Create & Assign Work Schedule
Grove HR's Work Schedule Settings will allow you to modify the Standard Working Hours and set up a duration-based or clock-based schedule. 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 spent doing administrative work and focus more on improving employee experience.
Keep in mind that in the current version, Work Schedules are non-adjustable. However, you can disable them if needed.
Depending on the configuration of your access role, you may or may not have access to this feature. Please check with your Admin for access control.
1. Set up Work Schedule
You can create a new work schedule using two options:
Option 1: Create a Work Schedule
Firstly, make sure you have access to Work Schedule Settings. If not, please contact your Admin to request permissions.
Go to Company Setting by clicking on the ⚙️icon on the navigation bar > Work Schedule
Click on + Work Schedule
Name your new schedule, select a date in Effective from, and the Standard working hours per day
Select a Schedule type:
Duration-based: only accounts for the total work hours. Suitable for companies with flexible working hours.
Clock-based: employees need to comply with the start time and end time of the schedule. Suitable for companies with fixed working hours. You can also set up one break time.
Enter the details of the working time
Click Save and confirm your action
📌 Note: Please keep careful consideration before creating a new Work Schedule. It's not possible to adjust later.
💡Tips:
You can click Copy time to all to quickly apply the configurations to the remaining days
You can create different Work Schedules 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:
Employees are required to work 40 hours/week with 3 12-hour shifts and 1 4-hour shift.
Employees in Office B are required to work 44 hours/week with 5 8-hour shifts and 1 4-hour shift every Saturday, in contrast to Office A with only 40 hours/week from Monday to Friday.
Option 2: Duplicate a Work Schedule
You can quickly create a new work schedule by duplicating an existing one.
Go to Company Setting by clicking on the ⚙️icon on the navigation bar > Work Schedule
Click on More (or ⋮ icon) next to a Work Schedule > Select Duplicate
A pop-up window will appear with data loading from the selected Work Schedule
Update the Work Schedule detail on the pop-up
Click Save and confirm your action
2. View & Search a Work Schedule
If there are multiple Work Schedules, you can make use of the Search box in the upper right corner for a quick search.
Go to Company Setting by clicking on the ⚙️icon on the navigation bar > Work Schedule
Type a Work Schedule name in the search box. You can also filter by Status
Enter to view results
3. Activate or Deactivate a Work Schedule
Go to Company Setting by clicking on the ⚙️icon on the navigation bar > Work Schedule
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 Schedules to your employees, or you will receive this error message:
4. 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:
Go to Employees > Manage Employees
Click on an employee's name to go to their profile
Switch to the Job tab and find the Work Schedule section to view the 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.
Go to Employees > Manage Employees.
Click on an employee's name to go to their profile
Switch to the Job tab and find the Work Schedule section
Click on the Edit button and select from the available Work Schedules
Click Save and confirm your action
📌 Note: Employees will immediately receive an in-app notification and email about the schedule change.
5. Important notes
Please keep in consideration how changes made to employees' Work Schedules might affect other modules listed below. These possible scenarios are already acknowledged and will be addressed in the upcoming release.
1. Time Off:
When applied, the new Work Schedule settings will overwrite the old one
If a request was submitted in the past or canceled, time off would 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 next Monday, April 12th:
If his standard working hours were 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 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 based on 8 hours, and the next Payroll cycle will be calculated based on 7.5 hours
If she took 1 unpaid time off between April 5th and April 10th (The cut-off date and Start date of the next cycle), her salary would 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