Flexitime - Initial Set-up

Chronicle offers the possibility of setting up flexitime within your environment so employees can earn a different type of entitlement for working more than their contracted hours on a single day. 

This allow flexibility within their working pattern to effectively balance their work/home life.

Step 1 - Creating Shifts:

You'd first need to begin by creating shift(s) within your environment, some tips for flexitime shift(s) would be:

• Create separate flexitime shifts alongside your normal shifts - This can help if some employees do not benefit from flexitime.
• Ensure contracted hours are input on the shift(s).
• Use 'Core Start/End' timings on the shift and no 'Start/End'. This ensures exceptions are raised if the core hours are not worked.

You can use the below guides to assist with creating new shifts:

Shifts – Chronicle Computing (zendesk.com)

How to create a shift – Chronicle Computing (zendesk.com)

How to set up a Roster – Chronicle Computing (zendesk.com)

Step 2 - Defining Flexitime Rules:

Once the shifts have been created, you'd then need to define the rules for your flexitime. Multiple rules can be created to apply to different employees. 

To create a new flexitime rule, you'd first need to access the settings via the cog in the top-right corner. Then, navigate to the 'Flexitime, Annualised and Committed hours' tab on the left-hand side and select 'Flexitime Rules'.

Creating a new rule would be done by selecting the green + button.

Name - This is where you'd define the name of this flexitime rule, for example 'Flexi M-F' or 'Flexi Max-08'. You can use this to differentiate multiple rules.

Rule Type - This is the type of rule it is, either 'Month, Year or Custom'. In most cases, it would be defined as a 'Month'.

Max Credit - This would be the max amount of flexitime credit an employee could earn and would be rolled over to the next month/year.

Max Debit - This would be the maximum amount of negative flexitime an employee could have and would need to work back to bring into a positive. This negative balance also rolls over to the next month.

Weekdays - This would be the days of the week flexitime is calculated on, it could either be just Monday - Friday or, 'Mon-Sat/Mon-Sun'.

Overtime Rule - This would be where you can define a 'Flexitime Overtime Rule'. More information about this can be found here: [Insert Link]

Step 3 - Assigning the rule to employees:

Now the rule has been created, you'd need to apply this to the employees. 

This can be done on an individual basis, or in bulk via the 'Bulk Editor'.

To do this on an individual basis, access the relevant employee record via 'Live Data' or 'Attendance' by double-clicking on the employee name.

From there, access the 'Additional Info' tab and set the 'Flexitime Rule' that was just created.

Alternatively, this can be done for multiple employees via the 'Bulk Editor' found within the 'Toolbox' drop-down.

To do so, start by selecting the tick box beside the relevant employee names then scroll below the table of employees and locate the 'Flexitime Rule' drop-down on the left column of options and select 'Update'.

Step 4 - Creating the Flexitime Periods

The final stage is creating the period in which the flexitime will be tracked. This is done by hovering over 'Toolbox' along the top and then the 'Create flexitime periods' option.

You'll see any employees that have had a flexitime rule applied to them in the list.

The date range of the left-hand side is the period that will be created.

It is advised to change the start date to the 1st of a month and then the end date as the last day of the same month, one year later. Doing so will create a period of 1 year.

Please note: If an employee has started mid-way through the month, you can select that as the 'Start Date' and the 'End Date' as the end of the same month, but one year late.

Viewing the flexitime periods & Making manual adjustments

To view the periods that have just been created, you'll find this within the employee record under the 'Flexitime' tab.

This will show you on a month-by-month basis. It'll display the contracted hours for that month and track how many hours have been worked. 

Any flexi-holiday that has been booked will also display in this table - More about flexi-holiday can be found here: [Insert Link]

The max credit & debit will be displayed and can be manually adjusted if required.

The carried over field will display the amount of flexitime that was carried from the previous month.

The adjustment column will show any manual adjustments that have been made to the flexitime balance within that month.

The carried field shows the current balance 

Viewing Flexitime Balance

To view the current flexitime balance for an employee, you'd locate this by accessing their records on 'Live Data'. 

Once an employee has been selected, within their daily records, at the bottom you will see 'Scheduled' and 'Balance'. 

The 'Scheduled' is how many contracted hours have been scheduled up until that date. 

The 'Balance' is their current flexitime balance, this updates at midnight everyday.