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Working time rules - Time off use cases
Working time rules - Time off use cases
Find use cases for the different working time rules that you can create if you want your employees to take adequate time off between shifts.
Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

While working time limitations are useful for keeping track of how much and when your employees work, they can also help you track when your employees need or should receive time off.

This will further ensure that you comply with the local labour regulations, that your employees are happy and that you have all the information you need while planning your schedule.

Some of the Working time rules relevant to ensuring time off are:

  1. Hours off between shifts: Use this rule to monitor and ensure a minimum number of hours off work, in the interval between an employee's scheduled shifts.

  2. Continuous hours off in a period of time: a guideline to ensure at least a minimum number of hours off in a row for an employee, within a set period of time.

  3. Time off after consecutive shifts: a rule that triggers a warning when an employee should have some time off and the Schedule doesn't reflect that.


Guides for ensuring time off through Working time rules

The three available rules for monitoring time off, take into account different parameters and situations. Further, you can read more about each of the rules, how they work, and how best to use them in your schedule.

1. Hours off between shifts

You can utilise the Hours off between shifts rule to ensure a minimum number of off-hours between scheduled shifts.

In the following example, Admins and Receptionists are guaranteed 11 hours off between shifts but may break this rule in case of a paid off-site meeting.

screenshot-ssademo2.planday.com-2022.03.30-11_11_36.png

2. Continuous hours off in a period of time

There might be instances where you must ensure a minimum successive number of rest hours that an employee must take in a period of time.

For example, employees must have two consecutive off days within a 3-week period if they are working. You can set this up using the Continuous hours off in a period of time rule.

screenshot-ssademo2.planday.com-2022.03.30-17_14_45.png

3. Time off after consecutive shifts

💡 Please note that the Time off after consecutive shifts guideline structure is not enabled by default on all portals. If you think it might be useful for you and your organisation, please reach out to our support team to have it enabled on your portal.

With this rule, you can monitor how many Shifts of a certain Shift type an employee is scheduled for on consecutive days.

This rule has a few connected components:

  • Name: a way to find this rule in the list when you need to edit or manage it.

  • Minimum time off: this allows you to set the number of days or hours an employee should have to rest before they can be scheduled again.

  • After working one Shift per day, for at least a specified number of consecutive calendar days. Through this field, you can define the minimum period of working time required for your employee to benefit from the time off set in the Minimum field (described above).

    💡 Please note that this rule is focusing on one shift per day, which means that as long as there is at least one applicable Shift during a day, that Shift will count towards the warning triggered by this rule. Having multiple Shifts (of the same type) during one day will have no effect.

    This rule monitors at least a given number of consecutive calendar days. This means that if the set number of consecutive calendar days exceeds the conditions of the rule, a warning will not be triggered.
    More details and a clear example can be found below.

  • Applies to: is a section where you can configure who the rule applies to and which kind of scheduled Shifts.

    • Employee groups & Employee types: this allows you to define which of your employees can benefit from this rule.

    • All Shift types, excluding: helps you set up which of your Shifts should be monitored by this rule.

    Please note that the selected Shift types will be excluded, and will NOT be monitored through this rule. This means the rule will monitor all the unselected Shift types on the list. For example, you may wish to exclude vacation shifts from this rule.

In other words, once you've set up your Time off after consecutive shifts rule, it will start by tracking how many days in a row your employees (within the selected Employee groups and Employee types) were scheduled for.
If those employees were assigned to shifts for which this rule is applicable (according to their Shift type), it will monitor how many days in a row this happens.
When the number of days reaches the number of consecutive days you set in the After working one Shift per day field, the rule will:

  1. trigger a warning if an employee continues to have scheduled Shifts (of Shift types not defined within the rule) or

  2. trigger a warning if the break in the schedule is smaller than the Minimum time off set within the rule.

  3. NOT trigger a warning if the employee continues to have scheduled Shifts (of an applicable Shift type) for the next day(s), but continue to monitor the Schedule and trigger a warning if cases 1 or 2 occur.

Example use case: Time off after consecutive shifts

For example, let's consider that an employee must regularly travel for work.

Their organization uses Shift types in their schedule to make the distinction between the normal working hours and the working hours during travelling using a Normal Shift type and a Travel Shift type.

To ensure that all their employees are well-rested, the managers within this organization have set up Time off after consecutive shifts to ensure that their employees get at least 1 day of rest after travelling for at least 3 days.

The rule configuration for this scenario will look like this:

In practice, the rule will trigger a warning in Schedule when a Normal Shift is scheduled for an Employee immediately after 3 (or more) days with Travel Shifts.


However, the rule will not trigger any warnings or alerts if the employee has at least one day off after three more days with Travel shifts, as you can see in the image below.


Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.


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