Rulesets tab

Use the Rulesets tab to configure different rules for different groups of employees or individual employees. This is one of the most important areas of the Timesheets module. If you prefer, your organisation can have one ruleset for all employees.

You can only assign one ruleset to each employee.

From this screen, you can:

  • Update existing rulesets (configure excess and deficit rules)

  • Create rules to specify when certain events are not allowed. For example, if you specify that employees cannot record onsite events between 9.00 and 12.00, employees who try to do so will need to make a comment and have this ‘rulebreak’ authorised

  • Delete rulesets. If the Delete option is greyed out, the ruleset is in use and you cannot delete it

  • You can create different rules for different employees. For example, the warehouse team may start work at 7 o’clock, but take an hour lunch break, while the office team may be allowed to start at 8 o’clock at the earliest, but take a 30-minute lunch break

  • Assign rulesets to individual employees, or globally to groups of employees

Add a new ruleset

  1. On the Rulesets tab, click Add a Ruleset at the bottom of the screen. You will see this screen:

  1. Complete the screen, using this table as a guide:

    Field

    Description/How to complete

    Ruleset

    Type a name for the ruleset

    Earliest start time

    Type the appropriate time

    Latest finish time

    Type the appropriate time

    Maximum excess carry limit

    Type the appropriate number of hours

    Maximum deficit carry limit

    Type the appropriate number of hours

    Lunch break must be taken between

    Type the appropriate times

    Otherwise, apply a time penalty of

    If required, tick the box, and then type the number of hours/minutes

    Automatically clock out at

    If you want employees to be clocked out automatically at a specific time if they have not already clocked out, tick the box, and then type the time

    Only accrue time between the day start and day end times

    If you only want employees to accrue time between the specified start and end times for the day, tick the box

  1. At the bottom of the screen, click Save.

  2. To assign the ruleset to employees, select Use the timesheet ruleset assigned to the employee on the Carry Limits tab.

Add rules to a ruleset

  1. On the Rulesets tab, click Rules beside the ruleset you want to add rules to

  2. At the bottom of the screen that is displayed, click Create Rules. You will see this screen:

  1. Configure the rules as required, and then click Save to add them to the ruleset.

The screenshot below shows settings for the following rule: employees cannot book/log an onsite event between 09:00 and 12:00, give or take 10 minutes (i.e. must clock in before 09:00). If employees break this rule, an alert is raised, employees need to add comments, and the event must be authorised.

Assigning rulesets to employees

You can assign rulesets to individual employees using the Timesheet Ruleset field on the Job & Salary screen in HR. If you leave this field blank, no timesheet rulesets are applied to the employee.

On the Job & Salary screen, you can also set:

  • The employee’s lunch duration. If you leave this field blank, the lunch duration in the rulesets is applied, but if you select a value on the Job & Salary screen, this value will override the default lunch duration

  • The employee’s timesheet location

Alternatively, you can use the Global Ruleset Assignment option at the bottom of the Rulesets tab screen to assign rulesets to groups of employees, updating their Job & Salary screen. You can select an existing group from the drop-down menu or use Query Builder to create a group.