Planning working hours for employee

The Employee Working Hours Planning functionality provides a clear overview of planned hours and absences for all employees. The functionality allows you to create absences, enter working hours, and copy planned working hours between employees.

Case summary The person responsible enters the plan from 01.11.2023 to 30.11.2023 for one employee, Mary Marketing. In order to enter the absence into PANTHEON, they follow these steps: Entering Criteria Creating a New Plan 2.1. Fill in Calendar 2.2. Copy Plan between Employees 2.3. Dragging the Shift       3. Review According to Entered Criteria

1. Entering Criteria

The person responsible wants to enter a new working hours plan for a particular employee.

To do that, the person responsible selects Personnel | Calendars | Working Hrs Planning:

2. Creating a New Plan

The person responsible wants to create planned working hours for a specific employee.

This can be done in one of three ways:

​2.1 Fill in Calendar

The Fill in Calendar  button is located below the Shifts panel.

A Copy Working Hours form appears on the screen:

The person responsible continues by entering criteria:

The person responsible selects:

• Read from Empl. Files: allows copying based on data in employees' personnel files,
• ID – selects the ID of the planned work schedule from the list.

In our case, DE1 is selected – work in one shift.

Hint For more information, please refer to the technical instructions page, Working Hours.

• Start date: enter the start date of the planned work schedule.

In our case, the start date is 01.11.2023.

• Planned Wrk. Hrs Type: indicates the type of planned work schedule from calendar input types.
• Work on a holiday:  from the list, selects the type of earnings to be used in case of a holiday.
• Employee: from the drop-down list, selects the employee for whom the work schedule is being entered.

In our case, the selected employee is Mary Marketing.

• Dept.: selects the department of the employees for whom the planned work schedule is entered
• Position: selects employees for whom the planned work schedule is entered according to a specific position
• Status: selects employees for whom the planned work schedule is entered based on employment status 

Warning If you do not select an Employee, Department, Position or Status, PANTHEON will create planned working hours for all employees in the company.

• Start: the start date of the planned work schedule.

In this case, 01.11.2023.

• End: enters the end date of the validity of the planned work schedule.

In this case, 30.11.2023.

• Time from: if necessary, enters the start time of the planned work schedule
• Time to: if necessary, enters the end time of the planned work schedule.

After entering all mandatory data, the person responsible creates the planned work schedule by clicking the Copy button.

A pop-up window asks to confirm the creation of the planned work schedule according to the specified criteria.

The person responsible confirms the creation by clicking the confirm button.

In case the employee has already entered absences or other entries, the program will return a warning:

The responsible person selects one of the provided options:

• Change: the program will change a record and replace it with a new one.
• Change All: the program will change all records and replace them with the new ones.
• Add: the program will add new data.
• Cancel: cancels the operation.
• End: the program will close the window, without making any changes.

In this case, the person responsible selects the option Change All and the plan is created for the selected employee.

2.2 Copy Plan between Employees

If it is necessary for one or more employees to have the same schedule, PANTHEON allows you to create a schedule for one employee, and then copy the schedule to other selected employees.

The person responsible uses the Copy Plan between Employees  button.

HINT Before selecting the Copy Plan between Employees button, position yourself on the selected employee as the source for copying the plan. This way, the From Employee field will be automatically filled with the selected employee.

The following form opens:

The person responsible fills in the following fields:

• From Employee: selects the employee whose plan is going to be copied to other employees.
• Date Form: start date of the copied plan.
• Date To: end date of the copied plan.
• To Employees: selects one or more employees to whom the plan is copied.

The person responsible confirms the creation by clicking the Confirm button.

With that, copying between the employees is done.

2.3 Dragging the Shift

The person responsible changes the shift for a specific time period for an employee who already has planned working hours.

The person responsible selects the employee for whom the shift needs to be changed and positions themselves on the shift that becomes active for a specific period.

By simply dragging, the person responsible transfers the shift from the shift list to a specific day for the selected employee.

In this case, the person responsible, who has defined First shift for the employee Mary Marketing, drags the Second shift to the day 24.11.2023.

After this action, the shift for the selected employee on the chosen day has been changed.

3. Review According to Entered Criteria

Lastly, the person responsible wants to check the created work schedule for the selected employee.

The person responsible filters the display by selecting the following parameters:

• Employee: selects the employee from the drop-down list.

In this case, the employee selected is Mary Marketing.

• Department: selects a department from the drop-down list.
• Job: selects a job from the drop-down list.
• Superior: selects a superior from the list.
• Cost Center: selects a cost center from the list.
• Calendar Entry Type: selects the calendar entry type from the list.
• Calendar: selects a calendar from the list.
• Shift: selects a shift from the list.

WARNING If all fields are left blank (Employee, Department, Job, Superior, Cost Center, etc.), information about all employees will be displayed.

• Date From: selects the start date for filtering.

In this case, the start date is 01.11.2023.

• Date To: selects the end date for filtering.

In this case, the end date is 30.11.2023.

• Show only active employees - if enabled, the search results will only show planned working hours for active employees.

When the correct criteria is selected, the program displays the following overview:

There are various columns visible, the appearance of which can be customized. The columns are as follows:

• Picture: employee's photo.
• Employee: employee's name.
• Reg. No./ID: employee's ID number.
• Department: employee's department.
• Weekly Fond: employee's weekly fond.
• Skill/Ability: skills and abilities defined within the job position.
• Job Start: planned start time of the job.
• Job End: planned end time of the job.
• Position: position of the employee.
• Superior: superior of the employee.
• Day and date: date and day of the week for the selected dates.

The created planned working hours can also be seen in Personnel I Employee Files I Working Hours I Planned:

warning Control of the End Leave Input from AK. (The date of End Leave Input that limits the entry in the absence calendar before the date written in this field. If the date is entered, the program will display a message when entering new absences and multiplying planned working time: No entry before the closing date DD.MM.LLLL is allowed.)