Introduction to Annual Working Schedule

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Overview

Roles: Admin | Interface: Web

The Annual Working Schedule in CrewCenter allows Admins to define the expected working hours for each day of the year. This ensures accurate calculation of overtime, absences and payroll for all employees. Understanding and managing these schedules is essential for compliance and efficient workforce management in construction environments.

What is an Annual Working Schedule?

An Annual Working Schedule is a calendar covering January 1 to December 31, specifying:

  • Expected working hours for each day
  • Weekly, monthly, and yearly totals
  • Public holidays and company-specific days off
  • Patterns for overtime calculations

Key points:

  • Each schedule covers exactly one full calendar year.
  • If no schedule exists, expected working time is set to 0 for all employees for that year.
  • Planned hours are used for plan vs. actual comparisons in the timesheet. Allowed deviation settings determine when timesheet highlights (red arrows) appear.

Creating a New Annual Working Schedule

  1. Go to Settings - Schedules and select Add schedule.

  2. Choose the Year from the drop-down menu.

    3. Download the year schedule template.

    4. Open the file and fill in the expected hours for each weekday in Excel for the entire year and upload the completed Excel file.

The Working Schedule Template is set to German by default. To change the language, click the cell in the top‑left corner of the worksheet and select your preferred language from the list.

Note: Regional holidays are not included in the provided sheet. The admin is responsible for adding the relevant regional holidays to the work schedule and setting all non‑working days to 0. Otherwise, if the customer simply copy‑pastes 8 hours across all days, employees will see missing hours in their dashboards, as they are not supposed to work on those days.

    5. Assign employees to the uploaded schedule, add a comment (optional), and click Complete.

Note: You can create multiple working schedules for the same year (e.g., Full-time office, Full-time jobsite, Part-time). Each employee can be assigned to only one schedule per year.

Editing or Deleting an Annual Working Schedule

To adjust future days (e.g., change Friday hours mid-year):

  1. In Settings → Working schedules, find the schedule.

  2. Click Edit (three dots), adjust details, upload the updated file, and click Update.

To delete a schedule:

  1. In Settings → Working schedules, find the schedule.

  2. Click Delete (three dots) and confirm deletion.

Impact:

  • Employees assigned to the deleted schedule will have no annual schedule for that year unless reassigned.

  • Their expected working hours become 0 for affected dates, impacting overtime and absence calculations.

Configuring Company - Wide Break Rules

Break rules define expected break time based on recorded working time and are managed at the tenant level.

  1. Go to Tenant settings → Working schedules.

  2. Scroll to the Break rules section (visible only if at least one active schedule exists).

  3. Click Add break rule or edit an existing one.

  4. Define:

  • Working time threshold (minimum daily working time for the rule to apply)
  • Expected break time (break duration required at or above this threshold)

Note: Both threshold and expected break must be positive. Each threshold value must be unique.

Timesheet break indicators

If the breaks do not comply with the break rules defined for the organization, the timesheet will display: 
  • an upward arrow if the break is too long, 
  • a downward arrow if the break is too short
  • no arrow if the break length is correct.

 

How Break Rules Are Used

The system uses break rules to calculate expected breaks in timesheets.

Combined with expected working time from the annual schedule, deviation buffers and record type, break rules determine timesheet highlights.

Troubleshooting Common Issues

Time calculation is wrong

Verify whether the hours are set correctly in the Working Schedule and ensure that the employee is assigned to the correct schedule.

Uploaded schedule is not for the entire year

Ensure the Excel file covers January 1 to December 31 with no missing days. Re-generate the template if needed.

Another schedule already exists for this period

Only one schedule for the same period is supported. Edit or delete the existing schedule before creating a new one.

Break rule with this threshold already exists

Each working time threshold must be unique. Adjust the new rule or remove the duplicate.

More Information

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