Note: Only Super Admins/Admins/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 up team members who's holiday allowance is counted in half days. 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 set part time working weeks and the date the working week comes into effect. You can view all team members' time off allowance on their Profile->Time tab.
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'.
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.
Alternative way of setting an employee as part time:
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 in both suggested set-ups 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. You can then keep the employee in 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.
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. You can then move the employee to an office without public holidays included.
This will mean that Charlie will prorate the employee's allowance in the same way as the above set up, but the employee will have more flexibility to book public holidays off manually using their allowance. For this you will also need a custom time off type the is titled "Public holiday booking" (or something similar). Since the public holiday allowance is included in their total allowance, they can use that to book the bank holiday on the day, or if they are working they can manually book it on a different day.
Interested in hourly working weeks? We've now offer the ability to manage leave in hours - you can read more about it here!
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 :)