In ProdSys, creating a work calendar for employees is an essential process to register workdays and working hours accurately. This allows you to manage employee availability, schedule work shifts, and ensure accurate time tracking. Follow the steps below to create and assign work calendars to your employees:
Step 1: Log in to ProdSys
Log in to ProdSys: Start by logging into your ProdSys account with your username and password.
Navigate to Calendar Settings: From the main menu, go to "System/Settings/Calendars"
https://app.prodsys.com/#/settings/calendar
Step 2: Create a New Work Calendar
New calendar: In the Work Calendars page, click on the “+ New Calendar” button to create a new work calendar.
Name the Calendar: Enter a name for the calendar (e.g., "Standard Work Week" or "Shift Calendar" or "John Does Calendar"). This name will help you identify the calendar later when assigning it to employees.
Select type: "Personal Calendar"
Edit: Select the Action menu "Three dots" select Update
Select Period: Select start end for the period to create.
Set the Work Week:
Set the work hrs for each workday (e.g., Monday to Friday).
Set the available capacity % for production
Time rule is not mandatory for personal calendar this is set on each employee
Note: On shift calendar and on station calendar this is mandatory.
If used on personal calendars it will overrule the Time rule set on the employee
Shift rotation: To make a shift plan with rotating work week use the Insert week and
Skip Week fields.
Example: To make a 3 week on and one week of rotation set:
Insert week = 3 Will update the first 3 week
Skip Week = 1 Will skip the following week
And then start over to the end of the period.Specify Holidays manual: Add any public holidays or company-specific days off by selecting the date and marking it as a non-working day.
Save the Calendar: Once all details are filled in, click the "Save" button to finalize the calendar.
Specify Holidays automatic:
Select the Action menu "Three dots" select Regional Calendars
Select Period / Select Country / Select Update
If available it will apply public days from Country to the calendar
Step 3: Assign Work Calendar to Employees
Go to Employee Management: Contacts / Contact list / Select Employee:
https://app.prodsys.com/#/contactsSelect an Employee: Choose the employee to whom you want to assign the work calendar. Select the Employee account tab
Assign the Calendar: In the employee’s profile, locate the "Work Calendar" section and select the appropriate calendar from the dropdown list.
Save the Assignment: Once the calendar is selected, click "Save" to confirm the assignment.
Step 4: Customize Employee-Specific Work Calendars (Optional)
Override Specific Days: If an employee has a custom work schedule (e.g., part-time or specific shift changes), go to their calendar and manually adjust the working hours for specific days.
Add Custom Exceptions: You can also add individual exceptions like vacation days or business trips by editing the employee’s calendar directly.
Step 5: Review and Manage Employee Work Calendars
Review Calendar Assignments: Once you’ve assigned calendars to employees, you can review all calendar assignments in the "Work Calendar Overview" section.
Update as Needed: Calendars can be updated at any time if work schedules or company policies change.
Step 6: Track Employee Hours and Attendance
Time Registration: The work calendar will now be used for employee time registration, and their working hours will automatically be tracked based on the calendar settings.
Reports: You can generate reports on employee attendance, hours worked, and deviations from their assigned work calendar using the Time Management module.
Conclusion
By following these steps, you can efficiently create and assign work calendars to employees in ProdSys. This ensures accurate registration of workdays and hours, streamlining time tracking and payroll processing for your organization.