Timetables
Define your employees' planned working day with time slots for each day of the week and the period of the year when it applies.
A timetable states when an employee is expected to work. It is made up of:
- A period of the year, with a start date and an end date (day and month). The timetable applies every year between those two dates.
- One or more time slots: each time slot is a day of the week with a start time and an end time.
With the timetable, Inallow knows how many hours each employee should work each day. It uses it in presence, in clock-in reminders and in several reports.
You will find this screen in Settings › Timetable.
List of timetables
| Column | What it shows |
|---|---|
| Name | The timetable's name. |
| Start date | Day and month when it starts to apply, for example 15 / 06. |
| Final date | Day and month when it stops applying. |
Each row has two buttons:
- Copy: opens a new timetable with the same details, ready for you to change it.
- View: shows the timetable with its time slots. From here you can delete it.
You can also search with Search... and create a timetable with Create (+).
Create a timetable
Clicking Create opens the Create timetable window.
| Field | What to enter |
|---|---|
| Name | For example "Office 8 h" or "Summer hours". Up to 32 characters. It cannot be repeated. Required. |
| Start date | Day and month. By default, 1 January. Required. |
| Final date | Day and month. By default, 31 December. Required. |
The list of days adapts to the month you choose.
To add the time slots:
Open a new time slot
Click New time range. The New time range box appears, suggesting Monday from 09:00 to 14:00.
Choose the day and the times
- Day: Monday to Sunday.
- Start: the hour and minute the time slot starts.
- Final: the hour and minute it ends.
Minutes go in steps of 5.
Add it
Click New time range inside the box to add it to the table. Back closes the box without adding it.
Repeat for each day
Add one time slot for each stretch of work. If you want to remove a time slot from the table, click its bin icon.
Save the timetable
Click Create.
The time slot table sorts the time slots by day and time, with the columns Day, Start and Final.
Time slot rules
- Split shift: you can add several time slots on the same day, for example from 09:00 to 14:00 and from 16:00 to 19:00.
- No overlaps: the time slots in a timetable cannot overlap. If they do, the Invalid hour ranges warning appears when you save.
- Night shift: if the Final time is earlier than the Start time, the time slot ends the next day. For example, Monday from 22:00 to 06:00 runs from Monday night to Tuesday morning.
- Days off: a day without time slots is a day with no planned working hours, for example Saturday and Sunday.
View, copy and delete timetables
Timetables cannot be changed once created. Clicking View opens the View timetable window with all the details locked and the message "Timetables cannot be changed once created, but you can duplicate and delete them". From there you can click Delete.
To change a timetable:
- Click Copy on its row. Create timetable opens with the same details and time slots.
- Change the name, the dates or the time slots you need and click Create.
- Assign the new timetable to the employees who had the old one. See Assign a timetable.
- Delete the old timetable.
When you delete a timetable, it disappears from the record of every employee who had it. Delete does not ask for confirmation.
Assign timetables to employees
Timetables are assigned one by one to each employee, in the Timetable field on their record in Employees. They are not assigned by department or by centre.
An employee can have several timetables at once, as long as their periods do not overlap. This way you can have, for example, a winter timetable and a summer one. If the periods overlap, the Incompatible timetables warning appears when you save the employee.
Inallow does not have rotating shifts: each timetable repeats the same way every week of its period.
Where the timetable is used
Presence
In Presence, the timetable's time slots appear on each employee's day line, and each person's progress is compared with the hours planned for today. If none of the employee's timetables covers today's date, presence uses an 8-hour working day as the reference.
Clock-in reminders
If the employee has the app installed with notifications turned on, Inallow sends them a "Have you forgotten to file your entry?" reminder:
- When they are within a time slot of their timetable and have not started their working day.
- When their timetable has already ended and their working day is still open.
No reminders are sent on the employee's public holidays or on days when they have an approved absence.
Reports
Several reports compare the time worked with the time planned in the timetable:
- Daily: shows Scheduled start, Scheduled end, Scheduled time and Excess time.
- Excess hours: the Scheduled time is the sum of the time slots for each day in the period, not counting public holidays or days with an absence. The Excess time is the difference between the time worked (plus leave time) and the time planned (plus the hours requested).
- Out of hours: separates the hours worked within the timetable (Scheduled hrs) from those worked outside it (Out-of-hours hrs).
- Official and excess hours: adds the timetable's start and end times and each day's excess to the working time record (registro de jornada).
Timetables do not create overtime by themselves. Overtime is requested by the employee from the app. See Request overtime.