Assign a timetable
Create a timetable with its time slots and assign it to each employee from their record.
- For General Administrator
- In Panel
Use this guide to tell Inallow your employees' planned working hours, so that presence, clock-in reminders and reports compare the time worked with the time planned.
Before you start
- You need the General administrator rank. A Clocks Administrator can create timetables in Settings, but cannot assign them, because they cannot edit employees. See Roles and permissions.
- The employees must already be added. See Create an employee.
- Bear in mind how timetables work in Inallow:
- A timetable has a period of the year (for example, from 1 January to 31 December) and time slots for each day of the week.
- It is assigned employee by employee. There is no assignment by department, by centre or in bulk.
- An employee can have several timetables as long as their periods do not overlap, for example a winter one and a summer one.
- A timetable cannot be edited once created; to change it, you copy it.
Steps
Open the timetables
In the admin panel, go to Settings › Timetable and click Create (+). The Create timetable window opens.
Enter the name and the period
- Name: a name you will recognise when assigning it, for example "Office 8 h".
- Start date and Final date: the day and month between which it applies every year. If the timetable is the same all year, leave the default dates, from 1 January to 31 December.
Add the time slots
Click New time range, choose the Day, the Start time and the Final time, and click New time range inside the box to add it. Repeat for each day and each slot.
For example, for a split working day from Monday to Friday, add for each day one slot from 09:00 to 14:00 and another from 16:00 to 19:00. Do not add slots on Saturday or Sunday if they are days off.
Create the timetable
Check the table of time slots and click Create. A confirmation message appears.
Open the employee's record
Go to Employees and click Modify (pencil) on the employee's row. The Modify employee window opens.
Choose the timetable
In the Timetable field, choose the timetable you have just created. You can add several if their periods do not overlap. To remove one, click the cross on its tag.
Save
Click Modify. A confirmation message appears. Repeat steps 5 to 7 for each employee who has this timetable.
If you are adding a new employee, you can choose the timetable in the same Timetable field of the New employee window.
To check an employee's timetables, click View on their row in Employees. The record shows the Timetable section.
Examples
For shorter continuous summer hours (jornada intensiva), use several timetables whose periods do not overlap and that do not cross the turn of the year:
- "Office winter 1", from 1 January to 14 June, Monday to Friday from 09:00 to 14:00 and from 16:00 to 19:00.
- "Office summer", from 15 June to 15 September, Monday to Friday from 08:00 to 15:00.
- "Office winter 2", from 16 September to 31 December. Create it with Copy from "Office winter 1" and change the name and the dates.
Assign all three timetables to each employee.
Because timetables cannot be edited:
- In Settings › Timetable, click Copy on the timetable you want to change.
- Change the name, the dates or the time slots and click Create.
- In each employee's record, remove the old timetable, add the new one and click Modify.
- When no employee uses it any more, delete the old timetable with View › Delete.
What happens next
- In Presence you will see the timetable's slots over the employee's day line.
- If the employee has the app with notifications turned on, they will get a reminder when they are within their timetable without having started their working day, or when their timetable has ended and their working day is still open. There are no reminders on public holidays or on days with an approved absence.
- The Daily, Excess hours, Out of hours and Official and excess hours reports compare the time worked with the time planned. See Dossiers.
All the information about time slots, night shifts and rules is in Timetables.