Step 5: Configuring and Assigning Work Schedules

 

After you have imported all employee data and salaries into Personio and configured the preliminary payroll, you can now create work schedules, which are, for example, an important prerequisite for calculating vacation time 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.
  • If you are tracking overtime and deficit hours, you can use work schedules to define the required working hours. This allows overtime and deficit hours to be calculated correctly.

Setting Up Work Schedules

Start by considering how many different work schedules are in use in your company. Questions to ask yourself include: Do we have any part-time employees? and Of our employees who only work two days a week, for example, are there any who only work on Mondays and Tuesdays, or are there any other systems as well?
See our Excel template (at the bottom) for help on possible work schedules. Note: this is not intended for the import, but only to help you make sure that no possible work schedule is forgotten.

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

For each employee type, you need to create a separate work schedule under Settings > Attendance which you then assign to the relevant employees. Name the work schedules such that they can easily be identified (e.g. part-time, 20 hours (Mon, Tue, Thu, Fri)).

Employee A (Full-Time)

Employee B (Part-Time)

Employee C (Part-Time)

working-schedule-full-time_en-us.png

working-schedule-part-time1_en-us.png

working-schedule-part-time2_en-us.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. Click here to learn how to set up and record their vacation entitlements.

 

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.

Note that the leave entitlements of part-time employees are newly calculated retroactively if you assign a new work schedule after the accrual has been made (usually on January 1st). 

  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.
    employee-profile-attendance-working-schedule-change_en-us.gif
  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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