Setting Up Employee-Level Work Schedules

Purpose

By default, UZIO assumes every employee works 5 days a week, 8 hours a day. Work schedules correct that assumption for employees on other patterns, such as a 4×10 week or a weekend crew, so that PTO deductions, holiday pay and the paid hours payroll receives for a day of time off match each employee's real working pattern.

Who can do this: Users who can edit company Time Tracking settings (to create schedules) and the employee's Job tab (to assign one). UZIO's own guidance describes this as administrator or full HR Manager access. The exact permission has not been confirmed; if you cannot see Time Tracking > Work Schedule, ask your Employer Administrator to check your role.

Prerequisites

• The employees you are assigning schedules to are already set up in UZIO.
• You have reviewed your PTO policies and holiday calendars. Work schedules change how both are applied.

Step 1: Create a work schedule at the company level

Schedules are defined once at the company level, then assigned per employee. You cannot create one from an employee profile.

1. Go to Time Tracking in the main navigation.
2. Select Work Schedule.
3. Click Add Work Schedule.
4. Choose the schedule type:

1. Name the schedule (for example "4-Day Work Week", "Weekend Crew"). Names must be unique.
2. Click Save.

Create as many schedules as your workforce needs.

[Screenshot: Add Work Schedule form with the schedule-type options]

Step 2: Assign a schedule to an employee

1. Open the employee's profile.
2. Click the Job tab.
3. Scroll to the Work Week Schedule section.
4. Pick the schedule from the dropdown.
5. Click Save.

Employees without an assigned schedule stay on the default 5×8 assumption. No action is needed for standard-schedule staff. Each employee can have only one active work schedule at a time.

How work schedules change PTO

• On an Hours policy, a full day of PTO deducts the schedule's daily hours. A 4×10 employee has 10 hours deducted per PTO day, not the policy's Standard Daily Working Hours.
• On a Days policy, a full day still deducts 1 day. The schedule changes which days count, not the amount per day.
• PTO is deducted only for the schedule's working days. If a 4×10 employee does not work Fridays, a request spanning Friday deducts nothing for that day. The schedule's days replace the policy's Days of the work week for that employee.

How work schedules change holiday pay

• A company holiday falling on a day the employee does not normally work: no holiday pay is processed for that employee.
• Holidays on scheduled working days process as normal.

Example: a 4×10 employee has Fridays off and a holiday falls on Friday. That employee receives no holiday pay for it.

How work schedules reach payroll

When approved time off is paid through UZIO Payroll, a day taken on a Days policy is converted to paid hours using the employee's schedule hours (10 for a 4×10 employee) rather than the policy default. Hours-policy requests are already recorded in hours. Holiday hours follow the same rule. This is why a schedule should be assigned before the employee's first request, not after.

Important notes and limitations

• Schedule changes apply prospectively, to future PTO requests and payroll runs. Already-approved or processed time off is not recalculated, and existing balances are not touched.
• The Custom type takes one set of working days and one hours-per-day value. It does not support day-by-day variation (for example 6 hours Monday, 10 hours Tuesday). UZIO does not offer a per-day pattern; choose the schedule whose daily hours match the employee's most common day, and correct any individual request with a balance adjustment if needed.
• Do not delete a schedule that is still assigned. Reassign the affected employees to another schedule first. Deletion is also blocked if the schedule was ever assigned to anyone in the past, even if no one currently has it, because past PTO and holiday calculations reference it.

Common problems

Why can't I delete a work schedule?

"Deleting this work schedule is not allowed because it is either currently assigned to one or more employees or has been assigned to at least one employee in the past." The block covers historical assignments too, because past PTO and holiday calculations reference the schedule. Reassign current employees to another schedule if needed, then leave the old schedule in place. Rename it "(retired)" if the list gets cluttered.

Why won't my new schedule save?

"Schedule name already exists." Schedule names must be unique across the company. Pick a distinct name, and check the Work Schedule list for near-duplicates a colleague may have created.

A 4×10 employee's PTO day deducted 8 hours, not 10

The schedule assignment was not in effect for that request. Either the schedule was not assigned on the employee's Job tab when the request was made (schedule changes apply prospectively, so the old request is not recalculated), or the policy is a Days policy, where a day is always 1 day and the conversion to 10 paid hours happens in payroll. Confirm the Work Week Schedule on the Job tab, then cancel and resubmit the request if it is an Hours policy.

FAQ

Does this affect kiosk, mobile or web time tracking? No. Time clock behaviour is controlled separately in Time Tracking settings. See Time Clocks and General Settings.

What about employees with no schedule assigned? They follow the 5×8 default for PTO and holiday pay, and the policy's Standard Daily Working Hours for payroll conversion.

Related articles

• Adding and Managing Time Off Policies
• Managing Holiday Calendars and Policies
• Understanding Accruals, Carryover, and Balance Resets
• Time Clocks and General Settings