Flexible Hours Schedules in the Timesheet

  • Last updated on July 17, 2023 at 8:05 AM
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In the article about the Timesheets, we already learned how to read and use this type of report in general. But how does this feature work differently in combination with Flexible Hours Schedules? Let's go through it from start to finish!

Reporting Period

Setting a pay period allows you to determine how TimeMoto generates reporting periods automatically. Many will want a monthly period, while others prefer a weekly report. Some even might go for something in between. Since Flexible Hours Schedules are based on a fixed periodicity, either weekly or monthly, this can come in conflict with your preset reporting period, though.

As a result, TimeMoto cannot generate complete reports if the reporting period doesn't match the timespan the Flexible Hours Schedule is based on. The report will still function. However, values like [Scheduled Shift], [Scheduled Break] or [Balance] won't give you any numbers, as these can only be generated for a complete period. We don't know how much an employee has to work during half a week because they can work flexibly throughout the entire week. These are the columns affected by an incomplete reporting period:

  • Scheduled Shift
  • Balance
  • Flexibank (Previous, Accumulated, Current Total)

Instead of actual numbers, these columns will now show the term "incomplete" as an indicator that the values could not be generated. If that is the case, you can always use the custom date selector to generate a report with a suitable reporting period.

Example:

An employee works under a flexible schedule for 40 hours per week. Their manager now generates a report for the month of January. Soon they find out that some columns show no numbers and say "incomplete" instead.

They realise quickly that their employee is included in this report. As their schedule requires a weekly report period and the month of January contains incomplete weeks, the manager has got two ways to fix this issue:

  1. They can exclude the employee from the report to only contain employees with schedules compatible with a monthly reporting period.
  2. Or they switch the reporting period to a period with full weeks only, which is the only way they can generate a complete report about that particular employee.

Daily View Mode

The limitations of the reporting period apply to both overview and daily view modes. In addition to that, the daily view has one more thing to keep in mind when it comes to Flexible Hours Schedules.

Since the schedule doesn't specify work on a daily basis, the daily view mode cannot produce any scheduled shift per day. When reviewing the Scheduled Shift, Scheduled Break] (and subsequently the Balance) column, you can still see the total value as usual, given that you selected an appropriate reporting period. However, in the daily entries, these values are substituted with the marker "flex" to indicate that these values are not available due to the type of schedule.

The rest of the timesheet works as usual. All worked hours, breaks or absences are calculated normally and contribute to the timesheet total.


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