Flex – Work Patterns – Adding and Amending
If an employee changes their existing Work Pattern or requires one setting up, then changes will need to be done in Flex to reflect this. The following steps will need to be carried out by the manager who authorises that person’s Flex.
Manager’s Actions
Select the Admin tab within Flex and select the Leave Card of the person who needs the changes to their Work Pattern.
Click on the View / Edit Work Patterns link and make any amendments in here.
Adding a New Work Pattern
If the employee does not have an existing Work Pattern then you will see the screen below
Click on the Add New Pattern button and that will open the dialogue box below
Fill in the relevant Daily Times and enter the Start and End Dates for the Work Pattern. Please note that if you do not know the End Date then it is best to enter a future date, e.g. 30 Dec 2030. Once the various fields have been entered then click on Add Pattern and that will create the Work Pattern for that employee.
Amending an Existing Work Pattern
If an employee already has an existing Work Pattern, when you click on the View / Edit Work Patterns link then you will see a screen similar to that below
To amend a work pattern, click on the Edit button at the side of the relevant Work Pattern and that will open the screen below
If the employee is returning to full time working then you will just need to amend the End Date (Effective To) to the last day that they worked the Work Pattern hours, as Flex assumes that a person is working 36 hours per week unless there is an active Work Pattern. You will then need to click the Save button
If the Work Pattern needs changing then again, you will need to amend the End Date (Effective To) to the last day that they worked the current Work Pattern hours and then click the Save button. Once that is done you will then need to create a New Work Pattern for the amended hours, as described above. Please do not just over type the existing one as that will cause problems in Flex.
Employees Working a Nine Day Fortnight
If an employee is going to be working a ‘Nine Day Fortnight’ then the easiest way to create a work pattern to cater for this is to divide the total hours for the nine days by two and create a work pattern for the result. This will mean that the Flex totals will be correct at the end of the second and fourth week. The alternative is to create a work pattern for every week of the year but that would be time consuming to do.