With a flexible schedule, you can tailor your working days and hours to better fit your personal needs and commitments. Flexible schedules offer the freedom to work on your terms while staying productive.

In this article, you’ll learn how to set up your own flexible work schedule in Personio, from choosing your working days to submitting your schedule for approval. You’ll also learn how to make updates whenever your schedule needs to change, ensuring it always reflects your priorities.

Before you start

• You can select which days to work, and your start and end times, but the number of days and hours per week is fixed.
• When you submit a schedule, this is valid until you submit a new one.
• While you can update your schedules for the future, you usually cannot change them retroactively.
• If your schedule contains the wrong working days and hours, overtime and absence period duration may be calculated incorrectly. For this reason:
  • Make sure to set working times thoughtfully and remember to update them in advance.
  • We recommend setting yourself a reminder to check in regularly if you already know that your working times change frequently, or at a specific point in the future. 

Submit a flexible work schedule

When you’re assigned a flexible work schedule, you’ll receive a notification in your Personio inbox inviting you to set your own schedule. Click the notification and follow these steps: 

1. At the top of the page, you’ll see how many days and hours you’re expected to work each week.
2. Scroll down and select the days you plan to work. For each day, enter a start and end time. As you fill out your schedule, the total days and hours at the bottom is highlighted in yellow.
   • When you’ve scheduled the correct number of days and hours, the totals turn green.
   • If you schedule too many days or hours, the totals turn red.
3. Once you’re happy with your schedule, submit it. Depending on your company’s policy, the schedule might need approval.
4. You receive a notification when your schedule is approved or rejected. If it’s rejected, you can edit and resubmit your schedule. 

Submit a flexible work schedule for overnight work

If you work overnight shifts that span midnight, you can submit a flexible work schedule that reflects your real working hours, for example, 22:00–06:00. This helps to ensure your time off requests and compensation are accurate. It’s also important if you track time, as there are special considerations for tracking overnight work.

To submit a flexible work schedule for overnight work, follow the steps for creating a regular flexible work schedule, described above. Set the real working days and times, for example:

Work day: Monday
Start: 22:00
End: 06:00

Note the following:

• Personio typically saves all overnight hours to the day the shift starts. So in the example above, it saves the hours to Monday. Learn more about attribution logic with overnight time tracking.
• It displays the End entry with a +1 label. This indicates that the shift ends on the following day. In the example above, the shift finishes on Tuesday. 

Change your flexible schedule

If your schedule changes, you can submit an updated one for approval at any time. Follow these steps:

1. Hover over your name in the bottom-left corner, and click Attendance.
2. In the top-right corner, click Work schedule and click the first schedule in the list. You’ll see a list of all past instances of the schedule.
3. Click Add, and follow the steps above to submit your updated schedule.
4. Choose a date for the schedule to take effect. The schedule starts on that day, until it’s manually edited again.
5. Submit for review.