With this new release, Grove HR's Work Schedule Settings will allow you on modifying the Standard Working Hours. You can have multiple Work Schedules for multiple employees/contract types/offices and switch them around if needed. This allows you to optimize your time spend doing administrative work and focus more on improving employee experience.

Keep in mind that in this release, Work Schedules are duration-based and unadjustable. However, you can disable them if needed.

1. Set up Work Schedule

2. Assign Work Schedules to employees

3. Important notes

Set up Work Schedule

Create a Work Schedule

Firstly, make sure you have access to Work Schedule Settings. If not, please contact your Admin to request permissions.

  1. Go to Setting by clicking on the ⚙️icon > Work Schedule

  2. Click on + Work Schedule

  3. Name your new schedule, select a date in Effective from, and the Standard working hours per day

  4. The default schedule type will be Duration-based, but you can customize the Schedule hours/day

  5. Click Save and confirm your action

📌 Note: Please keep careful consideration before creating a new Work Schedule as it's not possible to adjust later.

💡Tips:

  • You can create different Work Schedule for different offices or types of employment (Full-time, Part-time, Contractor, etc.)

  • When creating a Work Schedule, you can customize the scheduled hours per day to fit your Office/Company's working hours.

Example:

  1. Employees are required to work 40 hours/week with 3 12-hour shifts and 1 4-hour shift.

  2. Employees in Office B are required to work 44 hours/week with 5 8-hours shifts and 1 4-hour shift every Saturday, in contrast to Office A with only 40 hours/week from Monday to Friday.

Duplicate a Work Schedule

You can quickly create a new work schedule by duplicating an existing one.

  1. Go to Setting by clicking on the ⚙️icon > Work Schedule

  2. Click on More (or ⋮ icon) next to a Work Schedule > Select Duplicate

  3. A pop-up window will appear with data loading from the selected Work Schedule.

  4. Update the Work Schedule detail on the pop-up

  5. Click Save and confirm your action

View & Search a Work Schedule

If there are multiple Work Schedules, you can make use of the Search box on the upper right corner for a quick search.

  1. Go to Setting by clicking on the ⚙️icon > Work Schedule

  2. Type a Work Schedule name in the search box. You can also filter by Status (All Status/Active/Inactive)

  3. Enter to view results

Activate or Deactivate a Work Schedule

  1. Go to Setting by clicking on the ⚙️icon > Work Schedule

  2. Use the toggle button to deactivate or activate a work schedule.

📌 Note: An assigned Work Schedule CANNOT be deactivated. Please make sure to assign different Work Schedule(s) to your employees or you will receive this error message:



Assign Work Schedules to employees

View an employee’s Work Schedule

For current tenants, Grove has already supported keeping the current employees' work schedules the same. A default work schedule will be automatically applied for all new employees to make sure that the Time Off and Attendance will run smoothly. To view employee's default schedule, please follow these steps:

  1. Go to Employees > Manage Employees.

  2. Click on an employee's name to go to their profile

  3. Switch to the Job tab and find the Work Schedule section to view employee's work schedule

Assign a new Work Schedule

Please make sure that you have already created new Work Schedules before assigning one to your employee.

  1. Go to Employees > Manage Employees.

  2. Click on an employee's name to go to their profile

  3. Switch to the Job tab and find the Work Schedule section

  4. Click on the Edit button and select from the available Work Schedules

  5. Click Save and confirm your action

📌 Note: Employee will immediately receive an in-app notification and email about the schedule change.



⚠️ Important notes

Please keep in consideration how changes made to employee's Work Schedule might affect other modules listed below. These possible scenarios are already acknowledged and will be addressed in the upcoming release.

1. Time Off:

  • When applies, the new Work Schedule settings will overwrite the old one

  • If a request was submitted in the past or cancelled, time off will be counted based on the new Work Schedule

Use case 1: Adrian was required to work 8-hour shifts from Monday to Friday. On April 5th, his standard working hours were adjusted to 9 hours/day. Adrian would like to submit a Time Off request for a half-day for next Monday, April 12th:

  • If his standard working hours was still 8 hours/day then he should submit: (8/2) = 4 hours

  • However, this standard working hour was adjusted to 9 hours/day, hence he'll need to submit: (9/2) = 4.5 hours

Use case 2: Lisa was required to work 8-hour shifts from Monday to Saturday. On April 5th, her standard working hours were adjusted to 7.5 hours/day and from Monday to Friday. Lisa had an emergency business to take care of on April 2nd but hasn't had the chance to submit a Time Off request yet:

  • Since the new Work Schedule has overwritten the old data, Lisa will need to submit a Time Off request for 7.5 hours instead of 8 hours.

2. Time Attendance:

  • The new Work Schedule settings will overwrite the old ones hence all attendance records of the current cycle will be re-calculated based on the new Work Schedule

Use case 3:

See how Gwen's Actual/Work Schedule changes from 112 hours to 90 hours after the Work Schedule adjustment:

3. Payroll: if you are using Attendance's data to calculate payroll, there would be 2 possible scenarios:

If standard working hours/day was changed before the Cut-off date: payroll details of the current cycle will be counted based on the new Work Schedule.

Use case 4: Adrian was required to work 8-hour shifts from Monday to Friday. On April 5th (before the Cut-off date), his standard working hours were adjusted to 9 hours/day. His gross salary is $5000 for 22 working days and this remains unchanged, therefore, his new hourly salary would be:

  • $5000/22 days/9 hours ≈ $25.25/hour

❖ If the standard working hours/day was changed after the Cut-off date:

  • The payroll details of the current cycle will be counted based on the current Work Schedule (current hourly rate)

  • The payroll details of the next cycle will be counted based on the new Work Schedule (current hourly rate)

  • If there are any Unpaid/OT between the cut-off date and the start date of the next cycle

  • The offset will be counted based on the old Work Schedule (current hourly rate).

Use case 5: Lisa was required to work 8-hour shifts from Monday to Friday. On April 10th (the Cut-off date was April 5th), her standard working hours were adjusted to 7.5 hours/day. Her gross salary is $5500 for 24 working days and this remains unchanged:

  • Her salary for March was calculated base on 8 hours and the next Payroll cycle will be calculated base on 7.5 hours

  • If she took 1 unpaid time off between April 5th and April 10th (Cut-off date and Start date of next cycle), her salary will deduct an amount equivalent to 7.5 hours

4. Report:

  • The monthly time-keeping report will be updated based on the new Work Schedule

  • For current tenants, Grove has already supported keeping the current employee’s Work Schedule the same

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