Frequently Asked Questions (FAQ)

1. Explanation of balance overview

Read in this article where you can view the balance overview!

Balance overview

• Employees
• Select an employee
• Balances. Here you can adjust and view some data.

Holiday and overtime balance

Here you can see at a glance what the employee's balance was at the end of locking the last payroll period.

Holiday accrual factor

When a value other than 0 is entered for the Holiday accrual factor, the employee will accrue holiday per payroll period based on his/her basis. This factor can be set per contract type or per employee. If the factor is not set correctly for the contract type, you can contact our support team.

If you want to adjust the factor for a single employee, you can click on Adjust behind the factor.

Note: If later - for example due to the collective labor agreement (CAO) - changes are made to the accrual factor per contract, this will automatically be applied to all employees except those who have manually set a different accrual.

If you work with a fixed annual leave instead of accrual, you can, for example, enter the full holiday entitlement of the employee as a starting balance at the beginning of the year. When the employee takes holiday now, this will be deducted from the balance.

Overtime from

Under Overtime from you can set from how many hours the employee starts to accrue overtime. This only applies to employees with a fixed contract. By default, Overtime from is set to the number of hours an employee must work according to his/her contract, for example 40.

*Use only in combination with a payroll period based on weekly locking, so weekly, 4-weekly or 4-4-5 scheme.

Balances table

The balances table will be updated when you have done a payroll for the employee's contract type. A row will then be added to the balances table with the corresponding paid period. In this example, that is 2018-W27 and 2018-W28: week 27 and 28.

Per row you can see what happened in this payroll period:

• Under Contract it shows how much the employee should work according to his/her contract in this period (the basis).
• Under Hours you see the number of hours and days the employee has in this period as approved hours for the basis. Hours that appear in the payroll administration to the right of the column Total/basis will not be shown here because they do not affect the balances.
• Under Holiday you can see what holiday hours the employee has accrued and deducted. In the column Added you see how many holiday hours were added this period. This only happens when you work with a holiday accrual factor (see explanation at the top of the page). In the column Deducted you see the number of hours deducted from the employee's holiday balance this period. Under Balance is the new holiday hours balance. The Added and Deducted hours are already processed in this balance. It is also possible to make a correction in the holiday balance; see the following article: How do I correct balances?
• Under Overtime you see what overtime the employee has accrued or deducted in this period. For overtime, the system looks at whether the employee has reached the basis. The used basis can be seen under Contract in the column Hours. If the employee exceeds the number of hours of the basis, these are overtime hours. If the employee is below the number of hours, these are negative hours. These are indicated in the table with a minus sign (-) before the hours. Unlike holiday, negative hours are also shown under the Added column. For example, an employee can get -8.00 hours, which will be deducted from the overtime balance. Under Deducted you see the overtime hours the employee has taken or been paid out. It is also possible to make a correction in the overtime balance; see the following article: How do I correct balances?

Tip: The employee's balance is updated when the payroll is done, see for more information the payroll step-by-step guide.

Other useful articles about balances:

• Making corrections in balances

2. Correcting clock times (website)

Dyflexis offers the possibility to register hours using the Rex-O-Matic. Clock times can be registered and confirmed with just a few clicks. Did an employee not clock in or out? Are the clock times too far apart? Did someone clock incorrectly? Read here how to manually correct or add clock times.

Want to know how to correct clock times in the app? Then go to: Correcting clock times (app)

Checking clock moments

A normal clock process starts with clocking in at the beginning of the shift and ends with clocking out at the end of the shift. The clocked times are stored by the program and can then be found under Time registration and Rex-O-Matic.

On the Rex-O-Matic page, correct (and complete) clock moments are displayed as a green bar and incorrect (or incomplete) clock moments as an orange bar.

Tip: More information about the Rex-O-Matic page can be found in the article: Where can I see an overview of the Rex-O-Matic clock times?

In the time registration, correct (and complete) clock moments are shown as orange boxes, incorrect (or incomplete) clock moments as red boxes.

The clock moments can then be converted into registered hours by clicking on the thumb icon or via Actions > Confirm clock times.

Incorrect clock times

Clock moments are recognized as incorrect if

• only one clock moment occurred instead of two.
• the type of clocking was not correct: for example, clocking in twice or clocking out twice.
• the clock moments are too far apart. The maximum interval between clock moments is 12 hours. If the distance between stop moments is greater, the program can no longer assign the clock moments to each other.

Editing clock moments

You can view and edit clock times under both Time registration and Rex-O-Matic. Click on the box or bar with the clock times for this.

You will now see all clock times for the day in a row. In the row of each clock moment, you can see in parentheses which employee last edited the clock moment.

To edit a clock moment, click on the row of the selected clock moment.

You can now

1. edit the time/date
2. edit the location
3. change the status of the clock moment between clock in and clock out
4. add a note
5. confirm the respective change by clicking "Edit"
6. If you want to delete the opened clock moment, click Delete (6).

