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Changing to Flexible employment

Antonella Pilato

Hi 

We have a team member who should have been changed onto a flexible contract in February this year.
Is there a way I can back date this, now that rotas have closed?
Will need to work out the holiday balance pro-rata'd too, how can we do this through the system, please.

Rebecca Smith 

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Veronica Tabatabai

Hi Antonella Pilato,

Thanks for your great question!

It is possible to back date an amendment to an employees record. When you change the employees work type to flexible, you will have the option to change the date on the pop up screen. However, this is only able to amended to a day that your business schedules begin (for example, if your rota's are set to go from Monday to Sunday, the day of the change has to correspond and be on a Monday).

On the subject of holidays, it would be best practice to run the following report in HR named Holiday - Year To Date prior to doing anything in terms of changing the employees record. This is to ensure you have the correct record of exactly how much holiday the employee has taken, accrued etc.

Following on from once the report has been run, then the change to Flexible, you would need to go to HR > Employees > Employee Batch Update > Select Flexible Holiday Override > Select employee in question > Amend it to be correct according to what the employee will have to take for the remainder of the holiday year within your business > Save.

I hope this has answered your question, here is a link to an article explaining the Flexible Holiday Override a little more for you.

https://help.hotschedules.com/hc/en-us/articles/360043241711-WFM-Overriding-Holidays-for-Flexible-Employees

Thanks,

Veronica Tabatabai

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