Create or modify a work schedule

This article is intended for:

Admin

Related module:

The work schedule in Eurécia is the employee's theoretical weekly schedule. It is similar to the schedule in their employment contract.

It ensures correct tracking of leave and activities in timesheets, so setting it up is essential 😊!

Estimated reading time: 8 minutes

Steps to set up work schedules

Here are the steps to follow to set up your work schedules:

Step 1: Create the required work schedule(s), this is where it happens 😋!
Step 2 (optional): Set up overtime rules if needed, it is right here: Overtime management in Eurécia / Set up overtime, premiums and other special hours
Step 3 (optional): Set up flexibility rules for virtual or physical clocking: Manage working time flexibility in case of clocking
Step 4 (optional): For Eurécia super admins (but everyone is welcome 😅), setting up and managing special times: Manage special times, on-call time, business travel and other time types
Step 5: Assign a work schedule to an employee: Change an employee's work schedule

Configure the General tab of the work schedule

Access: Admin area > Paramètres généraux > Horaires de travail

To create a new work schedule, you can:

duplicate an existing schedule: very useful if the new schedule to create is close to an existing schedule and if overtime rules are similar, for example.
create a brand new work schedule: you are in the right place 😉, we explain everything step by step!

Informations section

Name your new schedule
Click “Plus d'options” to enter the various required elements

Additional fields displayed after clicking “Plus d'options”

Enter a code that will be useful for imports/exports or to simply identify this work schedule
To simplify the management of your various work schedules, you can check the “Archivé” box if you no longer wish to use this schedule. This schedule will still be usable but will no longer appear by default in your list of work schedules. It can, of course, be unarchived if needed 😊!

Jours travaillés section

You can set up a simplified configuration of the work schedule. To perform a detailed configuration and access the detailed view, click “Plus d'options”.

Simplified view

Define working slots 1 and 2 of the typical day in the first grayed line. These slots generally correspond to the morning and afternoon.
Define which days of the week use the schedule defined in the typical day by checking them in the “Journée-type” column.

Simplified view of working days configuration with the Journée-type column

Note: the “Journée-type” box saves time: it allows you to define a schedule that applies to several days of the week. You can then apply this schedule to the desired days by checking the box.

Its benefit:

facilitate schedule entry when schedules are identical or almost every day
quickly identify similar days in a work schedule

Possible differences between two typical days in the same schedule:

working slots: one or two slots can be non-working

Enable or disable each time slot for each day using the button
Enter the hours for each working slot that differs from the typical day, even non-working: in case of exceptional work on a rest day, this schedule will apply.
The “Total heures” column allows you to view the total hours for each slot, day, week. It is calculated automatically based on what is entered.
In the “Gestion des congés” column:
- If all your absence types are counted in working days or calendar days, set Monday through Friday as “ouvré”. There must be a maximum of 5 working days and 2 rest days in your work schedule.

Gestion des congés column with the day set to ouvré

Note: if you have no leave configured in business days, then the “ouvrable” option is not available.

if absence types are counted in working days and business days, keep in mind that a working day is also a business day. Conversely, a business day is not a working day. Therefore, you need 5 working days + 1 business day + rest day per week. Generally, working days are set from Monday to Friday, Saturday as business day, and Sunday as rest.

Example of setting up working days, business day, and rest days in the week

Enter, at the bottom of the grid, the minimum and maximum hours per day and per week (only if subscribed to the Time & Activities module)

Detailed view

By clicking “Plus d'options”, you can access the detailed settings of your work schedule:

Detailed work schedule settings after clicking “Plus d'options”

Day equivalents

Within each time slot, the “Équivalents jours” columns have different functions per module:

the Leave & Absences module

Day equivalents allow you to define the duration of an absence:

If day type = repos, then each slot defaults to 0
If day type = ouvré, then each slot defaults to 0.5 days
If day type = ouvrable, then each slot defaults to 0.5 days

You can modify these equivalences so that a Saturday morning is worth 1 day, for example.