You can also perform actions not related to the selected clock time:

     7. add a new clock time, for example if a clock moment is missing.
     8. if you want to delete the clock time marked on the right, check the corresponding box and click 'Delete'.

 Related to

• Time registration
• Stundenregistrierung
• Clock times
• Rex-O-Matic

3. Dealing with holidays

Holidays present special challenges for planners and administrators. We have compiled a series of links and tips for you on how to process holidays in the system.

Contents:

1. Entering holidays in the calendar
2. Recognizing holiday leave for all or all scheduled employees
3. Recording holiday leave in the shift
4. Recognizing bonuses for employees who work
5. Entering holidays (vacation in days, automatic accrual, manual entry of vacation leave)

1. Entering holidays in the calendar

To assist planners and to make holidays visible to employees in their calendar, holidays can be saved in the calendar.

How to do this can be read in the following knowledge base article: How do I add an event in the calendar?

Note: adding holidays to the calendar is not linked to granting holiday leave and bonuses.

2. Granting holiday leave to all or scheduled employees

How to recognize holiday leave for multiple employees at once can be found in the following article: How do I grant holiday leave?

Note: if you want to use the scheduled hours as a basis for the granted holiday leave, it is advisable to keep the schedule until the holiday leave has been entered.

3. Recording holiday leave in the shift

To remove shifts for the holiday itself, you can mark the shift as canceled by right-clicking on the relevant shift and then clicking Mark > Canceled.

To mark shifts as leave instead of canceled, right-click on the relevant shift and move the mouse to Mark > Leave.

By marking the shift as canceled or leave, you ensure that this shift appears crossed out in the schedule and that the Holiday note is displayed when you hover over it with the mouse.
The shift is marked as leave in the schedule.

If you have not yet granted holiday leave, you can also record the hours of this employee from here in the time registration and select the hour type 'holiday leave'. In this case, the scheduled hours are also entered as holiday leave.

Unfortunately, there is no option to remove or mark multiple shifts as canceled at once.

4. Managing standby shifts

Read the following article to discover how to include on-call shifts in the schedule and register hours for them:
Planning on-call shifts and registering on-call hours

5. Granting surcharges to employees working on holidays

It is possible to set various surcharges for holidays or to link surcharges to times.

How you can recognize holiday and other surcharges can be found in the following article: How do I set up surcharges?

4. How do I grant holiday leave?

Want to know how to grant holiday leave? Read on!

Note! If you can already see hours under the column 'holiday leave' at the beginning of the period in the hours overview, then the calculations for holiday leave are already automated. If you are not entirely sure, please contact our support department.

How do you grant holiday leave?

• Go to Time registration
• Click on the day of the Holiday in the Day view
• Choose ‘Actions’
• Then choose Bulk add holiday leave

When you click on this, a new screen opens where you can grant holiday leave.

Filters

On the left, you see the filters, because the holiday leave might only apply to people from a specific department or with a specific contract:

There may also be employees without a contract or a working checkbox at department level. You see these employees if you check the ‘Without contract/department’ box.

On the right side of the screen, employees are shown. These are the employees who fall within the filter you have selected on the right. If there is an employee here who should not participate, you can uncheck the employee.

Number of holiday leave hours to grant

You also see ‘Based on’

That field is very important because it determines how many holiday leave hours you will register.

We have 5 options:

1. Grant all a certain number of hours. The administrator checks who to grant the hours to and enters a number of hours, which will be granted to the selected employees after saving.
2. Based on the schedule. This setting works if the administrator has entered the fixed schedule and wants to grant the employees the same hours as they would normally work.
3. Contract hours divided by 5. With this option, the number of contract hours that the employee has at the time of the holiday is divided by 5. This option is used by pharmacies and other customers with annual hours systematics.
4. The 13 weeks rule. This option is only available if the setting for 13 weeks is enabled. Below you will find an explanation of the 13 weeks rule.
5. Contract hours per day. This option calculates how many hours should be registered per day for fixed employees (contract hours divided by contract days, default is 8 hours).

13 weeks rule

The 13 weeks rule can be activated by the system administrator. The setting where you can set this is under Settings->Time registration->tab Holiday leave

Then you will see an extra screen where you can enter how many weeks an employee must have worked.

NOTE: other hours for the basis also count for the 13 weeks rule. So if you have a holiday on Friday and the Friday before that you took vacation. If the administrator has registered 8 hours of vacation that day, those 8 hours also count for the calculation of the holiday.

The 13 weeks rule means the following:

If an employee has worked a certain number of times on the weekday on which the holiday falls in the past 13 weeks, then the employee receives holiday leave.

