May 31 2023, Release Note: WFM UK | Scheduling: Display Contracted Hours

Summary

Release date: May 31st 2023

• Enabled by Default? - No
• Set up by customer Admin? - Yes
• Enable via Support ticket? - No
• Affects configuration or data? - Yes

What's Changing?

A new setting that could hide or display the contracted hours on the schedule page. 

Reason for the Change

To make employees’ contracted hours easily visible and highlight whether scheduled hours are under, over, or match the contracted hours. Or the ability to hide the contracted hours and display only the scheduled hours. 

Customers Affected

All Scheduling users. 

Release Note Info/Steps

There is a new Organisation Level setting which can be enabled by Admin users.

• Go to Settings > Organisations > select edit against the required Organisation
• Scroll down and tick the box - Display Contracted Hours
• Select Save

Fig.1 – ‘Display Contracted Hours’ Organisation Setting

When the setting is Enabled

Employees’ contracted hours (entered in the Employment page in the HR module) are displayed on the Schedule page – see Fig.2.

The colour-coded Contracted Hours icon displays the employee's contracted hours.

- Green if scheduled hours for the employee match their contracted hours
- Red if scheduled hours are less than their contracted hours
- Amber if scheduled hours for the employee exceed their contracted hours

These statuses are based on the total hours that an employee works in all Locations within the portal.

Fig.2 – Contracted Hours on the Schedule page 

• Hover the cursor over the Contracted Hours icons to see a tooltip that displays the employee’s scheduled hours from all locations

Fig.3 – Tooltip displaying the Contracted Hours on the Schedule page 

The tooltip will provide the following information:

o   If the hours are above, under, or match contracted hours
o   Show the Locations where the employee has shifts scheduled
o   The sum of the total hours that the employee has scheduled in all Locations

If shifts are updated in the Department currently being viewed, they will dynamically update the tooltip and the contracted hours state. However, if employees’ shifts are updated in other Locations then the Schedule page will need to be refreshed to display the most up-to-date state of employees’ contracted hours.

When the setting is disabled

The contracted hours are not displayed, only the scheduled hours are, and there are no colour codes. 

Fig.4 – Contracted Hours hidden on the Schedule page

In the weekly view, the contracted hours are also hidden; if the setting is disabled.

Fig.5 – Contracted Hours hidden on the Schedule page - weekly view

• Hover the cursor over the Hours icon to see a tooltip that displays the employee’s scheduled hours from all locations

Fig.6 – Tooltip for scheduled hours

The tooltip will provide the following information:

o   Show the Locations where the employee has shifts scheduled
o   The sum of the total hours that the employee has scheduled in all Locations

If shifts are updated in the Department currently being viewed, they will dynamically update the tooltip and the scheduled hours' state. However, if employees’ shifts are updated in other Locations then the Schedule page will need to be refreshed to display the most up-to-date state of employees’ contracted hours.