Please ensure when changing a user from full time to part time, all Key focus areas are investigated as listed below.
- FTE
- Hours Per Day
- Rota Patterns
- Absence Type Settings
- Entitlement settings
- Public holiday groups
1. Adjust Full-Time Equivalent (FTE)
The Full-Time Equivalent (FTE) represents the proportion of full-time hours an employee works. For example, a full-time employee has an FTE of 1.0, while a part-time employee working half the hours would have an FTE of 0.5. Adjusting the FTE ensures that entitlements (e.g., holiday allowance) are prorated correctly.
Steps:
- Navigate to Admin Panel > Users.
- Locate and select the user whose status is changing.
- Click on the Personal Information section.
- Click the Change FTE button.
- Enter the new FTE value (e.g., 0.5 for half-time) and the effective date for the change.
- Select any affected entitlement pots (e.g., annual leave, sick leave).
- Click Calculate new entitlement to review the updated balances.
- Click Change FTE and set entitlement to save the changes.
Note: Adjusting the FTE will prorate the user’s entitlements. For more information, refer to the guide: Changing a User's Full-Time Equivalent (FTE) Level.
2. Update Hours Per Day
If the user’s daily working hours are changing, you must update the Hours Per Day setting to ensure accurate absence calculations.
Steps:
Go to Admin Tools > Users.
Find and edit the user’s profile.
Select the System tab.
Modify the Hours Per Day field to reflect the new working hours (e.g., change from 8 hours to 4 hours).
Click Save Record.
Note: This setting directly impacts how absences are calculated. For further details, refer to: Changing the Hours Per Day (User Level).
3. Modify Rota Patterns
If the user’s working schedule is changing, you’ll need to update their rota pattern to align with their new part-time hours.
Steps:
Navigate to Admin Tools > Users.
Edit the user’s profile.
Click on the Rota tab.
Click Apply rota and select the appropriate pattern for their part-time schedule.
Set the Start date for the new rota pattern.
Click Confirm, then Save all changes.
Note: For more information on managing rota patterns, refer to: Changing/Assigning Rota on a User Level.
4. Review Absence Type Settings
If the user books time off in hours rather than days, ensure that the absence type settings are configured correctly.
Steps:
Go to Admin Tools > Users.
Edit the user’s profile.
Click on the Absence Types tab.
Edit the relevant absence type (e.g., annual leave, sick leave).
Adjust the Time Unit to "Hours" if necessary.
Save the changes.
Note: For more details, refer to: Changing the Absence Type Time Unit (User Level).
5. Update Public Holiday Groups
If the user is part of a public holiday group that affects their entitlement, you may need to adjust their settings to reflect their part-time status.
Steps:
Determine whether the user receives additional entitlement for public holidays (e.g., extra leave days).
If required, manually adjust their entitlement to reflect their part-time hours.
Note: For more information on managing public holiday groups, refer to: Managing Public Holiday Groups.
6. Adjust Entitlement Settings
If you prefer to display the user’s entitlements in hours rather than days, you can update this setting.
Steps:
Go to Admin Tools > Users.
Edit the user’s profile.
Click on the Entitlements tab.
Change the Time Unit to "Hours".
Save the changes.
Note: For more details, refer to: Changing a User from Days to Hours.
Summary of Key Considerations
FTE Adjustment: Ensure the FTE value reflects the user’s new working hours to prorate entitlements accurately.
Hours Per Day: Update this setting to ensure absence calculations are correct.
Rota Patterns: Align the user’s rota with their new part-time schedule.
Absence Types: Configure absence types to match the user’s booking preferences (e.g., hours or days).
Public Holiday Groups: Adjust entitlements if public holidays impact the user’s leave balance.
Entitlement Settings: Display entitlements in hours if preferred.
By following these steps, you can ensure a smooth transition for users moving from full-time to part-time status in the e-days system. If you encounter any issues or need further clarification, consult the relevant guides or contact your system administrator.