Visma Lön Anställd

Create or edit work schedule

This topic only applies to payroll administrators who work in Visma Lön 300/600.

If you are working in Visma Lön Smart, you enable all the work schedule settings there. In Visma Lön Anställd you can only see which settings that are used. Read more in the topic Payroll settings in the Visma Lön Smart help texts.

If you are working in Visma Lön 300/600, you can enable work schedule settings in Visma Lön Anställd. Certain information is however retrieved from the payroll program. Read more in the topic Edit employee details.

You should therefore create work schedules for all types of working hours that are relevant to your company and then assign them to each employee.It is important that all employees who work regularly have a correct work schedule, since the employment rate, hours worked per month, hours worked per year, and qualifying sick deduction etcetera are calculated based on the work schedule.

In order to synchronise to Visma Lön 300/600, all work schedules must be complete. Inactive work schedules are not included in the synchronisation. You can therefore untick the Active work schedule if a work schedule should not be included in the synchronisation. You can only make a work schedule inactive if it is not being used by any employee.

Do the following to create or edit a work schedule:

Select Scheduling - Work schedules.
Select the work schedule if you want to edit it, or select Create new if you want to create a new work schedule.

Most of the work schedule details cannot be edited if the work schedule is used in a submitted or locked period, but there are exceptions. Details that can be edited are the work schedule description, whether the schedule should be active or not, as well as the rules regarding unpaid breaks.

Fill in or change the Description.

Since a work schedule can be used for several employees, it is useful if the work schedule description outlines the details, for example Full time 8-17 with unpaid breaks.

Select Work schedule type. Read more about the different types of work schedules under the information icon and the topics Scheduled working hours and Irregular working hours.
Select Full time or Part time.

Remember that you always need to set up a full-time schedule, even if you are only going to work with part-time schedules. This is important because the full-time schedule is used to calculate employment rate, overtime for part-time employees, overtime, seasonal working hours, schedule during holidays, and more. Read more in the topic Enable settings for full-time and part-time schedules.

Depending on whether you selected Scheduled working hours or Irregular working hours as the work schedule type, the view of the bottom part of the window will change.

Scheduled working hours

The work schedule with the setting Scheduled working hours is used for employees who have regular working hours which follow a fixed work schedule. This type of work schedule may be rolling for up to twelve weeks and have different hours for different weeks.

Select a full-time schedule under Based on full-time schedule if the schedule is a part-time schedule.

All part-time schedules should be based on a full-time schedule. This is important because the full-time schedule is used to calculate employment rate, overtime for part-time employees, overtime, seasonal working hours, schedule during holidays, and more.

Choose whether the work schedule should manage unpaid breaks and/or consider bank holiday schedule. Read more about what each option means under the information icons.
Click on the text Manage seasonal working hours if the working hours deviate from the normal working hours for parts of the year. This will drop down selections to enter the start and end dates of the deviating period.

If the company's standard working hours are 8:00-17:00, but during the summer months it is 8:00-16:00 instead, this is entered under Manage seasonal working hours. Next to Deviation period 1, select Start: June, 1 and End: August, 31. Apart from a row with the standard working hours, you will also see a row with the working hours during the deviation period in the schedule view. There you enter the deviating working hours, for example 8:00 as the start time and 16:00 as the end time.

Using the plus and minus signs to the right of the field, you can add and delete deviation periods.

Enter working hours for standard and deviating periods if the company applies seasonal working hours.
Click in the Lunch column and make settings for the time rules that apply when the employee takes a break. If unpaid breaks are handled, you should also make settings for Break 1 and Break 2.

Normal time is the number of minutes that will automatically be deducted if the employee does not clock out and in during the break (for example, 60 minutes for lunch break).

Min. time is the minimum number of minutes that the employee must take for a break (for example, 30 minutes). If the employee clocks out for lunch and then clocks in after 20 minutes, 30 minutes will still be deducted.

If 30 minutes are to be deducted for the break, the employee needs to both clock out and clock in. If the employee has flex time, there will be a 30-minute addition to the flex time.

Tips and tricks

To avoid that employees having to clock in and out when they are taking breaks, you can add unpaid breaks in the work schedule for employees with scheduled working hours. Manage unpaid breaks must be checked in order to see the fields for unpaid breaks.

If Manage seasonal working hours is selected, enter the Average working hours per day, full year in hours and minutes.

When a row is active, icons for copying, pasting and emptying rows are visible in the Actions column. If the working hours and rules for lunch breaks and unpaid breaks should be the same for several days, you enter the information for one day, select the Copy icon, choose the next day and select Paste.

If the working hours differ from week to week you can add as many weeks as needed using the Add week button. A work schedule can manage up to twelve weeks. When you assign work schedules to employees, you enter which week the schedule should apply from. Read more about how to do this in the topic Assign employee to work schedule. .

Under Time summary, you will see different summaries depending on the type of work schedule, number of weeks and seasonal working hours. Read more under the information symbol and the topic Time summary.

Click Spara. You can also select Save draft if you want to pause your work and continue later.

If the work schedule relates to a part-time employment, Average employment rate is shown at the bottom of the page. Under the information icon you will find more information about the calculation behind it.

When you edit a work schedule you find the options to copy and delete the work schedule at the bottom of the page. Please note that you can't delete work schedules that have been transferred to Visma Lön or are linked to an employee.

There is also an option for assigning a work schedule to an employee. Read more in the topic Assign employee to work schedule.