Use cases for Work Schedules

Flowtly Editorial Team3 min

Example use cases

  • Defining clear working hours for standard full-time and part-time employees.
  • Managing complex and recurring irregular shift patterns for various teams.
  • Ensuring accurate calculation of work time and non-working days for compliance.
  • Aligning scheduled work with employee agreements and declared hours per week.

Regular Week Schedules:

Standard Full-Time Employee:

Scenario:
Employee works Monday to Friday, 9 AM to 5 PM. Saturday and Sunday are off.

Configuration:
A regular 7-day schedule is set up for this employee, where working hours are defined for each weekday. No working hours defined for Saturday and Sunday, so they are automatically marked as non-working days (regular week toggle is active).

Part-Time Employee:

Scenario:
Employee works part-time on Mondays, Wednesdays, and Fridays from 10 AM to 2 PM. Saturday and Sundays are off.

Configuration:
A 7-day schedule is configured where only the specific days are configured with working hours, and the other days are left as non-working days. The regular week toggle is active to ensure that always same week days are off. The sum of working hours is displayed below the calendar during configuration, ensuring it corresponds to the Hours per Week mentioned in Agreements.

Irregular Schedules

Longer Shift Rotations:

Scenario:
Employee is part of a team that works in 9-day rotations, that consists of 2 work days followed by 1 day off.

Configuration:
A 9-day cycle schedule is set up for the employee as follows:

  • Day 1 to Day 2: Scheduled with 8 hours of work each 06:00-14:00
  • Day 3 No work hours scheduled (off days)
  • Day 4 to Day 5: Scheduled with 8 hours of work each 14:00-22:00
  • Day 6 No work hours scheduled (off days)
  • Day 7 to Day 8: Scheduled with 8 hours of work each 22:00-06:00
  • Day 9 No work hours scheduled (off days)

The total number of days to be added is 9. The schedule consists of 6 working days specified and 3 days off (no time specified), this schedule repeats continuously. The regular week toggle is disabled.

2/2 Work Schedule:

Scenario:
Employee follows a 2/2 schedule, with a 12-hour working shift. This means they work 2 days on and then have 2 days off. This schedule repeats continuously.

Configuration:
A 4-day cycle schedule is set up for the employee. The regular week toggle should be inactive because the schedule does not align with a standard 7-day week. The total number of days to be added is 4. Days 1 and 2 should be scheduled with work time, while Days 3 and 4 should have no work time defined.

12-day Schedule for Brigade Work:

Scenario:
An employee follows a 12-day brigade work schedule with 12-hour shifts. The schedule consists of 6 workdays, followed by 6 days off, and then the cycle repeats.

Configuration:
A 12-day cycle schedule is set up for the employee as follows:

  • Day 1 to Day 6: Scheduled with 12 hours of work each.
  • Day 7 to Day 12: No work hours scheduled (off days).

The regular week toggle should be inactive because the schedule does not follow a standard 7-day week. The total number of days to be added is 12.

Connection map

Refers toPart ofDerived from
Documented hereDocumented elsewhere
person works under agreement. agreement is of type agreement-type. agreement commits to job-size. agreement states weekly-working-time. weekly-working-time capped by job-size. job-size sizes capacity. work-schedule assigned to person.works underis of typecommits tostatescapped bysizesassigned toPPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonAAgreement — The document formalizing the terms between the organisation and one employee or contractor. It is the foundation of the employees module: whether someone has an active agreement decides whether they appear in the other modules at all.AgreementAAgreement type — Which kind of document an agreement is. A standard employment agreement carries the terms; an annex extends one that would otherwise end; a termination closes the cooperation on a named date.Agreement typeJJob Size — The employment capacity an agreement commits to, in hours and minutes per week. The FTE percentage is calculated from it rather than entered: someone whose hours per week equal their job size is full-time.Job SizeWWeekly working time — The hours an employee is expected to work in a standard week. It may be less than job size but never more — entering more raises the job size to match.Weekly working timeCCapacity — A person's contracted week, less absence. Bookings are measured against their own contracted week, so 20 hours fills 83% of a 0.6 FTE and not 50%.CapacityWWork schedule — The working days, hours and breaks assigned to an employee, from the week the assignment starts. It is what the Work Time calendar draws.Work schedule

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