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A schedule defines the shifts for each day of the week. When you assign it to an employee, FileXpress knows what time they must clock in and out, how many regular hours they have each day and which are their rest days. With that, late arrivals, early departures and overtime are calculated in Schedule compliance.

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Create a schedule

1

Go to Human Resources → Schedules → New schedule

2

Enter name, code, description and color

The code is unique within the company (for example ADM, NOCHE).
3

Add the week's shifts

For each day, Add shift with start time, end time and break minutes. With Add segment (split shift) you add another segment for the same person that day (for example, 08:00–12:00 and 14:00–18:00); a day without shifts is a rest day. Use Copy Monday to Tuesday–Friday to repeat the same shift.
4

Preview

Shows the hours for each day, the shift class (Day, Night or Mixed) according to the labor rules and the legal warnings if a day or the week exceeds the regular maximum.
5

Save

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Companies with several shifts

A schedule describes the workday of one group of employees. If the company works in shifts (morning, afternoon, night), create one schedule per shift and assign each employee their own: Shifts from different schedules can overlap (in the example, from 12:00 to 15:00 both groups work). What is not allowed is putting both shifts in the same schedule and the same day: it would be interpreted that the same person works both, and the system shows the error “Overlaps with another shift on the same day”.
For rotating shifts (for example, one week in the morning and the next in the afternoon), change the employee’s assignment by dates in Assign schedules, using Effective from and Until.

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Shifts that cross midnight

If the end time is earlier than the start time (for example, 22:00 to 06:00), the shift ends the next day and is marked with the +1 day label. A shift cannot last more than 24 hours or overlap with another on the same day.
Legal warnings do not prevent saving the schedule: they indicate that part of those hours will be classified as overtime. Review the labor rules for your country.

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Edit and delete

  • When you edit a schedule, its shifts are replaced and the attendance of the employees who have it assigned is recalculated.
  • A schedule cannot be deleted while it has active assignments; end or change those assignments first.

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Assign schedules

This is done in Human Resources → Schedule assignment, which shows the current schedule per employee and the change history.
1

Click Assign schedule

2

Choose the schedule and the employees

You can select several employees or Select all active.
3

Enter Effective from and, optionally, Until

With no end date, the assignment is indefinite.
4

Close the previous current assignment (optional)

If the employee already has a schedule, check this so the previous one ends the day before. Without this option, an assignment that overlaps with another is rejected.
5

Assign

It shows which employees could not be assigned and why.
Filter by employee to see their history, or by date to see which schedule each one had that day. Each assignment can be edited (schedule, dates, notes) or deleted; both changes recalculate the affected attendance.
Employees with a professional services relationship appear marked as (services). Assigning them a mandatory schedule may create an employment relationship; consult your advisor before doing so.

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Employees without a schedule

If an employee has no assigned schedule, their hours are classified anyway (status No schedule), using the rest days and default workday from the labor rules. Late arrivals, early departures and absences are not calculated.

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See also