Create a Single Week Working Pattern

Within Working Patterns you can create a pattern over one week or one that rotates over a number of weeks. An example of when you may create a single week pattern is when a member of staff works differing hours each day. The instructions below describe how to enter a single week pattern, for a multi-week pattern please see the link on the right hand side of this page.

Accessing Working Patterns displays a list of staff members in the Organisational Units you have responsibility for. To create, view or change a Working Pattern you must first select the member of staff by clicking on the blue cube to the left of the "Personnel No." column. You can use the filter row to help you find the right member of staff, just enter their surname or personnel number in the relevant column and hit enter on your keyboard, you can use * as a wild card. The "Locked" column indicates whether a record can be viewed or edited. A record is locked when Human Resouces are maintining it.

Once you have selected the individual you wish to create a pattern for, options that relate to the pattern and the individual's contract will apear beneath the employees list. Click the "New" button to begin creating the pattern.

Clicking "New" will display the screen shown left. This allows you to select the number of weeks in the pattern. A pattern can be created to last until 31.12.9999, meaning once the pattern has been initially set up it will only need to be changed if the individuals working pattern changes. For a single week pattern select "1" from the drop down list and click "OK". This will then display the screen as shown below. For instructions on how to set up a multi-week pattern please see the link on the right hand side of this page. To enter a pattern type into the white fields shown in the screen below, in this view you should type the start time in 24 hour format and the number of hours before unpaid breaks an individual works on each day, this can include weekends. This is the view you should use if entering a shift which crosses midnight. Alternatively you can record patterns by entering the start and end time of each shift. You can change the view by clicking on the drop down menu to the right of "Hours" in the screen shot below.

The screen shot below shows the "End Time" view allowing you to enter the start and end time of a shift.

Once you have entered the shift for the individual click on "Next" to advance.

Entering Unpaid Breaks

Once the hours before unpaid breaks have been entered the next step is to enter the times of unpaid breaks. This is done in 24 hour format as shown below.

In the screenshot above the employee has one unpaid break between 12:00 and 13:00. You can record a maximum of 2 unpaid breaks per shift. An additional break can be added using the "Number of Breaks" button.

Once the breaks have been recorded click "Next", and provided the "Contractual Hours" is equal to "Average Hours" you can advance to the next stage. This will then display the "Confirmation Screen" shown below.

This allows you to check the proposed pattern and breaks before hitting the "Confirm" button to save the pattern.

Once the pattern is saved a batch programme will run overnight to apply this pattern to a calendar allowing absences to be recorded correctly, therefore members of staff should not book annual leave against this pattern until the following day.