The attendance profile (or work profile) describes how an employee works: the hours owed, how they record their time, legal limits, overtime, night hours, breaks and time accounts. This article explains how to create, edit and assign a profile.
Before you start #
- View profiles: “View working-hours profiles” (Access); Administrator, HR Manager, Manager, Payroll Manager and Auditor have it by default.
- Create, edit, duplicate or delete: “Create / Edit / Delete a working-hours profile” (Execute); Administrator by default.
- Assign a profile to an employee: “Working-hours profile — Assign employees” (Execute); Administrator, HR Manager and Manager by default.
- Path: Settings › Time Management › Attendances.
The list of profiles #
The Work profiles column lists the profiles with their weekly hours; a star marks the default profile, “OFF” an inactive profile, and a country code (CH, FR…) the profiles created from a preset. Clicking a profile shows its summary: hours per week, days worked, overtime, night hours, legal limits, break rules and weekly schedule. The Duplicate, Set default, Delete and Edit buttons are reserved for people who can edit profiles.
Creating a profile #
- Click Add.
- Enter the Profile name. To start from a base, click a preset: Standard CH (42h), Standard FR (35h) or Flexible (40h). A preset replaces the name and the sections already filled in.
- Complete the sections (see below).
- Click Create profile.
The profile’s sections #
| Section | What it is for |
|---|---|
| Capture mode | Manual entry (start–end ranges), Clock in/out (live), Fixed schedule (the employee only confirms). Modes can be combined; clocking is only possible with “Clock in/out”. |
| Contractual duration | Hours and days per week. Changing them rewrites the first week of the schedule. “Prorate time off” removes an approved absence from the hours owed. |
| Legal Limits | Max hours / day (10 by default), Min rest between shifts (11 h), Legal max hours / week (empty = no alert). The daily maximum and the rest period block entry; the weekly maximum raises an alert. |
| Bridge-day compensation | A share of the schedule set aside each planned day, debited by the non-working days of the public holiday calendar. |
| Entry closing | Follows the company rule, or is customised for this profile. |
| Time declaration | Monthly or weekly declaration, reminders before the deadline, rest periods statement, no entry in advance, schedule ranges, lunch break. |
| Excess hours | The overtime threshold and rate tiers (for example 125% from 42 h), and tracking of Saturday, Sunday and public holiday hours with their rate. |
| Hours – days conversion | The conversion basis: contract schedule or profile schedule. |
| Payable counters | The counters that can be paid out, if counter payouts are open for the company. |
| Time account and bonus time | A time account (worked − owed balance, or annual target) and a time bonus on given time ranges. |
| Surcharges | A daily threshold, how each surcharge is paid (in salary, or credited to the time or bonus account), compensation for a public holiday worked, payout schedules. |
| Clock change and counter bounds | Handling of the clock-change hours, fixed-date bounds on the accounts and alerts before a bound. |
| Absence on a public holiday | Which prevails between an absence and a public holiday. |
| Planning sequence rules | Maximum consecutive days or nights, rest after a series, free Sundays: the schedule warns without blocking. |
| Night hours | Night time brackets and their rate (for example 22:00 to 06:00 at 150%). |
| Break policy | Break tiers (“After (hours)”, “Break (min)”), automatic deduction, break counted as working time. |
| Weekly schedule | Hours per day, start, end and break; the “Days” column (0.5 or 1) turns a day into a day-rate day. Adding weeks creates a rotation of up to 4 weeks. |
How overtime is calculated #
- The threshold is the first tier. The whole week (Monday to Sunday) is compared with the threshold; a week straddling two months counts in the month of its Sunday.
- Rates apply tier by tier: for example 125% from 42 h to 45 h, then 150% beyond.
- Without a tier, overtime is not tracked.
- A public holiday counts neither as night, nor as Saturday or Sunday.
- For breaks, the highest tier reached applies, not the sum of the tiers.
Editing a profile #
A profile assigned to nobody and that is not the default profile is edited with Edit, then Update profile. A change applies from the same day: past periods are still calculated with the previous version.
A profile assigned to employees, or the default profile, is locked: from the list, Edit opens the “Locked profile” window. Choose Duplicate & edit to create a copy, then assign the copy to the employees concerned.
Duplicating, setting as default, deleting #
- Duplicate creates an active copy named “… – copie”.
- Set default makes this the profile assigned on hiring when no profile is chosen at the “Working Schedule” step of the wizard. There is only one default profile.
- Delete is only possible for a profile assigned to nobody. Otherwise the “Profile in use” window offers Deactivate: the profile is no longer offered for assignment, but the employees who have it keep it. Reactivate makes it available again.
Assigning a profile to an employee #
- Open the employee’s profile, Presence tab.
- In the header, click the work profile selector (“Choose a work schedule”).
- Choose a profile from the list, then the Effective date.
- Click Confirm.
Each assignment is dated and kept: the timesheet uses, day by day, the profile in force. For an employee with several contracts, the assignment applies to the selected contract.
Good to know #
- Only active profiles are offered for assignment. A role can be limited to certain profiles (“Accessible work schedules” card in the role settings).
- Bulk assignment is not available on screen: assign profiles one by one, or on hiring.
- Nothing prevents you from deactivating the default profile: make sure an active profile is marked as default.
- The Edit button on a profile’s detail page does not apply the lock: a change to an assigned profile then applies to all its employees from the same day.
- The “Count as overtime” option for special days decides whether Saturday and Sunday hours enter the surcharged overtime; it does not create overtime below the weekly threshold.
- A profile created without a preset tracks night hours from 22:00 to 06:00 even when no night tier is shown.
- Installed collective agreement packs can apply their values to profiles after a preview; a stricter value of your own is kept.
- The list shows at most 50 profiles.