For example: Easter Monday falls on a Monday. The system looks at how many Mondays the employee has worked in the past 13 weeks (you can set this yourself), for example 8. If the employee has worked 8 times on a Monday in the past 13 weeks, then it sums all the hours of the Mondays in the past 13 weeks and divides these by 13. Then you have the average number of hours the employee worked on Mondays in the past 13 weeks. The system will register this number of hours as holiday leave. If the employee has worked only 7 times, he/she does not receive holiday leave. The system calculates this automatically and shows it as a suggestion for the employees on the left side of the screen. Only if you leave the checkbox checked and click save, the employee will actually be granted the hours.

Supplement worked shift with holiday leave

In some cases, employees do work on the holiday, but less than they normally do. Then it is desirable that the number of worked hours is supplemented with holiday leave. This can be done with the 13 weeks rule. It calculates whether the registered hours are above or below the amount of holiday leave hours the employee is entitled to. If more is worked than the employee is entitled to, nothing happens. If less is worked than the employee is entitled to, the day is supplemented with extra holiday leave. The schedule and the registered hours are always shown. Also to give administrators insight into the day.

5. How can I set up contracts, add and adjust new contracts?

Read in this article how to set up and adjust contracts!

To be able to set up contracts, you need a role that allows permission to edit employee data and the role 'Salary data'.

If you have a link with a payroll package, no contract changes are needed, as these are retrieved from the payroll package.

Note: If an employee has changes to his/her contract, it is necessary to create a new contract! Changing the existing contract can lead to problems.

There are 2 possible scenarios:

Scenario 1: You have a link with a payroll package.

Scenario 2: You do not have a link with a payroll package. (Check under settings --> connection).

1. Setting up contracts with a link to payroll package

If you have a link with a payroll package, the contract data is taken from there.
Changes you make in Dyflexis / Booq are overwritten after a synchronization (at 05:00, 11:00, and 15:00).

Note! For a correct hours export to the payroll administration, it is very important that the contract data is entered correctly.
Also for the management reports it is important that the contract data is correct.
For example, if the termination date is entered, a person cannot register hours after this date.
This also applies to the start date. Although you can schedule a person before the start date of the first contract, you cannot register hours.

2. Setting up contracts without a link to a payroll package

Go to 'Employees' and select an employee

Select 'contracts':

Here is a 'general' section and 'contracts' (tiles). The general section is the same for both scenarios, except that, for example, a personnel number can come with the link.
In this section, you indicate the 'start date' and 'end date' of the employee.

If an employee already has a contract and you want to enter a contract change, it is necessary to close the current contract and add a new contract. The term is adjusted in the contract tile.

2.1 Adding a new contract

To add a new contract, go to the page Employees -> Contracts and click the plus sign

Fill in the data:

• Under Contract type you can choose the type of contract.
  - By default, fixed contracts accrue holiday over contract hours and an overtime balance is maintained.
  - A variable contract by default does not accrue holiday balance and no overtime.
  It is assumed that this is already processed in the salary.
  - Default settings for contracts can be adjusted by our support.
  Our support can also add new contract types.
• Under 'Compensation' the gross hourly wage is always communicated.
• When someone gets a salary increase or contract hours change, you must give the old contract an end date and create a new contract (possibly with the same sequence number).
  This ensures that reports over past periods calculate with the old hourly wage.
• You do this by first giving the old contract an end date one day before the change takes effect and then clicking Add contract to add a new contract.

If a required field is not filled, a message will be shown.

Then press the disk icon to save

2.2 Entering a contract change

If an employee already has a contract and you want to enter a contract change, it is necessary to close the current contract and add a new contract.

• Click on the pen icon to edit the contract.
• Close the current contract by entering an end date in the contract. Then save by clicking the disk icon.

After closing and saving the current contract, you can add a new contract with the change. You can follow the steps above for Adding a new contract.

By assigning an end date to the current contract, the system can recognize from when the contract change will take effect. Also, the Hours overview will take the old contract into account when you look back at a period.

2.3 Warning

If an adjustment is made that falls in a locked period (different hours, different hourly wage), the following message may appear:

This warning indicates that the data in the contract now differs from the data used in locked periods.
This means that a new contract (tile) must be created (should have been).

The warning remains visible to indicate that unlocking could falsify the payroll administration.
The warning has no further effect on the operation of the program.

Related to

• new contract
• Permission
• Delay
• contract
• change contract

 

6 Payroll AFAS – Step-by-step plan

Here you find the steps for sending the payroll period to your AFAS payroll package:

Via payroll administration, you lock the period you want to send.

Once you have locked the period, click on the send icon.

Then you get the following screen:

Under 'Active employees' in this period, you see the total active employees in this period.
These are the employees with mutations that can be sent.

Under 'Ready for sending' you see the number of employees who will be sent to Afas.
These are also the employees that we receive from Afas.
The employees with a link, that is.

By clicking 'View employees ready for sending' you can see which employees will be paid.
If desired, you can also exclude employees from payroll.
After your check, you can click next to continue!

You will then be asked to enter a period to which the hours must be sent.
This is the period on which the payroll in Afas must take place.

After entering the period, click 'Send period'.
Then the payroll process will start.

