In some cases, it is useful to change an employee's working hours to match changes in your schedules.

tog_minus        Schedule modification

On the date-to-date view, you can make occasional modifications for each employee, proceeding as follows:

1.Activate the schedules icn_work schedule in the toolbar.

2.Double click or right click on the daily schedule to be modified. An option list is displayed on the screen.

3.Click on the Consult the schedule link which lets you access the details of the various working periods for the day selected.

The working period breakdown window is displayed. It gives the graphic representation of the working periods (upper part), together with the different start and end times for each period. In this case, you can:

•Change the Daily schedule of the employee for this day, via the dropdown menu or by clicking on icn_3 dots.

•Use the arrows to reduce or increase the contracted time of the day. If From working periods is checked, the contracted time automatically reflects modifications made to working periods.

•Modify the in and out times of Working periods or add some (creation of additional working periods).

 

icn_info

It is also possible to modify a schedule from the hour-by-hour view (seebelow), with the advantage of being able to do it graphically with an overview of all employees for the day. Each modification will involve a recalculation.

4.Click on Save to confirm the information entered. The daily schedule is then modified according to the new information entered.

 

icn_infohelp

Modifying this schedule will affect only the day and the employee modified.

tog_minus        Modifying an hour-by-hour schedule

In some cases, it is useful to change an employee's schedule to match changes in your schedules. On the hour-by-hour view, you can make occasional modifications for each employee, proceeding as follows:

1.Activate the schedulesicn_work schedule in the toolbar.

2.Select Hour in the View menu on the toolbar.

3.Click on icn_arrow_big_blue in front of the name of the person concerned to switch to extended mode.

4.Click on the schedule that you wish to modify. You will see this cross Plan_cross which will allow you to move the working period to the right or to the left:

Hour mode_1

This schedule has been moved from 09:00 to 08:30. The end time has been automatically adapted.

5.You can do the same thing using the keyboard shortcuts Ctrl + Arrows. When the mouse is moved to the end of a working period in the schedule, a double arrow Plan_arrow is shown. It allows you to increase or reduce the selected work period:

 

Hour mode_2

This working period has been reduced from 9:00 to 10:00.

You can do the same thing using the keyboard shortcuts Ctrl + Shift + Arrows. To undo, you can use the Ctrl-Z keys or right-click on the schedule, Return to initial working periods.

 

icn_infohelp

To adapt the time scale to suit your needs, you can use the menu icn_resize. However, the accuracy of the graphic entry depends on the setup that you choose in the general options of the planning.

icn_infohelp

Modifying this schedule will only have an impact on the day and the employee modified. To modify the schedules of several people at once, see here.

tog_minus        Grouped modification of working periods

When several employees are affected by a schedule change, it can be tedious to modify their working periods one by one. In order not to waste time, you can use the Mass modify working periods function.

1.Activate the schedules icn_work schedule in the toolbar.

2.Select one or more consecutive days (or portions of days) in the planning for one or more people, using drag and drop.

3.Right click Mass modify working periods.

4.Modify or add individuals via the icn_3 dots menu.

5.Select the dates concerned.

6.There are two possibilities:

A.The same working periods:

1.Modify the in and out times of Working periods or add them (creating additional working periods).

2.Confirm.

B.Different working periods:

1.Select the elements to be modified.

3.Either shift all periods by a certain number of hours.

4.Or shift certain periods only.

5.Confirm.

tog_minus        Modification of activity

On the date-to-date view, and with the Analytics option, you can make occasional modifications for each employee, proceeding as follows:

1.Activate the activities icn_activity in the toolbar.

2.Double click or right click on the activity to be modified. An option list is displayed on the screen.

3.Click on the Consult the activity link which lets you access the details of the various activities for the day selected. In this case, you can:

•Modify the type of task, cost centre or client, using the button icn_pencil

•Change the duration of the activity, the cost centre and the client

•Add an activity by clicking on the button tog_plus

•Delete an activity by clicking on the icn_dustbin button.

icn_infohelp

When you are working on planned elements, the impact of completed elements will depend on the automatic activity generation rule.

If all of the activities created or generated for a past day are deleted and if an automatic generation rule is applied to the employee (and only in this case), the system will repeat the automatic generation of the default activity and activities that had been planned in the future before the day has ended.

4. Click on Save to confirm the information entered. The activities are then modified according to the new information entered.

Click to enlarge/reduce        Modifying remote working

On the date-to-date view, you can make occasional modifications for each employee, proceeding as follows:

1.Activate remote working icn_teleworking in the toolbar.

2.Double click or right click on the remote working type to be modified. An option list is displayed on the screen.

3.Click on the Consult the remote working file link which lets you access the details for the day selected.

4.Enter or modify the various parameters:

•Remote working type

•Remote working period

•Comment

•Time allocated per day of absence.

5.Save then Close.

tog_minus        Copying a period

Copying and pasting enables you to copy planned periods (remote working schedules, absences and activities) in order to paste them to another period and possibly to other employees. To copy a planned period, you must:

 

1.Select one or more planned days for one or more employees in the planning grid.

2.Right-click on the selected period then click on Copy or use the Ctrl-C keys.

3.Click on the first day of the period to which you want to paste the planned schedules.

4.Right-click on the selected period then click on Paste or use the Ctrl-V keys.

 

In contrast to the dropper, copying the planned elements will take all of the elements present on the selected day(s). This means that if you want to copy only the schedules, you must disable all of the other elements on the toolbar. To check which elements are assigned to an employee, we recommend that you switch to extended mode, which will display all of the information. In this way, you may disable the elements that you do not wish to copy.

When pasting, the elements that are already assigned to employees will be overwritten by the ones that you add.

If you have disabled the absence display and the warning function is enabled, a message appears to inform you that you are planning an element on the day on which an absence has been requested.

 

icn_infohelp

In half-day view, even if there is only a half-day selected, the system will replace the elements for the entire day of this selection.

 

To undo, you may use the Ctrl-Z keys or right-click on the grid and then on Delete. You may delete the data for one day or for the whole period selected. In this case, check the box at the very top right of the window to select all.