Change your hours on particular days
Start early, stay back or make up a half day, approved like leave and put on the planner.
What this is for
Staff swap hours around without it being leave: start early to finish early, stay back after a late start, or take half a day and make it up over the rest of the week. One request covers all the days involved, the approver sees whether the time lost and made up balance, and once it's approved the planner counts the new hours so the department's capacity is right.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Changes of hours (on My leave, and the Leave tab of a staff file)
- Change my hours
- Opens the request form. HR people see Change their hours on someone's file, and it's approved straight away.
- Each change
- The days, each with the usual times, the new times and how much more or less that is, then the total lost and made up, and your reason.
- Pending · Approved · Declined · Cancelled · Doesn't balance
- Where it's up to, and a flag when the time lost and made up don't match.
- Take it back · Cancel it
- You can take your own back while it's waiting. Once it's approved, only whoever approves for you (or HR) can cancel it.
The request form
- Day
- Pick the date. The usual start and finish fill in from the shop's hours for that weekday.
- Usual · New
- The usual start and finish (change them if your day is different, or clear both for a day you don't usually work) and the new start and finish. Keep breaks the same.
- Add another day · Remove
- Put the short day and the days you make it up on in the same request, up to 14 days.
- Lost · made up
- Adds up as you go, and says if it doesn't balance. You can still send it; the approver decides.
- Reason
- Needed, so the approver knows why.
Approving (on Leave to approve)
- Change of hours · Doesn't balance
- Marks the request, and flags it when the time doesn't add up.
- Days · Lost and made up · Reason
- Each day's usual and new times, the totals and why.
- Note for them · Approve · Decline…
- Approve puts the new hours on the planner. Decline needs a reason, and they see it.
- Approved changes of hours still to come
- Cancel one you've approved if plans change; it comes off the planner and they're told.
Before you start
- Your shop has the HR add-on, and lets staff ask to change their own hours. If not, HR puts it in for you.
- You're in a department, so approved changes can go on its planner.
Step by step
- 1
Open My leave and press Change my hours.
- 2
Pick the day. Check the usual times, then put in the new start and finish.
- 3
Making the time up on other days? Press Add another day for each one.
- 4
Check lost and made up, write the reason, and press Send request. It goes to whoever approves your leave.
- 5
Once approved, the planner shows Changed hours with your new times on those days. A shorter day takes the time out of your department's hours, and a longer one adds it.
Tips & gotchas
- Nothing comes off your leave balance. If you want the time off instead of making it up, ask for leave.
- Staff can put in a change for a day up to a week ago, such as a late start last Tuesday. Older ones go through HR.
- Other staff see your changed times on the planner, never your reason.
- If your shop clocks people off automatically at the end of the day, a later approved finish pushes that back for you on that day.