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Edit calendars

Settings > Calendars > Edit calendars

Only visible to the administrator.

By default, we provide the GLOBAL calendar with:

Monday - Friday --> Working day: expected = 8 hours
Saturday and Sunday --> Holiday: expected = 0 hours

Each calendar has a type of day for each day of the week. The GLOBAL calendar is the one that applies to most employees, but we can create as many calendars as needed.

Let’s take an example. At ACME company, employees work:

- Monday to Thursday: 8H 45
- Friday: 05H 00

In this case, we should:

First, edit the "Working day" type (in Settings > Calendar > Day types) and change the expected time to 08h45. Then, create a "Intensive" day type with an expected time of 05h00. Finally, edit the GLOBAL calendar, click on the Weekdays button, select the "Intensive" day type for Fridays, and save the changes.

The changes we make in "Weekdays" affect the entire calendar. That is, if we set Friday as an "Intensive (Reduced Workday: 6 Hours )" day type, it will apply to all Fridays in the calendar.

If you wish to change an employee's calendar, you can choose to apply the change retroactively or not.

The checkbox "Apply the change to dates prior to today" is checked by default to make the change retroactive.

If you uncheck this box, the change will only apply from the current date forward, without affecting previous periods.

Once we have made the necessary changes to the weekdays, we can edit day by day by clicking on the day we want to modify.

Clicking opens a form where we can specify the type of day and whether the change is only for the current year or if it is permanent.

We then edit the GLOBAL calendar, select the date (for example, December 25), change the day type to "Holiday (National)" (which we would have created previously), and apply the change for all years. In the case of Easter, where the date varies each year, we would apply the change as "Only this time."

Note: The calendar displays the current year, and you can navigate to the previous and next year.

If the GLOBAL calendar is not applicable to 100% of the staff, you can copy it and create a different calendar, which you can then edit to make the necessary changes.

You can edit the work part of a day that already has a half day without waiting.

The selector allows you to select the full day or both parts of the day, and you can change any option.

Note: If the assigned half-day is from a previous year, only the full day will be allowed to be changed. Two half-days cannot be assigned on the same day from different years.

You can also edit the calendars through other options in the settings menu:

Assign calendars to groups

Settings > Organizational chart > Groups

By default, all groups are assigned the GLOBAL calendar. This can be modified by editing the group, or when creating a new group, you can select the corresponding calendar for it.

In the "Edit Group" section, several options are available, such as:
Share calendar among group members.
Enable tracking without PC.
Minimum breaks.
Calendar.
Allow stopping activity tracking.

The "Advanced Options" within this section refer to digital disconnection and digital well-being. These options set time limits and generate messages that serve as reminders to take the necessary breaks.

Assign calendar to employee

Settings > Organizational chart > Employee

By default, the employee is assigned the calendar of their group, but this can be modified by editing the employee's profile. As mentioned earlier, if an employee has a different calendar from their group and the group's calendar is changed, it will not affect the employee, who will retain the calendar assigned to them.

The expected time will not be added for dates prior to the creation of the employee's profile, ensuring that no hours are added to the annual expected time.

Define permissions in general options

Settings > General options > Other options

En el bloque "Editar días en calendario" dispone de 3 opciones:

Employees cannot make modifications.
Employees can modify with approval.
Employees can modify without approval.

If we select the option "Employees can modify with approval," this means that when an employee edits their calendar and modifies a day type, the Group Manager or Administrator will receive a notification in the notification panel, which they can validate or deny.

The employee can view the calendars of the group they belong to, as long as this option is enabled in the general settings.

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