Onboarding Assistant: Job Schedules Data Upload File

Talexio Support
Talexio Support
  • Updated

Overview

A Job Schedule shows what the pattern of work is for employees. The Job Schedule will contain their weekly number of hours, working days etc.

It is important to set up the job schedule correctly as this impacts:

  • The leave pro-rata entitlement given to the employee linked to this job schedule
  • The number of hours of leave booked in the case of a “full day”
  • The number of hours of leave deducted based on days of the week employee works on (Ex. when booking leave on weekends or public holidays)
  • Basic hours in the payroll calculation

Talexio prepopulates four job schedules (Full time 40 hours, Part time 30 hours, Part time 20 hours, and Casual). 

Manual Updates

You can create Job Schedules or edit existing ones prepopulated by the system, by going to the Job Schedules main menu item on the left hand side. If you have the Time & Attendance Module, you will find the Job Schedules tab within the Time & Attendance main menu item. Read more about job schedules here

 

Bulk Import Template

To upload more job schedules as part of your onboarding process, you may do this in bulk through the Onboarding Assistant. Click on the 'download template' button. An excel spreadsheet will be downloaded. This will need to be filled out based on your company's job schedules. To upload the template, simply save the file, go back to the Onboarding Assistant and select 'Upload'. 

The template features the following fields:

  • Code: this is a shortened version of the job schedule name. For example, Part time 25 hours could be inputted as PT25. This field is mandatory. 
  • Name: this is the name of the job schedule. For example, Part time 25 hours. This field is mandatory. 
  • Fixed weekly hours: if the job schedule has a set number of weekly hours (for example, 25 hours every week), then you would input the number of weekly hours here. If the job schedule is a casual one, leave this field empty. 
  • Fixed weekly working days: if the job schedule has a set number of working days (for example 5 days per week), then you would input the number of weekly working days here. If the job schedule is a casual one, leave this field empty. Using our example, an employee on the Part time 25 hours job schedule will be expected to work 25 hours a week spread over 5 days. This means that each working day is equivalent to 5 hours. 
  • Is Full Time: this is a YES or NO field. YES means that the job schedule is a full time role. A full time role means that leave entitlement is based on the leave entitlements set on the system. A non-full time role can accumulate leave. Read this for more information on leave accumulation. 
  • Works Public Holidays: this is a YES or NO field. It relates to whether or not an employee on this job schedule is expected to come in to work on a public holiday. If NO is selected and an employee books leave on a public holiday, 0 hours will be taken from their leave entitlement. 
  • Can work on Monday/Tuesday/Wednesday/Thursday/Friday/Saturday/Sunday: these columns are also YES or NO fields. Here, you will be specifying on which days the employee can work. So if an employee works Monday to Friday, you would input YES under each of these 5 days. If, on the other hand, the employee is expected to work 5 days a week, but could work on any day from Monday to Sunday, then you would select YES for each of the days when they can work. 

Example of template filled in:

 

Once these are set up, you may also link these Job schedules to the relevant employees through bulk import or within the employee Position History.

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