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Setting Up and Using Work Schedules

 

TL;DR:

Configure and manage flexible user shifts via the Work Schedules page. Adjust for time zones, track lateness, and bulk-edit shifts efficiently.

 

The Work Schedules feature in Time Doctor enables administrators to define user schedules and automatically track whether users are late, partially absent, or fully absent for each shift.

Schedules are highly customizable—set varied shifts by day, user, or time zone. Use bulk editing to apply schedules to multiple users simultaneously.

 

Pages Related to Work Schedules

These three pages work together to help manage attendance:

  1. Work Schedules – View or edit schedules for managed users.

    • To access the Work Schedules page, go to Settings / Work Schedules.

  2. Edit Absent & Late Reasons – Submit or edit reasons for being late, absent, or partially absent.

  3. Attendance Report – View attendance records and submitted reasons.

 

If the Work Schedules menu is not visible, ensure the module is enabled under Settings / Company Settings.

 

Access Levels

Feature

Admins

Managers

Regular Users

Work Schedules

View/Edit all

View managed users only

View own only

Edit Absent & Late Reasons

Edit all

Edit managed users

Edit own only

Attendance Report

View all

View managed users

View own only

 

Key Considerations

  • Shifts are highly flexible

    • Define shifts from one hour to a full week.

    • Examples: 9 a.m. to 5 p.m. on one day, 10 p.m. to 6 a.m. across days, or Tuesday 3 p.m. to Thursday 10 p.m.

  • No overlapping shifts

    • Ensure no two shifts overlap for the same user.

  • Company time zone is used

    • All scheduling uses the company time zone. Adjust accordingly for users in other time zones.

    • To align remote user shifts, convert their local time to the company’s time zone.

  • Historical schedule data is preserved

    • New schedules apply from the change date forward. Past shift data remains intact.

  • Monitor Late Status toggle

    • Enable to track punctuality.

    • Disable if start time is not critical.

 

Bulk Editing Schedules

To apply the same schedule to multiple users:

  1. Go to Settings / Work Schedules.

  2. Click Select All at the top-left of the schedule table.

  3. Edit and apply changes.

 

Sample Scheduling Scenarios

  • Standard Workweek:

    • Apply Monday–Friday, 9 a.m.–5 p.m. shifts to all users.

  • Alternative Workweeks:

    • Select Tuesday–Saturday or Sunday–Thursday in the Schedule Type dropdown.

  • Multiple Daily Shifts:

    • Assign non-overlapping shifts within the same day.

  • Different Time Zones:

    • Use company time zone to align remote shifts. E.g., for a user 12 hours ahead, set 9 p.m.–5 a.m. to match their 9 a.m.–5 p.m.

  • Cross-Midnight Shifts:

    • Define shifts like 10 p.m. to 7 a.m.

  • Minimum Daily/Weekly/Monthly Hours:

    • Set hour-based expectations without defining start/end times.

 

 

 

 

Should there be any inconsistencies or concerns regarding the article, contact support@timedoctor.com for prompt assistance.