It is not recommended to modify these equivalences, which ensure correct tracking of working and non-working days. The sum of the two slots must equal 1 (except in very special cases).

the Time & Activities module

Day equivalents allow you to define the number of expected working days in timesheets and activities:

If day type = repos, then each slot defaults to 0
If day type = ouvré, then each working slot defaults to 0.5 days and each non-working slot defaults to 0
If day type = ouvrable, then each slot defaults to 0.5 days and each non-working slot defaults to 0

The “Heures comptées en cas de jours fériés” column

This column allows you to specify for each day of the week how many working hours should or should not be counted in case of public holidays.

You will find all information on this topic in this article: Include or exclude public holidays in actual working time

Heures comptées en cas de jours fériés column

The “Minimum et Maximum d'heures” columns

Enter the “Minimum d'heures” and “Maximum d'heures” fields per day (so per line) and per week (at the bottom of the grid), only if using the Time & Activities module.

Your employees will not be able to enter fewer hours or more hours in their timesheet than the limits indicated in the work schedule.

Minimum et Maximum d'heures per day and per week columns

The “Afficher dans les feuilles de temps” column

For better readability in timesheets, you can determine which days should be displayed in your employees' timesheets. If your employees never work on Saturday or Sunday, displaying them is not necessary.

The “Griser dans le planning congés” column

To simplify reading the leave schedule, it is recommended to gray out non-working days.

Furthermore, it is impossible to request leave on grayed-out days.

“Paramètres avancés” section

By clicking “Plus d'options”, you can access additional settings and features.

Warning: modifying these settings can have significant impacts on your timesheets and balances.

Leave & Absences

“Équivalent en nb heures pour un jour lors du transfert des Heures supp”

When my time-off in lieu balances are managed in days, it is strongly recommended to indicate a reference number of hours to calculate the hours/days equivalence.

For example:

if you enter 7h in the “Équivalent en nb heures pour un jour lors du transfert des Heures supp” box. If your employee works 7h per day on average. When they acquire 3.5 overtime hours, their balance will be incremented by 0.5 days.
if you enter 8h in the “Équivalent en nb heures pour un jour lors du transfert des Heures supp” box. In this case, 8 overtime hours acquired will be equivalent to 1 day in the balance. If your employee has acquired 3.5 hours, then their balance will be incremented by 0.4375 days.

Time & Activities

“Durée maximale de travail consécutif”: allows you to limit the number of hours worked consecutively whether on the same day or across two days.
“Compter les jours fériés comme travaillés”: All public holidays are set as working days in timesheets. Employees cannot distinguish whether the day is a public holiday. In the vast majority of cases, we advise against using it. If your employee has a specific public holiday calendar, it is preferable to create a new public holiday calendar: Create or modify the public holiday calendar
“Horaire annualisé”: Warning, this box is not linked to working time annualization. If checked, each day, whether worked, on leave, or on public holidays, will be valued at the indicated number of hours.
“Moyenne horaire journalière”: It is calculated automatically by Eurécia based on the work schedule according to the following rule: Number of hours worked per week / 7
Weekly hour cap for annualized employees: as its name suggests 😊, it is only useful in case of annualization with overtime management: Manage overtime in case of working time modulation

Night hours

Check the “Gestion spéciale” box to ensure that working time for all consecutive periods is charged to the day of shift start (in case of night shifts).

Enter the maximum duration between two night periods in the associated field.

All info on setting up work schedules for night hours is right here: Night hours management.

Case of cyclic schedules

To set up a cyclic schedule, check the “Horaire cyclique” box
Then enter the start date of the cycle, as well as the number of days in the cycle.

For much more information on creating cyclic schedules, you can go here: Create a cyclic work schedule

Keywords: Schedule · work · hour · start · end · new schedule · daily schedule · weekly schedule · working slot · time · activities · day equivalent · public holiday · less · more · options · special management · cyclic schedule · flexibility · break

In this article:

Steps to set up work schedules