Step 5: Configuring and Assigning Work Schedules

 

After you have imported all employee data and salaries into Personio and configured the preparatory payroll, you can now create work schedules, which are, for example, an important prerequisite for calculating vacation correctly.

 

Why Are Work Schedules Important?

  • Work schedules allow you to record in Personio the days of the week and the hours that your employees work.
  • Work schedules are important because they allow Personio to correctly calculate vacation and track overtime.
  • Days that are not defined as working days are not considered to be days off when calculating, for example, vacation or sickness periods.

Setting Up Work Schedules

Start by considering how many different work schedules your company uses. Questions you could ask yourself include: Do we have any part-time employees? and If we have employees who only work on two days, for example, are there any who only work on Mondays and Tuesdays, or are there other configurations? 
Our Excel template (see the link at the right side of this article) can help you locate your work schedules. This is not intended as an import, but simply as a way of helping you make sure you do not overlook any work schedules.

You can find out which settings you will need to use to correctly configure your employees' work schedules here.

Example Work Schedules

In the following example, we assume the company has three types of employee who all receive 24 vacation days per year:

  • Employee type A works full-time, with a 5-day (Mon, Tue, Wed, Thu, Fri), 40-hour week
  • Employee type B works part-time, with a 3-day (Mon, Tue, Thu), 24-hour week
  • Employee type C works part-time, with a 3-day (Mon, Tue, Wed), 20-hour week

You will need to create a separate work schedule for each employee type under Settings > Attendance and then assign this to the corresponding employees. Please name your work schedules in a way that makes them clearly identifiable.

Employee A (Full-Time)

Employee B (Part-Time)

Employee C (Part-Time)

working-schedule-full-time_de.png

working-schedule-part-time1_de.png

working-schedule-part-time2_de.png

How many vacation days does the employee receive on January 1?

5/5 x 24 = 24 3/5 x 24 = 14.4; so 14 3/5 x 24 = 14.4; so 14

Example 1: Assuming all of these employees request vacation from Sun to Sat

-5 vacation days

-3 vacation days

-3 vacation days

Example 2: Assuming all of these employees request vacation from Sun to Wed

-3 vacation days

-2 vacation days

-3 vacation days

Example 3: Assuming all of these employees request vacation from Wed to Sat

-3 vacation days

-1 vacation day (Thu)

-1 vacation day (Wed)

 

If you have part-time employees who work flexibly on different days, you still need to enter a work schedule for them. This work schedule must contain the number of working days agreed in the contract, since the leave entitlement is calculated according to the number of attendance days. For example, a part-time employee working three days per week receives 3/5 of the annual leave allowance, and a part-time employee working one day per week only receives 1/5 of the annual leave allowance.

 

Assigning Work Schedules

Once you have configured the work schedules, the next step is to assign them to the appropriate employees. Under Settings > Attendance, you can select a work schedule, usually the 40-hour schedule, to be the standard schedule that is assigned to all employees by default. You can assign work schedules for employees who are on a different schedule either individually or for several employees simultaneously without any issues.

Please note that work schedules for part-time employees must always be assigned effective from January 1, regardless of when the employees were actually hired. Since leave allowances usually accrue at the beginning of the year, the corresponding work schedule must already be valid in Personio at that time.

  1. Assigning Work Schedules Individually
    You can assign the appropriate work schedule to an individual employee via Employee profile > Attendance. Simply click on Change schedule and select the required schedule.
  2. Bulk-Editing Work Schedules
    You can use bulk editing to assign the appropriate work schedule to several employees at the same time. To do so, simply use the checkboxes to flag all the employees who are to be assigned the same work schedule. Then select the appropriate work schedule (e.g. 20 hours part-time) and assign it to the selected employees via Actions > Assign or remove work schedule.
    Workschedule-Assign_en-us.gif

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