Managing Working time modalities

Before you get started

A working time modality represents the contractual work duration, collective schedules, and time management rules shared by a category of employees.

To create or modify a work time modality, click on the cogwheel icon at the top right of the screen, then on the "Work Time Modalities" section. You must have the Lucca permission "Work Time Modalities Administration" to access this.

Definition of Working Time Modalities

Working time modalities are configuration objects that allow you to define for each category of employees:

  • The contractual work duration, meaning the number of hours or days they must work according to their employment contract.
  • The reference work duration in which these employees are enrolled, which identifies if they are part-time.
  • The list of public holidays observed by these employees.
  • A theoretical schedule called collective schedule, meaning the recurring succession of worked or non-worked days that these employees should normally observe.

These are essential objects for managing your employees' work time since they determine the schedule that a category of employees should normally observe, barring absences or overtime

Example

Among your employees, you have a group of technicians with a 40-hour per week employment contract. The technicians have a fixed weekly schedule with specific start and end times.

To represent the schedule of this group, you can define a modality named "Technicians" with a contractual work duration of 40 hours per week and an identical reference work duration.

The "Group schedule" tab allows you to define the theoretical hourly schedule of this category of employees.

Finally, if you have the Timmi Timesheet solution, you can specify the Time management rules associated with this category of employees.

All this information is summarized on the work time modality.

Creating a Working Time Modality

It is possible to create a new modality by duplicating an existing one, which can be useful if the new modality has few differences with an existing one. To do this, first select the modality to duplicate, then click on the "duplicate" button next to its name.

To create a work time modality, click on "Create a modality".

then enter the name of the work time modality. We advise you to choose a name that quickly identifies which category of employees is concerned: "R&D," "Technicians," "Workshops," "Maintenance," etc.

There are then 3 steps:

  1. Work duration
  2. Regular collective schedule
  3. Time management rules (if you have Timmi Timesheet)

The "Work Duration" step allows you to define:

  • the unit of the modality: "days," "hours," or "schedules." To allow your employees to take absences in hours on Timmi Absences, choose "hours" or "schedules." The "schedules" unit allows you to track the precise start and end times of each work sequence of your employees on Timmi Timesheet.
  • the reference period on which the work duration is defined. This is usually the week, but it can be broader in the case of work time modulation.
  • the contractual duration stated in the employee's employment contract, which corresponds to the expected work duration of the employee over the reference period.
  • the reference duration which corresponds to the characteristic work duration of a full-time position for this category of employees.
  • the full-time equivalent which is automatically calculated from the contractual duration and the reference duration, but which can be manually modified if necessary.
  • the duration of an absence day which by default is equal to the theoretical work duration for the day, meaning the duration of the day according to the collective schedule.
  • the public holidays calendar.

To move on to the "regular collective schedule" step, click on "Save and Continue". Then, click on "Create a new schedule".

The collective schedule corresponds to the description of the employee's work time by day and half-day. You will be able to indicate that employees must work from 07:00 on Monday, and from 08:00 on Tuesday.

To do this, first choose a motif type, meaning the period on which the collective schedule will be repeated.

By default, a typical week is proposed to you.

Units "hours" and "schedules"

To modify the times, click on the fields (1).

If the time slots are identical every day, click on "Apply for the week": the times will be copied to the working days (3).

Units "schedules"

To define breaks (Timmi Timesheet), add multiple time slots (2).

Units "days," "hours," and "schedules"

To indicate that a half-day is not worked, click on "Worked" (4).

Then specify if the half-day is "Not worked," "Part-time," or "Weekly rest" (day only).

As a reminder, the counting of absences on Timmi Absences is different depending on the type of non-worked day:

  • Part-time: the half-day/day is counted when taking an absence the day before if the acquisition is not prorated.
  • Not worked: the half-day/day is counted when taking an absence on working or calendar days the day before.
  • Weekly rest: the day is counted when taking an absence on calendar days the day before.

Save your changes (6).

If the collective schedule of your employees changes over time, you can schedule them by creating new collective schedules that will apply from a date you define. For example, you can plan for reduced hours during the summer months.

Click on "Save and Continue".

If you have the Timmi Timesheet solution, you can select the regulatory framework that will apply to the employees concerned by this work time modality in the "Time Management Rules" step.

Your modality is created.

At a glance, view the collective schedule of the category of employees.

Managing a Modality

After creating a modality, you can:

  • Modify its name (1)
  • Duplicate it (2)
  • Archive it (3)
  • Delete it (4).

Deleting a modality is possible only if the modality is not attached to the contract of one or more employees. To know the list of employees who have been assigned this modality through their employment contract or amendment, see the "Employment Contracts" tab of the modality.


Attach a modality to an employee

Attaching a modality to an employee is done at the level of their employment contract and any amendments.

When creating a new employment contract, select a work time modality. If the employee changes their workload during the execution of their contract, then you can indicate their transition to a new modality through an amendment to the contract. The effective date of this new work time modality is the effective date of the amendment.

Let's take the example of Valentin Bresnier who goes from full-time to part-time. To attach the new modality to Valentin, go to the Employees > HR Folder.

On Valentin's HR file, select the "Contracts" section (1) and create an amendment (2).

Enter the effective date of the new modality in the "effective date" field. To easily find the modality you are looking for, you can check the modality details.

Select the modality and save.

You can plan contract amendments in advance, including changes in modality.

Once the modality is attached to a contract or an amendment to the contract, it will appear in the "Employment Contracts" tab of the modality.

Scheduling Collective Schedules

When a group of employees collectively changes their schedule during the execution of their contract (e.g., shifting the start time from 8:00 AM to 8:30 AM), you can modify their collective schedule.

To schedule the collective schedule of a group of employees, click on the modality corresponding to that group.

By default, the collective schedule tab is selected. Click on "Create a collective schedule".

Then, enter the effective date.

Configure the future typical week and save.

In what cases should I create an amendment / modify the collective schedule of a modality?

  1. If Valentin switches from full-time to part-time during the execution of his contract, this constitutes a change in workload. In this case, you need to modify the modality attached to Valentin's contract by creating an amendment with the start date as the effective date of the switch to part-time.
  2. If Valentin Bresnier changes his position, he moves to a different category of employees. He shares the collective schedule and management rules of a new category. You need to modify the modality attached to Valentin's contract by creating a new contract or amendment, with the start date as the effective date of the position change.
  3. If Valentin Bresnier and his colleagues switch to summer hours, there is no impact on workload. You need to schedule a new collective schedule on the modality attached to Valentin and his colleagues, effective from the start date of the summer hours.

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