If you have new members of staff starting or someone who is changing the amount of hours or days in which they work you will need to create a new schedule so that WinTime can deduct the correct amount of time on the right days.

You can of course do this yourself if you are familiar with the system, otherwise you can call us and we will be happy to talk you through making the required additions. To help us to ensure we have the correct details for your new pattern you can complete the following form and then email or fax to us so we can talk you through it or if you have remote support and would prefer us to use this method please indicate it on the email or form. [New Schedule Request Form]

** Remember full details on working schedules and daily programmes can be found in your manual, (Manuals Section) **

To make the new schedule yourself:

Here we will briefly mention the processes in making a new schedule, these steps are the same if you are just changing a persons target from 7.00 to 6.00 a day or from 5 to a 4 day week YOU MUST ALWAYS COPY if the daily programme or working schedules does not exist.

If you do not do this you are changing data which could change other people's patterns and ultimately could show incorrect balances.

Steps to make a new pattern:

First check through your system to ensure you have the Daily Programmes / Working Schedules already on your system. ( Parameters > Daily Programme / Working Schedule > Select the grid at the top right > Pick an item to view the details)

Let's assume you need to make a new daily programme (daily target) for say 5.30 no lunch and a new schedule for Monday, Tuesday, but working full time on Friday. You know that the full time programme is setup but the 5.30 no lunch is not so you need to create it:

1) First go back to the list of Daily Programmes [here] and find a programme which is closest such as one which also has no lunch break.

2) Double click to view the programmes details and choose 'Copy' on the right hand side

3) The name field at the top will now be blank here you can enter a descriptive name eg 5.30 target no lunch.

4) Next start looking down the screen starting with row 1, often called Variable.

5) The variable is the earliest the person could come into work and gain flex/time, these normally stay the same as full timers unless you have agreed different enter the desired earliest start time eg 8.30 and the till time to when your core time starts. If you do not have a core time (when you should be in eg 10am ) then simply set the till time to the latest they can work.

6) If you do have a core time row 2 should be fixed (if not click on row 2 and hold ctrl and insert on your keyboard)

7) Assume the worker does have a core time of 10am , row 1's till time will end at 10am , with row 2 starting at 10.00

8) Enter the end of core time to the desired time eg 14.00.

9) To complete the time points you will need variable on the next row if you wish them to be able to gain time after 14.00, if the row is not set to variable click on the row under your fixed and ctrl + insert and pick variable from the list.

10) Enter the start time as 14.00 as this is when the row above ends, and the till time to the latest they can gain time eg 16.00.

11) Almost there if you have Business Absence you can leave it in just reduce the start/end times to match this person. Or to remove the row click on it and press ctrl + delete.

12) You can leave half day, maximum day, end of day, make sure to change the target to the correct value eg 5.30, if you have target am and pm, you will need to divide the 5.30 into two so that is 2.45 enter this in both boxes and when the Error box appears accept it. This really is a warning to remind you to enter half of the target in each box other wise the person could be deducted the wrong amount of time.

If you have a target of 7.25 or an odd amount which can not be divided equally simply make either the target am or pm box one minute more so 7.25 would be 3.42 and 3.43.

13) You may wish to change the default departure time, if the person forgets to clock out the system can be set here to automatically give time till a certain point eg 16.00. If you are unsure simply leave it as a person forgetting to book out is rare and will typically result in them submitting a correction for you to enter anyway.

14) Once you have made the changes, we just need to make sure the same targets are given for bank holidays. To do this click on Public Holiday tab at the top of the daily programme screen, then the small copy button at the very bottom next to clear and graph.

15) Now you can save the settings you have made by pressing the save button on the right hand side. If you need to make more daily programmes you can follow the same steps otherwise if you now have all required programmes choose quit.

16) Time to make the schedule we wanted which was 5.30 no lunch on Monday and Tuesday, but working full time on Friday.

17) So again go to parameters but choose working schedule this time and then copy as we assume you have already checked that this pattern does not exist.

18) In the name field at the top enter a descriptive title eg Mon-Tue 5.30 no lunch, Fri full time.

19) Next look at row one which should have Mon and a date, ignore the date we just want to make sure it has Mon so that our schedule starts on a Monday.

20) In the days column of row one you need to change it to 2 days, as on Monday and Tuesday (2) they are going to be working the same programme.

21) In the daily programme drop down select the 5.30 no lunch programme which should be at the bottom if you just made it.

22) Then click into row two, this should show the next day of the week as Wednesday, so on Wednesday and Thursday they are not working so we again enter 2 days in the days column and this time choose weekend / off day from the programme drop down.

23) The next day should show as Friday so this one is 1 day and the full time pattern which should be near the top of your daily programme list. If you do not have any free rows click on the last daily programme showing and press the tab key.

24) So we now have most of the days entered but at the bottom you will see it only says 5 days in cycle, we need it to be 7 as that's how many days are in a full week, so again enter a new row and choose the weekend / off day programme. This should then add up to 7.

25) Once you have this correct you can choose save and quit.

26) Now you can choose the new schedule from the list when right clicking in the per data > working schedule box.

To enter a new row use the tab key, you can use ctrl + insert if you want a row to appear above the current one.
To remove rows select it and press ctrl + del which will remove it from the screen.

If you are unsure about anything please call and we will help you through the task.

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