Tip:
If you’re using the setup experience, follow its steps to complete the setup there.

This article explains how to create work schedules and set a default one for all your employees.

When you create a work schedule, you define how many hours your employees are expected to work, and on which days. Work schedules form the basis for correct attendance tracking, and for the calculation of prorated leave entitlement for part-time employees.

Within a company, there is often a standard work schedule that applies to the majority of employees. In Personio, you have the option of creating several work schedules to reflect the contractually agreed working hours of your employees.

Create a new work schedule

To create a new work schedule, follow these steps:

1. Go to Settings > Work Hours and Absences > Attendance.
2. Click Add to open the New Working Schedule window.
3. In Name, enter a self-descriptive name for the schedule. For example: "Full-time; 40 hours; Mon, Tue, Wed, Thu, Fri with time tracking".
4. Fill out all the working schedule settings, described in detail in our dedicated article.
5. Click Save changes to create the work schedule.

Assign work schedules

Once you have configured your work schedules, you must:

1. Select which of them should be the default work schedule for your employees.
2. Assign other work schedules to specific employees either individually or in bulk.

Keep in mind:

• If you assign a new work schedule after granting absence entitlements (usually on January 1st), the system recalculates the entitlements.
• If you set a new work schedule as the default, the system recalculates overtime entries based on the new work schedule settings and existing attendance hours.

Set the default work schedule

The system assigns the default work schedules to all employees. Follow these steps:

1. Go to Settings > Attendance.
2. Click the work schedule you want to set as default.
3. Click Set as Default.
4. Save the changes.

If you don't follow these steps, Personio assigns the first work schedule in your list as the default one for all employees.

Assign work schedules in bulk

To assign a work schedule to several employees at the same time, follow these steps:

1. Click Employees.
2. Optional: Filter the employees to narrow your selection.
3. Tick the checkbox on the left of all the employees you want to assign the same schedule to.
4. Click Actions > Edit work schedule.
5. Choose the appropriate work schedule and decide from which date on this schedule should be applied.
6. Click Save.

Assign work schedules individually

To assign a work schedule to a single employee, follow these steps:

1. Go to Employee profile > Attendance.
2. On the top right corner, click ... > Work schedule details.
3. Click Change schedule.
4. Select the desired start date and the relevant work schedule from the dropdown menu.
5. Click Submit.

Update or create a copy of an existing work schedule

If you update an existing working schedule, the system recalculates attendance and overtime data for all the employees on that schedule. For this reason, you have the choice to either update an existing schedule, or create a duplicate one. Follow these steps:

1. Navigate to Settings > Work Hours and Absences > Attendance > Work schedule.
2. Make changes to the work schedule.
3. Save the changes.
4. If the working schedule is assigned to one or more employees, a window will appear, asking you to choose between two options:
   • Create duplicate work schedule
     This creates a completely separate working schedule, and assigns it to all employees who were assigned the previous schedule. This prevents the re-calculation of past attendance and overtime data.
   • Update current work schedule
     Apply changes to the existing schedule and retrospectively apply the changes to historical data.
5. If you choose to create a duplicate work schedule, name it and set a date from when the new schedule applies.
6. Review the new configuration, and save the changes.