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Work Calendars

Allyson Ryan
  • Updated

Work Calendars are configured during the initial configuration of Time & Attendance, which is generally done by a Solution Architect. Work Calendars are used to specify non-workdays and holidays for staff assigned to that specific Work Calendar. For instance, you may have a 10-Month Instructional Work Calendar for those who work only during the school year and not during the summer or during school breaks such as winter, or spring break. In districts that use Timecards, Work Calendars are instrumental in managing holiday pay when an employee works on a day notated as a holiday in their specific Work Calendar.

Applicable Roles:

  • Administrator
  • HR Administrator
  • HR Team
  • Business Office

Contents:

Create a Work Calendar

Edit a Work Calendar

Pull a Work Calendar Events Report

Mass Import Work Calendars

Create a Work Calendar

  1. Navigate to Time and Attendance / Setup / Work Calendars
  2. Click "New Work Calendar"
  3. Enter the "Calendar Name," which should be something that describes the group that will be assigned to the calendar
  4. Click "Insert":

  1. Next, click the "Calendar Events" tab 
  2. Click "New Event":

  1. Enter in the following:

  • Title - name of calendar event
  • Range - All Day or Date Range
  • Start Date / End Date (when Date Range is selected)
  • Working Day - when this box is checked, it will allow an employee to enter an Absence Request; IE: Superintendent Conference Day
  • Paid Time Off- when this box is checked, the employee will get paid even if they are off; an employee cannot request an absence for this day if it is not a workday
  • Include paid time off in overtime calculation - If this box is checked, the hours for the holiday/calendar event will be included towards reaching the overtime threshold.
  • Apply holiday overtime rule when worked - If this box is checked, when an employee works on this day, the system will apply holiday overtime rules to the time worked
  • Ignore Time Card Generation - If this box is checked, the system will NOT generate a timecard during this work event
    • For example: For a 10-month employee, you would check this box for the summer break entry so that timecards are not generated during the employee's time off over the summer

NOTE: All holidays and school breaks that will not be worked should be entered into the Work Calendar.

  1. Click Save & Add Another to save and add a new calendar event
  2. Click Save & Close to save current entry and close window

Edit a Work Calendar

  1. Click the magnifying glass next to the Work Calendar name
  2. Click on the pencil icon to make any edits to any entry:


** USE THE COPY FEATURE FOR ALL STAFF ATTENDANCE SETUP TABLES. Copy is available on the Details tab for all existing Work Calendars. This will allow the user to copy over all calendar events to a new Work Calendar and allow for editing.

Pull a Work Calendar Events Report

  1. Navigate to Time & Attendance / Reports/Info / Work Calendar Events:

This provides a list of all Work Calendar events in your system and will allow you to filter as necessary to generate your report. 

Mass Import Work Calendars

  1. Navigate to Time & Attendance / Import/Export / Export/Import Work Calendar Events
  2. Download empty data sheet or current data sheet. 
  3. Complete the Excel sheet and use the same screen to import your schedules by dragging and dropping the file into the Import box. 
  4. Click Preview Import:

 

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