Changing the work plan or workload despite existing time entries – effective date and error messages

If the workload, the working days or the vacation entitlement change, create a new workload with an effective date in TimeStatement – instead of overwriting the old one. This article explains how to proceed and the typical error messages when time has already been recorded.

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

Basic rule: new workload instead of overwriting

Each workload entry applies from its start date. If something changes (e.g., from 80% over five days to 80% over four days, from an hourly wage to a monthly salary with fixed target hours, a new vacation entitlement), then:

1. Open Management → Users → [person] → Work plan → Target Working Hours Definition.
2. Click Create Workload (don't "break" the existing workload by editing it if time entries are already based on it).
3. Under Start, set the effective date from which the new arrangement applies (e.g., 10/01).
4. Distribute the target hours across the new working days, set the workload and, if needed, the "Vacation Days per Year (100%)" field.
5. Save. Leave earlier workloads unchanged so that historical balances stay correct.

Important: Don't delete earlier workloads, and avoid changing them retroactively in a way that requires already closed periods to be recalculated – this can lead to incorrect vacation and hours balances.

Error message about days that have already been closed

The message "This entry overlaps with a day that has already been closed. Please check the start date and adjust it if necessary." appears when you try to save a workload that affects days for which work time has already been recorded or days have been closed (e.g., switching to a monthly salary as of the first of the month even though check-ins were already recorded that month).

Here's what to do:

1. Don't delete existing check-ins just to be able to save the workload.
2. Check which start date is still possible: often the first date without closed bookings or the next open day.
3. Create the new workload with this effective date and the correct target hours from then on.

Typical change scenarios

Changing working days (e.g., 5 → 4 days)

Create a new workload with an effective date and distribute the weekly hours across the new days. A retroactive change is only needed if the past should also be recalculated – otherwise, the effective date of the contract change is enough.

Adjusting the vacation entitlement (e.g., 25 → 20 days)

1. Open the current workload under Target Working Hours Definition.
2. Adjust the "Vacation Days per Year (100%)" field and save.
3. Then check the vacation period under "Target Vacation" and any carryovers.

If the new entitlement only applies from a specific date, a new workload with that start date is clearer than a silent change in the middle of a running period.

From an hourly wage without a fixed plan to a monthly salary with target hours

Create the first fixed workload from the contractual start date. If saving is blocked because time has already been recorded, choose a permitted effective date.

Checklist before saving

• Effective date = first day of the new arrangement
• Daily hours and workload % match the contract
• "Vacation Days per Year (100%)" field checked
• Old workloads stay in place
• Also update the weekly work plan (magic wand template) for fixed working hours

Related articles

• Setting up work plans
• Entering start balances
• Why can't I record or edit work time?

Note: This guide uses the terms of the English TimeStatement interface. If you use TimeStatement in another language or region, some menu and field names may differ.