How do I set up an employee's work plan?

Initial setup of the target working hours

After you have created a new user in TimeStatement (see "How do I create a new user?"), you can set up the employee's work plan and target working hours. This is where you define how many hours the employee is supposed to work on each weekday.

To do this:

1. Open Management > Users.
2. Select the user.
3. Open Work plan > Target Working Hours Definition.
4. Click the existing work plan or create a new one by clicking "Create Workload".

Note: For the initial setup, you usually only need one work plan. Don't create several work plans for the same period. Each new workload represents a change of the target working hours that applies from a specific date.

Start date and start balance

In the "Start" field, enter the date from which the employee records their working hours in TimeStatement. This date is the basis for calculating the work time balance and the vacation entitlement. The target working hours you enter apply from this date.

Only when you create the first work plan is the additional "Start Balance" field shown. Here you can set the work time balance the employee starts with in TimeStatement. This is useful, for example, if they already bring overtime or minus hours with them.

Entering the target working hours

Distribute the target working hours across the weekdays you want.

Example:

• Monday: 4 hours
• Tuesday: 4 hours
• Wednesday: 4 hours
• Thursday: 4 hours
• Friday: 4 hours

The "Hours per Week" field automatically shows the total of the hours entered – 20 hours per week in this example. This value can't be changed manually. You change it only by adjusting the daily working hours.

In the "Workload" field, enter the matching workload. For example, 20 hours per week corresponds to a workload of 50% if a full-time position is 40 hours per week.

If you need a more finely graded workload, enable "Show full workload steps". This lets you enter values such as 48%.

Setting up vacation

Optionally, you can enter the "Vacation Day Length". This value is used only to display and convert vacation hours into vacation days if the "Show vacation in days" feature is enabled under Management > Settings > Features. The actual vacation calculation is still done in hours.

In the "Vacation Days per Year (100%)" field, enter the number of vacation days a full-time workload is entitled to per calendar year. For example, five weeks of vacation per year corresponds to 25 days per year.

From this, TimeStatement automatically calculates the prorated vacation entitlement based on the individual workload and the period within the calendar year.

Enable "Allow overdraw of vacation days" if an employee may take more vacation than they are currently entitled to. Their vacation balance can then become negative. If this option is disabled, the employee can't take vacation days from the next year in advance.

Autofill

Optionally, you can configure the "Autofill" option:

• According to target working hours: The defined target working hours are used automatically for work time and absences.
• According to weekly work plan: The hours from the weekly work plan are used automatically for work time and absences.
• Custom: You can define individually for each entry type which hours are used.

In most cases, "According to target working hours" is the right setting. Only change this option if your use case requires it.

Finally, click "Save" to apply the work plan and the target working hours.