Ensure you've set up your work types in Site Admin.

To set a condition to convert additional hours worked to overtime:

  1. Go to Site Admin > Settings.
  2. In the Search Settings box, enter Hours of Work.

  3. On the first day you want to set the condition for, click Add/Edit Automation (far right of window).
  4. Click Add New Condition.
    Click to enlarge

  5. Under Condition Applies To, select  Additional Hours of Work. The 'Condition Type' changes to 'Time Conversion' and the 'Work Type or Overhead' field changes to 'Work Type'.

    Start Time, Finish Time & Hours

    • When you select 'Additional Hours of Work', the Start Time, Finish Time and Hours fields are disabled. This means that any hours outside of the normal hours of work for that day will have the work type you specify applied. 
    • If you enter a number in the Hours field instead of entering start and finish times, the Additional Hours of Work condition will only apply once that number of hours has been exceeded.
      Example:
      You set your normal work day to be 8 hours in duration, and you apply a timesheet condition to convert all extra hours to double time. Double time will not be applied until 8 hours have been worked, even if they were worked at a time that would normally be considered overtime, such as 8.00pm to 4.00am.
    • If you want all the time on a particular day to be treated as overtime:
      • Make sure there are no timesheet conditions already set for the day
      • Set the Start Time and Finish Time to the same time, e.g. 7.00am to 7.00am, so that the Hours are 0.00
      • Complete steps 6 and 7, below.
  6. In the drop-down menu to the right of Work Type, select the work type you want to covert additional hours to.
    Click to enlarge

  7. Click Save.

Repeat the above steps for each day that you want automatic time conversion on. 

The image below shows two conditions: one that applies a standard lunch break, and one that converts hours worked outside of normal hours to a different work type (e.g. time-and-a-half).

Click to enlarge


Customise working hours

You can customise working hours for individual users to reflect their agreed working arrangements, or for child business units. These settings will over-ride the default working hours set for the parent company or business unit.

User-specific hours

To set up specific working hours for a user:

  1. Go to Site Admin > Users.
  2. Click on the User's name in the list.
  3. Click the Hours of Work tab.
  4. Under Enable/Disable Hours of Work, select Enable for the day you want to change.
  5. Enter the user's start and finish times for that day, or just enter the number of Hours they'll work.
  6. Click Save.

Examples

The user below works the same hours as everyone else in the business unit, except that every Thursday, they finish at 2:00pm.

To indicate that a user will not work on a given day, select Disable against the day, and Save.

To switch back to the standard business hours, select Inherit, and Save. The business unit's standard hours will be reinstated.

Business unit-specific hours

To set up standard working hours for a child business unit:

  1. Go to Site Admin.
  2. Click the name of the business unit you need.
  3. Click Settings and search for Hours of Work.
  4. Under Enable/Disable Hours of Work, select Enable for the day you want to change.
  5. Enter the start and finish times for that day.
  6. Click Save.

You can switch back to the parent business unit's standard hours of work at any time by setting the relevant day back to Inherit.

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