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.

00:59: For example 7.5 hours per day becomes 37.5 hours per week.

01:05: You only need to edit the work pattern if the employee works a different schedule,

01:09: such as part-time hours,

01:11: a four-day week, or compressed hours on a particular day.

01:16: To update the employees default work pattern - enter the hours worked on each day

01:21: of the week.

01:23: For example, 8 hours Monday to Thursday and 5.5 hours on Friday.

01:30: Saturday and Sunday columns are shaded, but you can still enter hours in them.

01:35: If the employee works weekends,

01:37: enter their hours in the Saturday or Sunday column

01:41: Multi-week patterns can be created for schedules that alternate, such as

01:45: working every second Friday. Click "Add

01:48: week" to add another week to the pattern. A pattern

01:51: can have up to four weeks.

01:55: You can also add an additional work pattern for a future start date,

01:59: that takes effect automatically on that date.

02:03: Set the effective date by selecting the blue date.

02:07: Set the effective date by selecting the appropriate date from the calendar to

02:11: indicate when this pattern starts.

02:15: Important to note

02:16: : Week 1 of a repeating pattern is the week that contains the effective date.

02:22: Once you’ve set a future effective date, the pattern is labelled "Upcoming".

02:27: On the effective day of the upcoming pattern, expected timesheet hours,

02:31: planner capacity and monthly cost rate begin to follow the new pattern.

02:37: You also can set a pattern to start on a past date if needed.

02:41: Changing or deleting a past pattern shows a warning,

02:45: however timesheets,

02:46: leave and balances that were already recorded keep the hours

02:49: they were recorded with.

02:52: The summary line shows the days worked, the hours per week,

02:55: and the average hours per working day.

02:58: If the pattern has more than one week,

03:00: it shows the hours for each week.

03:04: Finally,

03:05: click "save employee" to apply all work pattern updates made to the employee.

03:11: Leave in Fresh Projects is now calculated from each employee’s work pattern.

03:16: When someone takes a day of leave,

03:18: the hours they were scheduled to work that day are deducted from their balance.

03:23: This keeps leave balances accurate.

03:27: When an admin saves an employee,

03:29: Fresh Projects checks the current work pattern and any upcoming patterns.

03:34: If every working day has the same number of hours

03:37: - the admin chooses the unit on the Leave tab, using the units toggle to choose

03:42: Days or Hours.

03:44: If working days have different lengths

03:47: - the leave unit is automatically set to Hours.

03:50: The Days option is locked,

03:52: and a hint explains why.

03:56: When a leave application is done, each day deducts the hours the employee was

04:00: scheduled to work that day,

04:02: according to their work pattern.

04:05: The summary shows each date in the application, with the days and hours being taken.

04:10: Notes appear next to dates and reflect any half days,

04:14: public holidays and non-working days based on the employee’s work pattern.

04:21: In Timesheets, expected hours are that employees work pattern hours for the week.

04:27: A day of leave,

04:28: populates your timehsheet with the expected hours from the employees work pattern.

04:34: Additionally, a bank holiday also fills that day with the expected hours from the

04:38: employees work pattern.

04:42: If your company has the setting for strict and minimum totals,

04:45: it will compare against the employee's work pattern hours for the week and flag the

04:50: difference that still needs to be added.

04:53: Utilisation is measured against each person’s own working hours,

04:57: based on their work pattern.

05:00: 100% utilized represents a person’s own working hours for that week.

05:06: For example,

05:07: someone on a four-day week who works 30 hours and is fully booked for those 30 hours

05:11: will show 100% utilisation.

05:15: In this example , Emily works 30 hours over a four day work week.

05:21: If she’s booked at 50% for the week,

05:23: she’ll be scheduled for 15 hours.

05:27: In this example,

05:28: if a multi-week work pattern is set up for Henry,

05:31: he has a two-week work pattern,

05:33: working 40 hours over five days in the first week and 32 hours over four days in the

05:38: second.

05:40: If he’s booked at 100% in his first week, he’ll be scheduled for 40 hours in his five-day

05:46: week

05:48: If he’s booked at 100% in his second week,

05:51: he’ll be scheduled for 32 hours in his four-day week, in line with his work pattern.

05:57: You have now successfully navigated Work Patterns in Fresh Projects.