Create or modify a work schedule

Related module:

Estimated reading time: 8 minutes

In this article:

• Steps to set up work schedules
• Configure the General tab of the work schedule
  • Information section
  • Working days section
• “Advanced settings” section
  • Leave & Absences
  • Time & Activities
  • Night hours
• Cyclic schedule case

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 article is where it happens 😋!
• Step 2 (optional): Set up overtime rules if necessary, over here: Overtime management on Eurécia / Set up overtime, bonuses and other special times
• Step 3 (optional): Set up flexibility rules in case of virtual or physical clock-ins: 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 duty, travel and other types of time
• 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 > General settings > Work schedules

To create a new work schedule, you can:

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

Information section

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

• Enter a code that will be useful for imports/exports or to easily 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 😊!

Working days section

It is possible to carry out 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 grey line. These slots generally correspond to the morning and afternoon.
• Define which days of the week use the schedules defined in the typical day by checking them in the “Journée-type” column.

• Enable or disable each time slot for each day using the button
• Enter the times for each working slot that differs from the typical day, even non-working slots: 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 calculated in working days or calendar days, set Monday through Friday to “ouvré”. There must be a maximum of 5 working days and 2 rest days in your work schedule.

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

• if absence types are calculated in working days and business days, note that a working day is also a business day. Conversely, a business day is not a working day. Therefore, 5 working days + 1 business day + rest day per week are required. Generally, working days are set from Monday to Friday, Saturday as business day and Sunday as rest day.

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

Detailed view

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

Day equivalences

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

• the Leave & Absences module

Day equivalences allow defining the duration of an absence:

• If day type = rest, then each slot is worth 0 by default
• If day type = working day, then each slot is worth 0.5 days by default
• If day type = business day, then each slot is worth 0.5 days by default

It is possible to 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 counting of worked and non-worked days. The sum of the two slots must equal 1 (except in very special cases).

• the Time & Activities module

Day equivalences allow defining the number of worked days expected in timesheets and activities:

• If day type = rest, then each slot is worth 0 by default
• If day type = working day, then each worked slot is worth 0.5 days by default and each non-worked slot is worth 0 by default
• If day type = business day, then each slot is worth 0.5 days by default and each non-worked slot is worth 0 by default

The “Heures comptées en cas de jours fériés” column

This column allows specifying 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: Including or excluding public holidays in actual working time

The “Minimum et Maximum d'heures” columns

Enter the “Minimum d'heures” and “Maximum d'heures” fields per day (i.e. 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 or more hours in their timesheet than the limits indicated in the work schedule.

The “Afficher dans les feuilles de temps” column

For better readability in timesheets, it is possible to determine which days should be displayed in your employees' timesheets. If your employees never work on Saturday or Sunday, then it is not necessary to display them.

The “Griser dans le planning congés” column

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

Furthermore, it is impossible to submit an absence on greyed out days.

“Advanced settings” 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 your time off in lieu balances are managed in days, it is strongly recommended to specify a reference number of hours to calculate the hour/day equivalence.

For example:

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

Time & Activities

• “Durée maximale de travail consécutif”: allows limiting the number of consecutive hours worked, whether on the same day or over two days.
• “Compter les jours fériés comme travaillés”: All public holidays are set as working days in timesheets. Employees do not distinguish whether the day is a public holiday. In the vast majority of cases, we advise against its use. If your employee has a specific public holiday calendar, it is preferable to create a new public holiday calendar: Creating or modifying the public holiday calendar
• “Horaire annualisé”: Warning, this checkbox is not linked to working time annualisation. If checked, each day, whether worked, on leave, or a public holiday, 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 annualised employees: as its name suggests 😊, it is only useful in case of annualisation with overtime management: Managing overtime in case of working time modulation

Night hours

Check the “Gestion spéciale” box so that the working time of all consecutive slots is charged to the shift start day (in case of night schedule).

Enter the maximum duration between two night slots in the associated section.

All information on setting up work schedules for night hours can be found here: Night hours management.

Cyclic schedule case

• 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: Creating a cyclic work schedule

Keywords: Schedule · work · hour · start · end · new schedule · daily schedule · weekly schedule · worked slot · time · activities · day equivalence · public holiday · minus · plus · options · special management · cyclic schedule · flexibility · break