Week Off Template Configuration

Overview

The Week-Off Template feature allows administrators to define recurring weekly days off for teams, departments, or the entire organization. This ensures standardized work schedules and automates processes involving the weekly time off functionality.

Steps to Configure a Week-Off Template

1. Accessing the Week-Off Template Configuration

• Log in to the SaaS application with administrator credentials.
• Navigate to the Settings list menu.

2. Creating a New Week-Off Template

• Click on the Week-Off Templates page, click the New button.
• There are two types of week off’s for creation:
  • Standard/Fixed week-Off

A Standard or fixed week-off throughout the calendar year typically refers to a designated day of the week when employees or individuals are granted time off from work. This day is consistent throughout the year.

• Here are some key points about standard/fixed week-offs:

• Consistency: The day off is fixed every week, meaning employees always get the same day(s) off, like every Sunday or every Friday-Saturday.
• Work Schedule: The fixed week-off can be part of a broader work schedule. For example, employees might work from Monday to Saturday and have Sundays off or vice versa, depending on the organization’s needs.

• Click on “New” to create a new Week-off Template, enter the template title and then clicking on the (+) option and enter week off details.

A Flexi Week Off refers to a work schedule where employees have the flexibility to take time off during a week as per their convenience, rather than having a fixed or standard day off (e.g., every Saturday or Sunday). This type of arrangement gives employees more control over their work-life balance by allowing them to choose which days they would like to take off.

• Click on “New” to create a new Week-off Template, then enable check box Is 'Flexi Week Off' 
• Enter No. of Flexi Week Offs allowed per week in number in provided input box.
• Flexi Week Offs configurations with detailed to be setup under HR options under Flexi week off section in Staffing Masters which will be mapped under client contract workflow creation.
• Configuration of Flexi week off approval matrix to consider approved week off only.

3. Define Weekly Days Off

• After naming the template, define the week-off days:
  • Select the days of the week (e.g., Saturday, Sunday).
  • For flexible schedules, specify alternate week-offs (e.g., first and third Saturdays).
  • Configure flexi week-offs if applicable.
• Click Save to add the selected days to the template.

4. Mapping the Week Off Template to the billing options

• To apply the template:
  • Standard Week Off Template need to map under Billing Options under Staffing Master section in Setting List
  • Click on Save to confirm.

• When billing option is mapped with the created Week off template which will be set as the default Week off template mapped to Employees

• Change Week template only in case of different Week template based on employee if applicable under Employee Staffing details

• Billing option to be mapped while creating Client contract in application.

5. Creating a new calendar year week off from existing week off template

• Select Existing Week off template from week off template dropdown and clicking on the (+) button to define the months and the week of day and week of month
• Click Save Changes to update.

6. Deleting a Week-Off Template

• Navigate to the Week-Off Templates section.
• Select the template to delete and click the Delete icon.

Tips for Effective Configuration

• Use descriptive names for templates to identify them easily.
• Align week-off schedules as per organizational policies.
• Inform updates to employees when assigning or changing week-off templates.
• In Employee portal, Employee can view week off details in attendance details.

• Please contact [email protected] for any queries or concerns.