You will then be asked to enter your login details again.
These are your own Dyflexis/Booq login details.

If you have logged in successfully, you will see the following screen.

Here you can again see the total number of employees to be sent. You also see the number of employees with their first payroll under 'Employees with first payroll', and employees with their last payroll, so employees who are probably no longer employed under 'Employees with last payroll'. You can also view the total number of hours retrieved from Dyflexis under 'Totals received from Dyflexis'.

You also see where the payroll will be sent.
Your AFAS environment number must be under Destination.

Under Total hours to be sent you see in order Dyflexis hour code, (AFAS hour code) and number of hours.

If you have done all checks, press Send to AFAS.
After this, the payroll will start and you can no longer interrupt it.

You can follow the payroll via the 'progress bar':

After the payroll is done, you get a result screen. Here you can view the results.
If there are errors, you will see them immediately.
A line will be shown per employee with hours that were not successfully sent.
There will also be an error message explaining the cause.
These error messages come directly from AFAS.

 

7. How do I request leave?

Want to know how to submit or withdraw a leave request via the website or app?
Read on!
A request that has been approved cannot be removed by an employee, only by an administrator.

Note! A request must still be approved by a manager after submission. Once approved, the request can no longer be withdrawn.

Leave via the app:

App | How do I request leave via the app?

Leave via the website:

• My Schedule
• Select the (first) day on which you want to request leave
• Vacation for one (or multiple) days leave
  • Availability for half-day leave

 Additional information

• Your organization may have a deadline for requesting vacation. If the deadline has passed, you can no longer request your vacation via Dyflexis
• If you want to change your request, you must first delete the existing request. This can only be done if it has not yet been approved
• On the website, leave can also be requested in another way. You can do this by clicking Easily select days in the top right, then you can select multiple days by clicking or dragging. This way you can submit your (un)availability for all those days at once.

• With the action Vacation you can request vacation. The calendar indicates whether the request has been approved or is still pending. With 'choose' you can navigate through the different months using a calendar. This way you can request vacation well in advance.

8. App | How do I request leave via the app?

In this article, we explain how the 'My Leave' page in the app works.
From this page, you can submit leave requests and monitor their status.
Note! A request must still be approved by a manager after submission.

Calculation of leave balance (and possibly TVT balance)

• Click on the airplane icon at the bottom of the app or go via the menu button to My Leave

On the start screen of My Leave, the calculation of leave entitlement is shown, and depending on your company's settings, the TVT balance may also be shown here. To view the leave calculation, click on calculation.

The calculation is composed as follows:

• The total leave entitlement over the whole year
• The starting balance, leave hours carried over from last year
• The leave taken, these are leave days already processed and already taken. Untreated leave requests are not included here.

Requesting leave

• Go to My Leave
• Click on + New request
• Choose Leave or Unavailability
• Choose Whole day or Part of day
• Choose the hour type, this is pre-filled with Vacation taken.
  Note: The hour type cannot be chosen when reporting unavailability.
• Enter the number of hours if necessary. Clicking the calculator opens a screen where the number of hours per day can be entered for a multi-day request. Note: The number of hours cannot be entered when reporting unavailability.
• Under the heading leave balance the leave balance you are entitled to until the end of the year is shown and what the balance is after entering the leave request.
• Fill in the comments field if needed for the person who will handle the leave request.
• Click Submit leave

Overview

On the start screen of My Leave, an overview of all submitted requests is shown. The distinction is made between:

• Pending requests. Yellow means leave requests and gray means unavailability.
• Processed requests.

Additional

• It is still possible to request leave or report unavailability via 'My Schedule'
• Your organization may have a deadline for requesting vacation.
  If the deadline has passed, you can no longer request vacation via Dyflexis.
• If you want to change your request, you must first delete the existing request.
  This can only be done if it has not yet been approved.

9. How do I process new requests (vacation, unavailability, filling open shifts, and swapping shifts)?

With Dyflexis you can quickly and clearly process vacation requests, unavailability requests, or filling open shifts and swap requests. In this article, you will read how to approve or reject the respective requests.

Leave and unavailability requests can be processed on the Vacation page. You can find more information in the articles
Editing requests: Unavailability requests and
Editing requests: Leave requests

Requests for filling open shifts or requests for swapping shifts can be found on the Employees page. More information can be found in the article
Processing requests: How can I fill open shifts and process swap requests?

Vacation/Leave and Unavailability requests

• Leave
• On the left you see the leave requests and on the right the unavailability requests. To approve or reject these shifts, click on one of the shifts.
• After clicking on a shift, you enter a new screen where you can approve or reject this request.
• At a glance, you can see the schedule of this employee. Furthermore, you can immediately see what kind of contract this employee has and how many holiday hours the employee still has.
• It is possible to create a new open shift immediately when approving a shift by clicking Create Open Shift.

 

10. How do I register my hours in the app?

 This article explains when and how you can register your own hours in the app.

