User's working hours and hour balance

In the Employment Type & Working Hours section of the user card, you can define the expected working hours for a user, i.e., the number of hours expected from the user on different weekdays. This can be set manually or by using predefined employment templates from the time management settings.

Based on the expected working hours and logged hour entries, PSA can calculate the user’s hour balance. The hour balance can be modified if needed from the user card or time management settings. 

Permissions: Admin
PSA plans: Business, Enterprise, Enterprise+

Define Employment Type & Working Hours on the User Card

1. Go to Settings > User Management > selected user - Employment Type & Working Hours.
2. Click Add Definition.
3. If you want to use a predefined employment template from the time management settings, you can select it from the dropdown under Template. Some of the fields will be auto-filled.
4. Define the Start Date and End Date (leave the end date blank for continuous employment).
5. Optionally, add a Description.
6. Define or review the working hours for each day either in hours or percentages using the % symbol. When defining working hours as a percentage, the calculation is based on the latest working hours set in hours. (You can set the displayed weekdays from the eye icon.)
7. Enable or disable the option Accumulate hour balance. 
8. Save with the green icon at the beginning of the row. 
   
   

Examples of Working Hours

• Below, the user’s working hours were aligned with the company’s standard working hours until September 17, 2023. 
  • From September 18, 2023, to December 31, 2024, the user works 80% of the working hours, Monday through Friday.
  • Starting January 1, 2025, the 80% work schedule will be applied indefinitely, with Fridays off. 

Editing, Archiving, and Deleting Working Hours

Note! If you edit a current, previously used, or reactivated expected working hours, the change will affect the hour balances for the respective time periods.

• A working hour definition with Active status can be edited or deleted.
• A working hour definition that has been Used can be edited or archived.
• A New upcoming working hour definition can be edited or deleted.
• An Archived working hour definition can be reactivated. 

You can edit the definitions from the three dots at the beginning of the row. Save with the green icon.

You can set the displayed weekdays from the eye icon.

By default, all working hour definitions are shown in the view, but you can filter them using the menu.

Manage Hour Balance on the User Card

A user's individual hour balance can be modified on the user card. The hour balances of all users can also be managed from the time management settings. Adjustments to hour balances may be necessary if, for example, a user has taken time off using accrued hours.

1. Click Add Row.
2. Set the Hours field to the change in hour balance.
   • For example, to reduce the balance by 10 hours, enter the value as -10.
   • To increase the balance by 10 hours, enter the value as 10.
3. Set the Change Date when the change will be reflected in the balance. 
4. Add a Description for the change.
5. Save with the green icon at the beginning of the row.