Fresh Projects

00:00: Work Patterns let you set how many hours an employee works on each day of the week.

00:05: Leave,

00:06: timesheets, utilisation and cost rates all use the employee’s work pattern.

00:12: Work Patterns are ideal for employees who work part time hours such as a

00:16: four-day week, compressed hours or a nine-day fortnight.

00:21: With Work Patterns you can set different hours for each day of the week, create

00:25: repeating patterns of up to four weeks for alternating schedules,

00:29: and set a pattern to start on a specific date.

00:32: Let's take a look...

00:35: In the employees' Costs tab, Work Patterns replace the "Hours per day" field.

00:40: The average hours per day,

00:42: worked out from the current pattern override this field.

00:46: Now,

00:47: navigate to the "Work Pattern" tab.

00:51: Each employee automatically gets a base work pattern based on their current hours

00:55: per day,

00:56: applied across a 5-day week.

00:58: For example 7.5 hours per day becomes 37.5 hours per week.

01:04: You only need to edit the work pattern if the employee works a different schedule,

01:09: such as part-time hours,

01:10: a four-day week, or compressed hours on a particular day.

01:15: To update the employees default work pattern - enter the hours worked on each day

01:20: of the week.

01:21: For example, 8 hours Monday to Thursday and 5.5 hours on Friday.

01:28: Saturday and Sunday columns are shaded, but you can still enter hours in them.

01:33: If the employee works weekends,

01:35: enter their hours in the Saturday or Sunday column

01:39: Multi-week patterns can be created for schedules that alternate, such as

01:43: working every second Friday. Click "Add

01:46: week" to add another week to the pattern. A pattern

01:49: can have up to four weeks.

01:53: You can also add an additional work pattern for a future start date,

01:57: that takes effect automatically on that date.

02:01: Leave in Fresh Projects is now calculated from each employee’s work pattern.

02:06: When someone takes a day of leave,

02:08: the hours they were scheduled to work that day are deducted from their balance.

02:13: This keeps leave balances accurate.

02:17: When an admin saves an employee,

02:19: Fresh Projects checks the current work pattern and any upcoming patterns.

02:24: If every working day has the same number of hours

02:27: - the admin chooses the unit on the Leave tab, using the units toggle to choose

02:32: Days or Hours.

02:34: If working days have different lengths

02:37: - the leave unit is automatically set to Hours.

02:40: The Days option is locked,

02:42: and a hint explains why.

02:46: When a leave application is done, each day deducts the hours the employee was

02:50: scheduled to work that day,

02:52: according to their work pattern.

02:55: The summary shows each date in the application, with the days and hours being taken.

03:00: Notes appear next to dates and reflect any half days,

03:04: public holidays and non-working days based on the employee’s work pattern.

03:11: In Timesheets, expected hours are that employees work pattern hours for the week.

03:17: A day of leave,

03:18: populates your timehsheet with the expected hours from the employees work pattern.

03:24: Additionally, a bank holiday also fills that day with the expected hours from the

03:28: employees work pattern.

03:32: If your company has the setting for strict and minimum totals,

03:35: it will compare against the employee's work pattern hours for the week and flag the

03:40: difference that still needs to be added.

03:43: Utilisation is measured against each person’s own working hours,

03:47: based on their work pattern.

03:50: 100% utilized represents a person’s own working hours for that week.

03:56: For example,

03:57: someone on a four-day week who works 30 hours and is fully booked for those 30 hours

04:01: will show 100% utilisation.

04:05: You have now successfully navigated Work Patterns in Fresh Projects.