Working Schedule and FTE Management

Summary

In this article

• Step 1: Edit an employee's contract
• Step 2: Add or update working schedule and FTE
•  Step 3: Assign working schedules based on various options
• Step 4: Updating salary and contract details
• Frequently Asked Questions (FAQ)

Before you begin

Step 1. Edit an employee's contract

1. Navigate to My People:
   • In the Plumm platform, go to the People section and select My People from the menu.
2. Select the Employee:
   • In the Active Users section, search for the employee whose contract you wish to edit. You can use the search bar to locate them quickly.
3. Open the Employee’s Profile:
   • Once you've found the employee, click on the three-dot menu (ellipsis) next to their name.
   • From the dropdown, select Edit. This will open the employee’s profile.
4. Switch to the Work Tab:
   • By default, the Personal tab will be selected. To access contract details, switch to the Work tab.
   • This tab displays all the relevant information about the employee’s job, role, and contract.
5. Find the Contract Section:
   • Scroll down until you find the Contracts section. This is where all employment-related agreements are stored.
6. Add or Edit Contract:
   • Hover over the contract card and click the three-dot menu next to it.
   • If you're adding a new contract, click Add Contract. If you are modifying an existing contract, click Edit Contract.

Step 2. Add or update working schedule and FTE

1. Working Schedule and FTE Options:
   • Standard Hours:
     • If the employee works standard, full-time hours, you can simply choose from predefined working schedules in the system. After selecting a working schedule, the system will automatically calculate their weekly hours based on the schedule.
     • This option is best for employees working a consistent schedule with no significant variations.
   • Adjust for Part-time or Different Hours:
     • If the employee works part-time, shifts, or irregular hours, you can select Adjust for Part-time or Different Hours. This allows you to manually input the employee’s weekly hours and adjust their FTE accordingly.
     • This option is useful when the employee’s working hours differ each week, or when they work fewer than the standard 40 hours per week.
2. Assign Working Schedule:
3. Depending on the type of working schedule you need to set, there are three main options to choose from:
   • Select from Library:
     • If your company has predefined working schedules, you can select a working schedule from the Library.
     • Based on the selected schedule, the system will automatically calculate the weekly hours and FTE.
     • FTE Calculation: FTE is automatically calculated by dividing the selected working schedule’s hours by the full-time working schedule hours. For example, if the full-time schedule is 40 hours per week and the selected schedule is 20 hours per week, the FTE will be 0.5 (20/40).
   • Custom:
     • This option allows you to manually input the working hours for each day of the week.
     • You can define custom working hours and create a schedule based on the employee’s specific needs. After inputting the hours, the system will calculate the weekly total hours and adjust the FTE accordingly.
   • Flexible Hours:
     • If the employee has flexible working hours, you can select Flexible Hours.
     • There are two sub-options for this:
       • Weekly Hours: If you input weekly hours, the FTE will be calculated based on these hours. The FTE field will be disabled for this option.
       • FTE: If you input the FTE directly (e.g., 0.8), the system will calculate the weekly hours based on this FTE.

Step 3. Updating salary and contract details

1. Salary Pay Type:
   • Select the Salary Pay Type, which could be monthly, hourly, etc., depending on the employee’s contract type.
2. Annual Salary:
   • Enter the annual salary for the employee. This amount should reflect the employee’s total yearly compensation based on their working schedule and contract type.
3. Currency:
   • Select the currency in which the salary is paid (e.g., USD, GBP, INR).
4. Notice Period:
   • Set the Notice Period. This is the length of time the employee must provide notice before resigning from their position.
5. Contract Duration:
   • Specify the contract duration if the employee is on a fixed-term contract. Otherwise, this may be left blank for permanent employees.
6. Comments:
   • Add any relevant comments regarding the contract. This could include special terms, conditions, or specific arrangements for the employee.

Step 4. Save or Update Contract

1. Save the Contract:
   • Click the Save button to finalize the contract and update the employee’s working schedule and FTE.
2. Editing or Deleting Contracts:
   • If you need to edit a contract later, follow the same process. All fields will be populated with the current contract details, and you can modify them as needed.
   • If you need to delete a contract, click the three-dot menu next to the contract and select Delete. Confirm the deletion in the pop-up prompt.

Frequently Asked Questions (FAQ)

1. Can I edit an employee’s contract after it’s been created?