Generate flexible default schedules
Generate employee schedules from flexible weekly schedule templates.
This training manual provides a step-by-step guide on how to generate a Flexible Default Schedule in the HRIS + Payroll system. This feature allows users to create schedule templates for flexible employees and automatically generate schedules based on those templates. Flexible scheduling is commonly used for employees who do not follow fixed time-in and time-out but are still required to complete a defined work schedule. The Generate Default Schedule function is also used for bulk scheduling, allowing users to efficiently assign schedules to multiple employees at once.
Purpose
To help users:
- Create flexible schedule templates
- Assign employees to flexible schedules
- Automatically generate schedules using templates
- Standardize scheduling for flexible employees
- Ensure accurate attendance tracking
Prerequisites
- Access to the HRIS + Payroll system
- Permission to access Schedule Module and Settings
- Employees are already created in the system
- Employees are assigned with Flexi Schedule type
- Flexible Schedule feature is enabled in Schedule Settings
D. Step by Step Process
Step 1: Navigate to the Schedule Module
To begin generating a flexible default schedule, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Schedule module.
Step 2: Access Schedule Settings
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.
After enabling it, go to the Flexi Schedule Template section within Schedule Settings.
Step 3: Create a Flexi Schedule Template
Click the + Add button to create a new schedule template.
Enter a name for the new schedule template (e.g., “Default Schedule” or “Morning Shift”, “Operation Department Schedule”). Once the template name is saved, configure the weekly schedule. For each day of the week, click the No Schedule button under that day to set the shift.
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: o Monthly-paid employees: Paid even if absent o Daily-paid employees: follows No Work, No Pay After configuring all days of the week, click the Update button to save the schedule template.
Step 4: Add Employees to the Template
Click + Add Record to assign employees to the created schedule template.
Select the employees by checking the box next to their names.
Note: Only employees with Flexi Schedule type will appear in the list.
To select multiple employees:
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Adjust page limit to 100
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Click the top checkbox to select all visible employees
Click Add Employee to save.
Tip: Repeat the process for multiple pages if needed.
Step 5: Generate a Default Flexible Schedule
Go back to the Flexi Schedule tab by clicking the Schedule Module
In the Flextime Schedule Tab, click Generate Default Schedule at the upper-right corner of the schedule screen.
In the pop-up window, select Template if you want to apply a default schedule to a specific employee, or generate schedules using the templates you have already set up.
To generate a schedule for a Specific Employee:
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Fill out the form by selecting the employee.
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Specify the start date and end date for the schedule you want to assign to the employee.
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Use Other Options to generate schedules based on a time offset. Enter the number of days, weeks, or months from the current date to apply the schedule.
To generate a Schedule Template:
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Fill out the form by selecting the schedule template.
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Specify the start date and end date for the schedule you want to assign to the employee.
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Use Other Options to generate schedules based on a time offset. Enter the number of days, weeks, or months from the current date to apply the schedule. After filling out the required fields, click Generate. Wait for the process to finish.
Important Note: Do not update or change any schedules while a schedule generation is in progress.
Expected result
- Flexi schedule template is successfully created
- Employees are assigned to the correct template
- Flexible schedules are generated based on selected criteria
- Employees’ schedules are reflected in the system
Troubleshooting
- Employee not appearing in list
- Employee is not assigned as Flexi Schedule type
- Schedule not generated
- Required fields (dates/template/employee) not completed
- Incorrect schedule applied
- Wrong template selected
- System not responding during generation
- Wait for process to complete; do not interrupt
Notes
- Only Flexi Schedule employees can be assigned to Flexi templates
- Always click Update to save template changes
- Use Generate Default Schedule for bulk scheduling
- Do not update schedules while generation is in progress
- Use time offset for easier future schedule creation
- Always review generated schedules before payroll processing