Job Schedules

Overview

After setting up your company's departments and position titles, you will need to set up the job schedules. 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.

By default, you will find a number of preset Job Schedules in Talexio, such as Full Time 40 hours and Part Time 20 hours.

Permissions

To create and manage Job Schedules, you will need the permission to Manage Job Schedule Types on a Global level.

Job Schedule Details

In a Job Schedule, there are several details to be included to create the Job Schedules needed. Below is a breakdown of these details.

Job Schedule Name - This is a name for this Job Schedule. It is recommended that it be named in an easily recognisable way.
Code - This is a shortened version of the name and will be used to refer to this particular Job Schedule in the system.
Full-Time - Checkbox to highlight if the Job Schedule is a full-time schedule.

Employees set as not full-time will have implications on the system, such as more frequent Government Bonuses.
Prorata Bonuses - This option is ticked by default, but unticking this checkbox will cause the government bonus and sickness benefit calculations to consider employees on this schedule as a full-time (40hours/week) employee, even if their Job Schedule is less. Government bonuses will be paid in full in their respective months. This is mainly used for special work regulation orders, so these should be reviewed to make sure it is being used correctly.
Fixed Schedule - If this is selected, then the employees on this schedule will work a set number of days and hours per week. Selecting this will bring up the following fields:
- Fixed weekly hours - The number of hours the employees on this schedule work per week. This does not have to be a whole number. You may input up to 2 decimal places following the number of hours.
- Fixed weekly working days - The number of days the employees on this schedule work per week.
- The Fixed weekly hours and Fixed weekly working days will determine:
  - The leave pro-rata entitlement is given
  - The number of hours of leave booked in the case of a “full day”
  - The number of hours of leave deducted is based on the days of the week the employee works on such as leave booked on weekends or public holidays.
  - Payroll calculations
Working days - Here, you will select the days on which the employees on this schedule can work. If an employee has 5 days set as the Fixed weekly working days, but they can work on any day from Monday to Sunday, then you need to select all 7 days. Thus, Talexio will recognise that the employee needs to work 5 days a week, irrelevant of whether it is a weekday or a weekend.
Works Public Holidays - This checkbox is used to highlight if the Job Schedule includes Public Holidays as a working day. When it is ticked, the employee works on Public Holidays.
Leave accumulation mode: This field is only available if Is Full Time is not selected, and it specifies how non-full-time employees' leave is accumulated. More information on the different Leave Accumulation modes can be found here.
- Fixed employees will have a base leave entitlement at the beginning of their employment (192 hours + any leave entitlement for public holidays falling on a weekend. This is prorated according to the start date and fixed working hours/day. If you want to remove this base entitlement and set such employees to accumulate leave only, then you will need to follow the instructions here.

To create a new Job Schedule, you will need to go to the Time & Attendance menu and select the Job Schedules tab. From here, you will click on + Add Job Schedule.
From the Job Schedule dialog, you will complete the relevant details for the Job Schedule to be created. Then click Create.
The Job Schedule will be created and can now be assigned to employees in their Employment Position.

Go to the Time & Attendance module and click on the Job Schedule tab.
Click the three dots near the + Add Job Schedule Button and click on the Upload Job Schedules button.
Download the template. You will upload the completed sheet here at a later point.
The template has several columns to complete:
- CODE - This is a shortened version of the name and will be used to refer to this particular Job Schedule in the system.
- NAME - This is a name for this Job Schedule. It is recommended that it be named in an easily recognisable way.
- FIXED_WEEKLY_HOURS - The number of hours the employees on this schedule work per week. This does not have to be a whole number. You may input up to 2 decimal places following the number of hours. This can also be left empty if it is not a fixed Job Schedule. If this is left empty, the FIXED_WEEKLY_WORKING_DAYS column should also be empty.
- FIXED_WEEKLY_WORKING_DAYS - The number of days the employees on this schedule work per week. This can also be left empty if it is not a fixed Job Schedule. If this is left empty, the FIXED_WEEKLY_HOURS column should also be empty.
- IS_FULLTIME - This is a YES/NO field to highlight if the Job Schedule is a full-time schedule.
- WORKS_PUBLIC_HOLIDAYS - This is a YES/NO field to highlight if the Job Schedule includes Public Holidays as a working day.
- CAN_WORK_ON_{DAY} - There are columns for each day of the week. These are YES/NO fields where the YES will reflect the days on which the employees on this schedule can work.
Save the sheet and upload it to the same place where it was downloaded in Step 3.