Note: Only Super Admins/Admins/Line Managers and Team Leads can do this.
In Charlie, you can set up working weeks for team members that differ from your company default working week to accurately manage team members' holiday allowance and time off bookings. This article is all about setting those working weeks up for your team members. If you're looking for hourly working weeks you can find how to set this up in this article here.
Charlie will automatically pro rata holiday allowance based on the working weeks applied to an employee and the date the working week comes into effect. You can view all team members' time off allowance on their Profile->Time tab.
Note: If a full day's holiday is booked on a day a team member works a half day, only a half day will be deducted from their allowance. The same applies if a public holiday falls on or full day's leave is booked on a day they don’t work at all - no day will be deducted from their allowance.
To change someone's working week:
Head to a team member's profile.
Click on the 'Settings' tab.
Scroll down to the 'Working week' section.
Input the days and/or half days the team member will be working by click on each square box
Input the 'Effective from' date - this is the date we will use to calculate when the pro rated allowance starts.
Click on 'Review changes'.
Once you're happy with the new working week, then simply select 'confirm changes'.
Note: You can't edit a working week once it has been applied. If you need to make any changes to an existing working week, you will need to click the bin icon in the right hand side and create a new working week.
Public Holidays for part time employees:
Part time employees are entitled to public holidays even if they happen to not work on any throughout the year. This means that if an employee works an 80% FTE they are entitled to 80% of the full time leave allowance as well as 80% of the public holidays in the UK.
Charlie is able to calculate this correctly following the set up below:
Include the full time allowance as well as the bank holidays (i.e 20 days of annual leave + 8 days of public holidays = 28 days total), and set public holidays as deductible on the policy. Ensure that the employee is a member of an office that includes public holidays
This will mean that public holidays are automatically assigned to the employee and deducted from the total prorated allowance. The employee will not have to book manually any public holidays, as Charlie will have already marked this as a day off/ non-working day.
If an employee works 5 half days:
In some case an employee could work every day of your full time week, but on a half days basis. This could mean Monday to Friday always working mornings, only afternoons, or a combination of morning and afternoons.
In such cases you can have either of the 2 set-ups listed below:
Include the full time allowance as well as the bank holidays (i.e 20 days of annual leave + 8 days of bank holidays = 28 days total), and set public holidays as deductible on the policy. Ensure that the employee is a member of an office that includes bank holidays
This will mean that bank holidays are automatically assigned to the employee and deducted from the total prorated allowance. The employee will not have to book manually any public holidays, as CHarlie will have already marked this as a day off/ non-working day.
In the leave policy only include the annual leave entitlement for your team (i.e 20 days of annual leave) and set the public holidays as "in addition to the allowance"
Charlie will be able to mark all public holidays as non working days without them being deducted from the total allowance, as well as prorate the allowance to reflect the 50% FTE of the employee.
Check out our public holidays article for how to set up your company allowance to manage public holidays for your full and part time team :)