It is possible to register your hours via your app. This is often used if employees do not work at one central location. If you do not know if this is active at your company, you can ask your supervisor.

If there are agreements within your company about how quickly you must respond, what must be mentioned, etc., you can contact your supervisor for this.

Once you know the rules in your company, you can get started yourself.

• Go to My Schedule
• If you press on a day, you see the scheduled shift; after this shift has completely ended, you can register that you have worked it.
• Press on the shift (you can press the blue plus sign if you want to register hours that are not scheduled)
• The worked hours are filled in automatically
• If there is a deviation, you can adjust it; you can add any comments.
• Finally, press save.
• Your hours are now ready with your employer to be approved.

 

11. How does time registration work?

Adding worked hours, registering leave hours, approving registered hours: Want to know what you can see and do in Time registration? Then read this article!

Want to know how you as an employee can add/register your own hours? Then go to the following article: How do I register my hours in the app?

Note! Depending on your permissions, you can register and/or approve hours. These rights are assigned to an employee in employee management under permissions.

Time registration

In the Time registration you register and approve hours.

• The colors in the Time registration have the following meanings:
  • Blue: scheduled shift
  • Orange: clock times
  • Red: incomplete clock time
  • Green: worked hours
  • Gray: registered hour types and breaks

Contents:

1. Display

2. Worksheet

1. Display

In the header you see

1. the option to select the displayed time period
2. the date displayed
3. a filter icon for setting filters
4. a selection of actions
5. a gear for setting rounding rules and break rules

1. Period and
2. Date selection

The Time registration has four views: Day view, Week view, Month view and per Payroll period.

• With the Day view you can view all employees with items on that day.
• The Week view and Month view you can view per person or for multiple people via the Filters.
• In the view per Payroll period you can view per person if and how many hours have been registered in a certain payroll period.

3. Filters

Click the filter icon on the left to set filters.

=

Via the filters Select employees and Select hours you can search for certain hours, for example hours you still need to approve or hours based on Contract type.

4. Actions

To register hours, click the plus sign at the end of a row. To approve hours, click the approval checkbox after registering hours.

To edit multiple items, select the desired employees or days and click Actions. (Selecting employees is not necessary for adding holiday leave).

Select the desired action.

5. Settings

Click the gear at the top right to edit settings for rounding rules and break rules. If you do not see this gear, you do not have the necessary permission to edit settings.

2. Worksheet

Below the header you see the worksheet. Here you get an overview of the items:

• in the day view sorted by employee
• in the view per week, month, or payroll period sorted by date

Furthermore, you see scheduled and registered hours here and have the possibility to register or approve hours. More information about registering hours can be found in the article: How do I register hours?

12. Processing requests | How can I fill open shifts and process swap requests?

To make it easier for planners to fill open shifts, Dyflexis gives employees the opportunity to respond to open shifts and make themselves available for them.
Employees can also agree with each other to swap shifts, and the planner can confirm or reject these agreements.

1. Overview of requests

2. Filling open shift

2.1 Filling open shift in Employee management

2.2 Filling open shift in Scheduling

3. Editing swap request

1. Overview of requests

Go to the Employees tab to process requests for swapping shifts. On the right side you see a box New requests. Here you see, sorted by employee, which request they have submitted, for example to fill a shift or a swap request.

By clicking on Fill shift or Swap request with, a window opens with the details of the request.

2. Filling open shift

2.1 Filling open shift in Employee management

By clicking on Fill shift, you can see which shift the employees want to fill and approve or reject the request.

2.2 Filling open shift in Scheduling

If you want an overview of all requests for this shift, it is more convenient to process the swap request in the Scheduling page. An open shift for which employees have signed up is shown with a red dot.

Right-click on the open shift and choose Fill. At the top of the employee list, employees who have signed up for this shift are shown highlighted in pink.

3. Editing swap request

By clicking on Swap request with under Employees, you have the option to approve or reject the swap request. You also have the option to view the schedule and an overview of the applicant's contracts. This gives you a quick overview of, among other things, scheduled shifts, hourly wages, and overtime of the applicant.

13. How do I set up surcharges?

As a system administrator, you can set, check, and modify various irregularity (ORT), holiday, and overtime surcharges or daily surcharges yourself. These can be limited per contract type, department (location), and others. The results of these calculations can be found in the Hours overview.

Note, you need the 'System administrator' permission to make system adjustments.

Setting up surcharges:

For surcharge settings, go via the gear icon at the top right to system settings. Choose the option Time registration and the tab 'Surcharges'.

The possibilities:

It is possible to add 3 types of surcharges: surcharges on holidays, weekdays, and overtime.

Surcharges are only applied to worked hours.

If two surcharges apply at the same time, the surcharge with the highest percentage is applied. They do not add up.

Holiday rules take precedence over weekday rules.

If granting surcharges depends on certain conditions, such as type of collective labor agreement, old/new regulations, or a choice for TVT or payout, first request the conditions via our support.

