Working Schedules

Introduction

Working Schedules is a powerful feature that allows you to define customized work patterns for your team members, providing accurate resource capacity data across your organization. Unlike the previous simple weekly hour field, Working Schedules enable you to account for part-time work, flexible schedules, seasonal variations, and other complex work arrangements.

With Working Schedules, Tracket automatically calculates each team member's available capacity, making it easier to plan projects, allocate resources, and understand your team's true workload.

What are Working Schedules?

A Working Schedule defines when and how much a team member works. Each schedule specifies:

• Working days: Which days of the week the person works

• Hours per day: How many hours they work on each day, with support for multiple time blocks

• Validity period: When the schedule is active (start and end dates)

• Week patterns: Support for alternating Week 1 and Week 2 patterns

Company Schedule vs. Personal Schedule

Company Schedule: A default working schedule set at the organization level in Admin > Settings > Working schedules. This applies to all employees unless they have a personal schedule. This is ideal for standard full-time employees who follow the same work pattern.

Personal Schedule: A custom schedule assigned to individual employees in Admin > People that overrides the company schedule. Use this for part-time staff, flexible workers, or anyone with non-standard hours.

No Schedule: Some employees (like freelancers or hourly contractors) may not need a schedule. Without a schedule, Tracket has no availability data for them, but they can still log time normally.

How Working Schedules Work

Schedule Hierarchy

Working Schedules are applied at the team member level. Each person can have:

• Multiple schedules: Different schedules for different time periods (sequential, not overlapping)

• Schedule changes: Update schedules when work arrangements change

• Custom patterns: Unique schedules tailored to individual needs

When calculating capacity, Tracket uses the schedule that is active for the specified date range.

Capacity Calculation

Tracket automatically calculates available capacity using:

1. Base schedule: The working hours defined in the active schedule

2. Company holidays: Days off defined in Holiday Schedules

3. Personal time off: (Future) Individual days off or absences

4. Submitted time entries: Actual logged hours

This provides a complete picture of planned vs. actual capacity for better resource management.

Example:

• Working Schedule: 40 hours/week (Monday-Friday, 8 hours/day)

• Holiday on Monday: -8 hours

• Net capacity that week: 32 hours (shown in timesheets)

Active Time Tracking Period

The Active Time Tracking Period defines when an employee is expected to track time in Tracket. It can be set by monday.com admins on the Team page in the app, or from the Teams & People section in the app settings and consists of:

• Start date: When the employee begins tracking time (e.g., hire date)

• End date (optional): When the employee stops tracking time (e.g., departure date)

This period determines when schedules are active and when capacity is calculated. Schedules outside this period won't affect capacity calculations.

Setting Up the Company Schedule

The company schedule serves as the default for all employees who don't have a personal schedule.

Access Company Schedule Settings

1. Open the App Settings

2. Click on Capacity management in the left sidebar

3. Find the Company working schedule section

Configure the Company Schedule

The company schedule uses a calendar-style interface for setting work hours:

1. For each day of the week, you can:

   • Toggle the day on or off

   • Add one or multiple time blocks

   • Set start and end times for each block (e.g., 09:00 - 17:00)

2. To add a time block, click the + button for that day

3. Enter the start time and end time

4. Add additional time blocks if needed (e.g. for a lunch break)

5. The interface displays total hours per day and per week

Example configurations:

• Standard 9-5: Monday-Friday, 09:00-17:00 (40 hours/week)

• With lunch break: Monday-Friday, 08:00-12:00 and 13:00-17:00 (40 hours/week)

• 4-day week: Monday-Thursday, 08:00-18:00 (40 hours/week)

Set Up Alternating Weeks

If your organization uses an alternating week pattern (e.g., 40 hours one week, 32 the next to average 36 hours):

1. Click + Add second week to enable alternating weeks

2. Configure Week 1 with the first pattern (e.g., Monday-Friday, 8 hours/day)

3. Configure Week 2 with the second pattern (e.g., Monday-Thursday, 8 hours/day)

4. Tracket will automatically alternate between these patterns from the starting date

The interface displays:

• Total hours for Week 1

• Total hours for Week 2

Save the Company Schedule

1. Review your configuration

2. Click Save to apply the company schedule

3. This schedule now applies to all employees without personal schedules

Setting Up Personal Schedules

Personal schedules override the company schedule for individual employees.

Access Employee Profile

1. Go to Team → People or App Settings → Teams & People

2. Select the team the employee belongs to (if applicable)

3. Click on the employee's name to view their profile

Create a Personal Schedule

1. In the employee's profile, find the Working schedule section

2. Click Set up new schedule

3. Set the Start date for when this schedule becomes active

4. For each day of the week, you can:

   • Toggle the day on or off

   • Add one or multiple time blocks

   • Set start and end times for each block (e.g., 09:00 - 17:00)

5. To add a time block, click the + button for that day

6. Enter the start time and end time

7. Add additional time blocks if needed (e.g. for a lunch break)

8. The interface displays total hours per day and per week

9. Just like the company working schedule you can setup alternating weeks

Save the Personal Schedule

1. Review your configuration

2. Click Save working schedule

3. The schedule is now active and will be used for capacity calculations starting from the specified start date

Managing Schedules

View Current Schedules

Company schedule:

• Navigate to App settings > Capacity management

• Click the Company working schedule

• The current company schedule is displayed and can be edited

Personal schedules:

• Navigate to App settings > Teams and People

• Select an employee

• View their Working schedule section to see all current and historical schedules

Edit a Schedule

You can edit schedules after creation to correct errors:

1. Navigate to the schedule (company or personal)

2. Click on the three dots menu and select Edit schedule

3. Modify the time blocks, days, or week patterns

4. Click Save to update the schedule

Editing a schedule updates it for the entire period it was active. If you need to change someone's schedule going forward without affecting historical data, create a new schedule instead.

Create a New Schedule (Schedule Change)

This applies to both the Company Working Schedule and the Personal Working Schedule.

1. Navigate to the Company Working Schedule settings or the Employee’s Profile.

2. Click Setup new schedule

3. Set the Start date for when the new arrangement begins

4. Configure the new schedule

5. Click Save

What happens:

• The previous schedule automatically receives an end date (the day before the new schedule starts)

• The new schedule becomes active from its start date

• Historical capacity remains accurate for both periods

• You maintain a complete audit trail of schedule changes

Handle Employee Departure

When an employee leaves the organization:

1. Navigate to App settings > Teams and people

2. Select the employee

3. In the Active Time Tracking Period section, set the End date to their last day

4. Click Save

This ends the current schedule and stops capacity calculations after the departure date. All historical data is preserved.

Related Features

• Capacity Management -> - Understand the complete capacity system

• Holiday Schedules -> - Configure company and national holidays that reduce capacity