Create a flexible weekly schedule
Set up and copy a weekly schedule template for employees with flexible hours.
This training manual provides a step-by-step guide on how to add and copy a Flexible Weekly Schedule in the HRIS + Payroll system. This feature allows users to assign schedules to employees under Flexi Schedule and quickly duplicate them to the following week, ensuring consistency and reducing manual work.
Purpose
To help users:
- Add weekly schedules for flexible employees
- Assign schedules efficiently
- Copy schedules to the next week
- Reduce repetitive manual scheduling tasks
- Ensure consistent scheduling for flexi employees
Prerequisites
- Access to the HRIS + Payroll system
- Permission to access Schedule Module
- Employees are assigned to Flexi Schedule type
- Flexible Schedule is enabled in Schedule Settings
Step 1: Navigate to the Schedule Module
To begin adding a flexible weekly schedule, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Schedule module.
Click Schedule Settings located at the upper-right corner of the screen.
If the flexible schedule is not yet enabled, enable it in Schedule Settings.
Step 2: Selecting Employee
In Flexi Schedule tab, a calendar-style table will appear, displaying the schedules of employees. This table allows you to view and manage employee schedules for the selected week.
From the schedule table, locate the one employee for whom you want to create a weekly schedule. Select the employee by checking the corresponding checkbox.
Step 3: Adding of Schedule
After selecting the employee, click the Add Weekly Schedule button located at the top of the schedule table.
To assign a schedule for the whole week, click the + Add button under the specific day you want to update. Once the schedule fields appear, select the desired schedule from the Select Schedule dropdown.
Schedule Options Explanation:
- With Schedule – Assign a working schedule. If the employee does not report to work, they may be marked as absent.
- Rest Day – Assign a rest day. The employee is not expected to work on this day.
- No Schedule – No schedule is assigned:
- Monthly - paid employees: Paid even if absent
- Daily - paid employees: follows No Work, No Pay After completing the required details, click the Save button to apply the schedule for that day. Repeat the same process for the remaining days until the employee’s weekly schedule is fully completed.
Step 4: Assigning of Weekly Schedule Created to Employees
After creating the weekly schedule, select the employee or employees to whom the schedule will be assigned by checking the checkbox beside their names in the employee table. Once the employee or employees have been selected, click the Save Weekly Schedule dropdown button. From the available options, choose whether to save the weekly schedule for the selected employees or apply it to all employees.
After saving, click the Refresh button to reflect the updated schedule on the dashboard
Step 5: Copy the Schedule to the Next Week
First, select the employees by clicking the checkboxes next to their names, then click the Copy to Next Week Schedule button located at the top of the schedule table.
Once clicked, the system will automatically copy the selected employee’s current weekly schedule and apply it to the next week. This eliminates the need to manually re-enter the same schedule details.
Expected result
- Flexible weekly schedule is successfully created
- Employees are assigned to the correct schedule
- Schedule is duplicated to the next week
- Time and effort in scheduling are reduced
Troubleshooting
- Employee not appearing in list
- Employee is not assigned as Flexi Schedule type
- Unable to save schedule
- Required schedule fields not completed
- Schedule not copied
- Employee not selected before clicking copy
- Incorrect schedule applied
- Wrong schedule selected
Notes
- Only employees under Flexi Schedule type can be managed here
- Always click Save after adding schedules
- Use Copy to Next Week to avoid repetitive encoding
- Ensure correct schedule before copying