Holidays

• Click '+ New rule' under holiday surcharges
• In the Name field, enter a clear description (e.g., Holidays, Christmas Day, etc.)
• In the Holiday field, you can select from a list of holidays (it is possible to adjust the country) or manually add a specific (holiday) day.
• In Surcharge, enter the percentage of the surcharge
  Note! 100% surcharge means 100% on top of the normal wage (200%)
• Choose whether the surcharge is paid out or added to the TVT balance
• Enter the Start and End time or select on posting date. The posting date option ensures that the surcharge is applied for the entire shift if the shift starts on the selected day.
• Optionally, you can set for which contract type(s), departments, conditions, and/or certain weekdays the surcharge is valid. The last option is used if the surcharge on holidays during the weekend is higher than during the week. For the department, it looks at which department the work is booked on.

Weekdays

• Click '+ New rule' under weekday surcharges
• In the Name field, enter a clear description (e.g., Saturday, Night, etc.)
• In Surcharge, enter the percentage of the surcharge
  Note! 100% surcharge means 100% on top of the normal wage (200%)
• Choose whether the surcharge is paid out or added to the TVT balance
• Enter the days and a start and end time or select on posting date. The posting date option ensures that the surcharge is applied for the entire shift if the shift starts on the selected day.
• Optionally, you can set for which contract type(s), departments, and/or conditions the surcharge is valid. For the department, it looks at which department the work is booked on.

Overtime

Here you can set surcharges that apply from a certain number of hours per day, a certain number of days per week, or a certain number of hours per week.

Surcharges are booked on the day when the set limit is exceeded (for example, the 9th hour per day or the 41st hour in the week).

Hours per day

• Click '+ New rule' under overtime surcharges
• In the Name field, enter a clear description (e.g., >8 hours per day, etc.)
• In Surcharge, enter the percentage of the surcharge
  Note! 100% surcharge means 100% on top of the normal wage (200%)
• Choose whether the surcharge is paid out or added to the TVT balance
• Choose 'For more than' the option 'Hours per day' and enter the daily limit
• Select on which day(s) the surcharge applies and enter the start and end time or select on posting date. The posting date option ensures that the surcharge is applied for the entire shift if the shift starts on the selected day. It is also possible to choose 'Extend overtime'. In that case, the surcharge continues until the end of the shift if overtime starts in the selected time period.
• Optionally, you can set for which contract type(s), departments, conditions, and/or certain holidays the surcharge is valid. For the department, it looks at which department the overtime falls on (e.g., the 9th hour).

Hours per week

• Click '+ New rule' under overtime surcharges
• In the Name field, enter a clear description (e.g., >40 hours per week, etc.)
• In Surcharge, enter the percentage of the surcharge
  Note! 100% surcharge means 100% on top of the normal wage (200%)
• Choose whether the surcharge is paid out or added to the TVT balance
• Choose 'For more than' the option 'Hours per week' and enter the weekly limit
• Optionally, you can set for which contract type(s), departments, and/or conditions the surcharge is valid. For the department, it looks at which department the overtime falls on (e.g., the 41st hour).

Days per week

• Click '+ New rule' under overtime surcharges
• In the Name field, enter a clear description (e.g., Overtime 6th day, etc.)
• In Surcharge, enter the percentage of the surcharge
  Note! 100% surcharge means 100% on top of the normal wage (200%)
• Choose whether the surcharge is paid out or added to the TVT balance
• Choose 'For more than' the option 'Days per week' and enter the number of days
• Optionally, you can set for which contract type(s), departments, and/or conditions the surcharge is valid. For the department, it looks at which department the overtime falls on (e.g., the 6th day)

Deactivating or deleting surcharges

It is possible to edit existing rules by pressing the pencil and adjusting the settings and saving.

You can deactivate a rule from a certain date or completely delete it by clicking the trash can.

If you want to temporarily deactivate a surcharge, you can enter the date and save

You can completely delete the surcharge, but note:

• This surcharge will disappear from the hours overview, also in the past.
• When you unlock a payroll period from the past, this surcharge will no longer be applied there.

14. Employee management: Options for employee

As a system administrator, you have the option to (de)activate certain functionalities for employees. Go to Settings --> Employee management --> Options for employee

Show schedules

You have two choices:

1. You only show employees schedules of departments where an employee works.
2. You show employees the schedules of the entire location where they work.

May an employee swap shifts?
By activating this, employees get the possibility to have their shift taken over by another employee. This must then still be approved by the administrator (manager, team leader, etc.).

Read in this article how this works for the employee.

May an employee register their own hours?
With this function, employees can register hours themselves via the desktop or Dyflexis App. The administrator still needs to check and approve the registered hours.

May the employee see the end times of shifts?
You can disable showing end times in the schedule. This is only useful if it applies to all employees. If it applies to some employees, this can be set from the schedule under display.

