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Setting up the employee profile

In the profile, you record per location when an employee works, for how many hours and which skills they may do.

The profile determines what automatic scheduling may do with an employee. You can also schedule manually outside the profile.

How to do it

  1. Go to Employees and click the name.
  2. Fill in the Availability block:
    • From (optional) and To (optional): the period in which the employee may be scheduled. Empty means unlimited.
    • Week cycle: the number of weeks in the fixed pattern. With 2 or more weeks, the buttons Week 1, Week 2 and so on appear.
    • Contract hours: the maximum number of hours per week for automatic scheduling.
  3. In the Work times table, set per day:
    • whether the employee works (when turned off, the day is Off);
    • Fixed time with a start and end time, or Shift if your location works with shifts;
    • the work location: click the circle to switch, for example between office and home.
  4. Assign skills in the Skills block. In the Available list, click the plus next to a skill. The skill then moves to Assigned.
  5. Click Save. You see Updated successfully.

An employee profile with Availability and Work times

Good to know

  • Someone who works at two locations has two profiles. Each profile has its own work times and skills.
  • Work times are the window in which someone may work, for example 8.30 to 17.00. They are not net hours.
  • Unpaid breaks do not count towards the contract hours. Leave and sick hours do count.
  • The skills list only contains skills of the Regular type. You do not assign break, leave and illness here.
  • If you increase the week cycle, the new week gets a copy of the previous week.
  • You do not change the name, email address and type here. Click Manage account settings for that.
  • Is someone leaving? Enter their last working day in To (optional). After that, the employee disappears from the schedule and the drop-down lists. The history is kept.
  • You see former employees again under Employees if you turn off Show employable employees only.
  • Do you track leave balances or use AFAS? Then you see the leave balance on the right of the profile.
  • With Set order on the Employees page, you set the order in the schedule. Click Pin and drag. The rest are listed alphabetically.

Not working?

  • No skills have been configured for this location yet: create skills first.
  • No Shift option? Your location does not work with shifts. Teamlead can turn this on.
  • Is a new employee not in the schedule? Check From (optional) and read A new employee is not in the schedule.

See also