Work time policies

Work time policies define working time rules and constraints for your employees, such as maximum daily hours and mandatory breaks.

Overview

A work time policy combines two types of rules:

• Constraints — Validate time registrations against working time limits (e.g., maximum hours per day or week, mandatory breaks)
• Auto-registrations — Automatically adjust worked time (e.g., deducting unpaid lunch breaks)

Each work time policy decides in its Availability section which employments it applies to — by work country, org unit and employment terms.

Getting started

To create a work time policy:

1. Go to Settings › Policies
2. Click Add Policy and select Work Time Policy
3. Enter a name and optional description
4. Add constraint plugins to enforce working time rules
5. Under Availability , choose who the policy applies to
6. Click Save

Turning check in/out off

Some organisations register work time by entering hours and never use check in/out at all. Add the Check in/out not used constraint to a work time policy, and for everyone it applies to:

• the Check in/out row disappears from the timesheet
• the check-in buttons and the running clock disappear from the dashboard and the top bar
• new check-in registrations are refused

Existing registrations are kept. They stay visible in the check in/out report, and an administrator can still correct or delete them.

Someone who is checked in at the moment you add the constraint can still check out — their session is not left running.

Turn it off for one client without touching the others

Work time policies stack: every policy that applies to an employee contributes its rules. So the tidiest way to switch check in/out off for one group is a policy of its own, rather than editing a policy other people share:

1. Go to Settings › Policies, click Add Policy and select Work Time Policy
2. Name it something like No check in/out and leave the work time norm, the other constraints and the auto-registrations empty
3. Under Blocking constraints , click Add Plugin and choose Check in/out not used
4. Under Availability , choose the org units or employment terms it applies to
5. Click Save

A policy like this does nothing except switch check in/out off — it has no norm of its own, so it never competes with the norm the employee already gets, and it adds no other rules.

Do not combine it with the Mandatory Check-in constraint: that rule requires a check-in on every working day, which nobody on this policy can make.

Constraint plugins

Constraint plugins validate time registrations and flag warnings or errors when limits are exceeded.

No work beyond norm during time off

This rule also changes what employees see when they check in on a day they have time off.

Checking in during time off always asks the employee to confirm. With this rule on and a full day off, the dialog additionally warns that the day will be reported on their timesheet. It does not stop them registering the work — the breach is reported where breaches belong, on the timesheet, rather than leaving someone at work with no way to record it. A partial day is unaffected: the rest of the day is still working time, and only the minutes past it are flagged.

The dialog never offers to end a vacation, with or without this rule; only sick leave can be ended from there. Everything else is changed on the employee’s own time off page.

As with any constraint, whether a breach blocks timesheet submission or only warns depends on whether you add it as a blocking or a non-blocking constraint.

Auto-registration plugins

Auto-registration plugins automatically adjust worked time based on predefined rules — for example, deducting an unpaid lunch break or filling unregistered attendance onto a default activity. Each plugin has its own behaviour and configuration options, and several can be combined on a single policy.

See Auto-registration plugins for the full list and how each one works.

Settlement

What happens to the flex balance at the end of a period — crediting the delta, premiums, balance caps and payouts — is configured in a separate settlement policy. The flex-balance ceiling that used to be a Balance cap constraint here is now a cap step on the settlement policy.

A flex account with no settlement policy still carries its balance forward automatically, so simple flex setups need no settlement policy at all.

Troubleshooting