Related to

• Employees
• Settings

15. How can I assign permissions and roles to employees?

So that you can give your administrators the right rights with just a few clicks, Dyflexis offers the role system.

First set a default role for a function and assign all necessary rights to it. Then assign this role to your administrators, together with the corresponding access area. With just a few actions, you can extend this role with extra rights or assign it to a new administrator.

In this article, we explain how you can create different roles in your system and assign them to your employees to grant them administrator permissions.

Contents:

1. Role management
1.1 Assigning system administrators and default roles
1.2 Editing, renaming, and duplicating existing roles
1.3 Creating roles
1.4 Assigning roles, assigning administrators
1.5 Revoking roles
1.6 Deleting roles
2. Overview of administrators
3. Permissions tab
4. Configuration tab

Note! If administrators should not have full system access, they should not work on 'Toplevel'.

1 Role management

If you have system administrator rights, you can open role management via Settings -> Permissions.

In the 'Roles' tab, you get an overview of existing roles and access to other settings for roles and admins.

Here you now see several default roles and all roles created and assigned in your system so far.
For new systems, you can find the roles agreed upon during the implementation phase here.
You can sort this view by the following criteria:

• Role name
• Number of assigned administrators
• Number of roles this role may assign
• Number of assigned authorizations

1.1 Assigning system administrators and default roles

System administrators are users who have full authorization for the entire system, including salary data and system settings. They are also the main contact point of your company for Dyflexis. The contact details from their personal profile are used for this.

One of the first steps is to assign the "System administrator" role to authorized personnel.

There must always be at least one profile with system administrator rights in the system.
For new systems, a user "Trainer" is created for this purpose. If you have assigned your own system administrator, you can remove this profile as a system administrator.

Adding system administrators:
Click on the Role tab (role management) on "0 users" in the System Administrator row.
The text changes to "Edit users".

Click "Edit users" to open the next window.

You will see at least 3 profiles here:

The first profile is the "Trainer" mentioned above. The list also contains Wodan Brother and API Brother.
These are system-dependent profiles and therefore not included in the number of assigned admins.

To add a user as a system administrator, click the button at the top right 'Add user as system administrator'.
Then search for the relevant persons in the selection bar and save the changes.

During the implementation phase, default roles are created for you that you can also assign and edit in this window. These can be roles such as 'Department manager', 'HR', 'Location manager', or 'Planner'.

1.2 Editing and duplicating existing roles

To edit existing roles, you can

• change the authorizations linked to this role,
• rename roles,
• change the personnel linked to the role, or
• copy an existing role.

Roles that are not needed can be deleted.
Click on the 3 dots on the right side. The following options are offered:

You can hover over the columns "Users" and "Authorizations" until the button "Manage users" or "Change authorizations" appears.

1.3 Creating roles

Of course, you can create additional roles if necessary to expand the default roles.
To do this, click on "New role" at the top right in Role management.

A step-by-step guide is displayed for creating a new role.
Give the new role a name (for example, 'Department manager') and then click 'Select permissions' to proceed to the next step.

In the next step, you can assign the desired permissions to the role.

Permissions are sorted by access areas. They can be activated individually or for the entire access area via "Select all".

There are authorizations that always grant access to all departments of an entire location. (These are characterized by the text 'of a location', 'for location(s)', or 'for a branch').

When assigning authorizations, ensure that all profiles assigned to these roles are allowed to view this information for the entire branch.

1.4 Assigning roles, assigning administrators

1.4.1 Assigning roles in System settings > Permissions

There are different options for assigning users to created roles in system settings:

1. When creating a role: after assigning a name and permissions to the role, you must add the admins who will receive this role immediately in the next step
2. In the tab System settings > Permissions > Roles click on "X users/edit users" in the row of the desired role:
3. By clicking the 3 dots and then on Assign users
    

In all three options, a pop-up window opens: "User with the role role name."

Under "Select departments" you can select the departments in which the administrator is authorized to perform the role.

Under "Add user for "Role name" you can search and select the relevant employees.

1.4.2 Assigning roles in employee administration

Another option for assigning roles to employees can be found in employee administration. Go to Employees > Authorizations.

Here you can activate a role for the employee by toggling the switch. For roles that require an access area, the field 'Access area' now opens, where you can select the relevant departments.

Save by clicking “Save changes”.

Tip: You can also remove roles for the employee here. To do this, first remove the access area and then toggle the corresponding switch.

1.5 Revoking roles

If you want to remove roles from your employees, you can do this in employee management or system settings.

1.5.1 Employee management:

Go to employee management > Permissions'. Slide the switch to the left to revoke the respective permission. All access areas for this role will then be removed.

Don't forget to save the changes.

1.5.2 System settings

Hover the mouse over the field 'x User'. A button 'Edit users' now appears.
 

Click here to see all users with this role. You can adjust the access area under Access area. You can completely remove the role by clicking the trash can icon.

1.6 Deleting roles

To delete a role, the assigned users must first be removed. Then the option 'Delete role' will be activated.

2. Overview of administrators

In the 'Administrators' tab, you see an overview of all administrators entered in your system.

You can use the search fields and dropdown menus to filter which administrators should be displayed and in which order. You have the following options:

• Search bar: Search by name
• Last active: when these administrators were last active in the system (including "never")
• Role: sort by assigned roles
• Access area: filter by location or department
• Assigned: when the roles were assigned
• Edited: when the role assignment was last changed
• Export to Excel: with this button you can create an overview of your administrators in Excel format.

3. Permissions

Via the "Configuration" tab, you can see which permissions are enabled per role.
You can also filter which permissions and roles are shown:

16. Annual hours systematics (JUS)

Want to know how plus/minus hours are calculated in your system in an annual hours system and what the annual hours systematics entail? Read on!

The basis

The basis is the number of hours an employee must work according to their contract in a payroll period.

The payroll period determines from which period the mutations are included in the next payroll. Once a payroll period is closed, the balances are updated based on the basis.

Plus/minus hours = total registered hours - basis

The total registered hours are a sum of all hours in the hours overview left of the total basis (all hour types set as 'within the basis' in the hour types form).

Annual hours systematics (JUS)

An annual hours system is applied in collective labor agreements where it is considered important that all employees are treated equally on holidays. A part-timer who never works on Mondays will still receive holiday leave proportionate to the contract. If an annual hours system applies in your sector, the collective labor agreement will include a calculation of which holidays are counted and the number of hours per year. These hours will differ from the hours an employee must work in a year according to contract.

You choose whether to include the specified holiday hours in the annual hours, and thus give everyone holiday leave hours proportionate to the contract in Dyflexis, or not to include the holiday hours, so no holiday leave needs to be registered, as these have already been deducted from the annual hours to be worked.

With a 40-hour contract, the contract norm is that at the end of the year 2080 hours should be registered as basis (40 * 52 weeks = 2080). With an 'annual hours system with correction factor', the annual norm deviates.

The deviation from the annual norm is tracked monthly in an annual hours system. The deviation (plus/minus hours) is shown in the JUS balance.

Holidays

There are 2 ways to account for holidays in combination with ‘annual hours systematics with correction factor’. Holidays can be included or not included in the total hours an employee must work in a year.

If holidays are included in the total hours per year, it is necessary to register holiday leave. You can grant leave hours to everyone proportionate to the contract via a bulk registration. Based on contract hours per day, you can register holiday leave for all employees at once. Go to the following knowledge base article for more information: How do I grant holiday leave?

We recommend including holidays in the calculation of total hours per year if you want employees to be able to see the accountability of hours on a holiday in their app.

The basis calculation

In an annual hours system, it is looked at how many hours employees must work on average per month to reach the annual hours at the end of the year.

The calculation in an annual hours system is as follows:

Monthly contract basis * correction factor

An example: an employee with a contract of 36 hours per week would have to work 36 * 52 weeks = 1872 hours per year according to contract.

The annual hours systematics states, however, that 1878 hours must be made in a year including holidays.

We apply a correction factor to the contract basis of

1878 / 1872 = 1.00320513 %

Per month, this gives the following picture:

An employee then has a monthly norm of 1878/12 = 156.5 hours.

Without the annual hours system, an employee with 36 hours per week would have to work 1872/12 = 156 hours.
 

17. How can I report employees leaving or deactivate them?

Read in this article how to report employees leaving / deactivate them!

1. Ending contract

• Go to Employees
• Select the relevant employee in the left menu.
• Under Contract adjust the End date to the last day the employee has an active contract.

2. Optional: Give employee the status 'Left'

This status can also be skipped. If you want to set employees directly to inactive, go to 3. Deactivating employee

Generally, people are reported as leaving when they leave the company at the end of the month but still need to be included in the payroll of that month. Employees who are absent for a longer period can also be set to inactive.

• Go to Employees > In/Out of service
• Find the employee who is leaving in the Active employees column.
• Drag the employee to the Left column.
• The employee can no longer be scheduled, and leave registration etc. is no longer possible for him/her.
• The employee can still log in to the system to view, for example, balances or worked hours.

3. Deactivating employee

When the last salary of the employee has been paid, the account can be deactivated.

• Go to the page In/Out of service.
• Drag the employee from Active employees to Inactive users (click and hold left mouse button).
  The End date under Basic data is then automatically adjusted.

Inactive users can no longer log in, their data is no longer in the active employees list, and they are immediately removed from payroll. Also, the Rex-O-Matic fingerprint scans and linked passes are removed from this account.

Once you move an employee from the ex- or inactive employees list back to the active employees list, you can edit their data.

4. Reactivating employee

To edit the data of inactive or former employees, you must first reactivate them. To do this, drag the employee back to the 'active employees' column.

If there are problems reactivating employees, check whether your license still allows an active employee.

You can find inactive employees or employees who have left in employee management by checking the filter option Show inactive users as well.