Work Schedules
Define work schedules — days, hours, and shift blocks — and assign them to one or more employees so MyChronos knows when each person is expected to work.
Overview
The Horaris section is where you define work schedules for your employees: which days they work, what hours, and how many hours per shift. Navigate to /admin/schedules to access it.
A single schedule can be assigned to multiple people — you don't need to configure each employee's hours individually.
Creating a Schedule
Click + Crear horari to open the schedule builder.
Enter a name
Give the schedule a name you can recognise at a glance. For example: 8-hour shift or Split shift.
Choose fixed or flexible
The Flexible toggle controls how MyChronos validates clock-in times:
- Fixed (off) — The employee must clock in within the exact time range you define. Any clock-in outside that range is flagged as an incident.
- Flexible (on) — The employee must complete the required number of work hours, but can clock in and out freely within a wider time window. For example: complete 8 hours any time between 07:00 and 22:00.
Add time blocks for each day
For each day of the week, click + Afegir bloc to define when the employee works. Each block has the following fields:
| Field | Description |
|---|---|
| Start / End time | The working window (or the allowed range for flexible schedules). |
| Work hours | Calculated automatically for fixed schedules. Enter manually for flexible ones. |
| Alert | If enabled, MyChronos sends the employee a notification if they haven't clocked in by the expected time. |
| Break time | Optional. The block's expected break: lets you compare actual breaks against the scheduled break, and is the limit used by the Paid up to the expected break break computation of the time recording policy. |
| Hour type | Used exclusively for Payroll calculations. |
| Block description | A label for the shift, for example Morning shift. |
In each block's row actions (next to the delete button) there is a clock icon that opens the Shift ranges modal, with two optional ranges. Each range has a Start and an End, which must be filled in together:
- Core hours — Hours when the employee must be working. Useful on flexible schedules; checked with the core hours incident of the time recording policy.
- Break window — Hours when breaks may be taken. Breaks outside this window can be deducted from worked time or create an incident, depending on the time recording policy.
The ranges take no room in the blocks table: the icon is coloured when the block has a range set, and hovering over it shows the configured ranges.
Copy a day to other days
If several days share the same schedule, use the Copiar dia button on any day to copy its blocks to one or more other days — saving you from repeating the same setup.
Save
Click Guardar i tornar to save the schedule and return to the list.
Periods: schedules for specific dates
By default, the schedule you define applies all year (Default period). If you need a different schedule for certain weeks, months, or dates (for example, a condensed summer timetable), you can add additional periods that override the default.
Click + Add period next to the "Default" tab.
For each period you can configure:
- Name — To identify it (e.g. "Summer intensive schedule").
- Repeats — Whether the period is one-off or recurring.
If it does not repeat:
- Set a start and end date.
- Configure the schedule blocks for each day of the week within that interval.
If it repeats:
- Frequency — Weekly, monthly, or annual.
- Repeat every — How many weeks/months/years between repetitions.
- Start date — From when the recurrence begins.
- Period duration (weeks) — Only for weekly frequency. How many consecutive weeks the period stays active starting from each repetition date. It cannot exceed the "Repeat every" value, so two consecutive repetitions never overlap.
- Applicable months — Optionally limit the recurrence to specific months of the year.
- Upcoming application dates — A preview of the next dates when this period would be active, so you can verify the configuration is correct.
Example: a period that repeats every 3 weeks and lasts 2
Imagine a schedule with the Default period (the regular schedule) and an additional period configured like this:
- Repeats: Yes
- Frequency: Weekly
- Repeat every: 3 weeks
- Start date: Monday, September 1st
- Period duration: 2 weeks
With this configuration, MyChronos applies the special period for the weeks of September 1–14 (2 weeks), falls back to the Default period for the week of September 15–21, and applies the special period again starting September 22, repeating the same 3-week cycle indefinitely.
The Default period has no start or end date: it's the schedule that applies whenever no other period — neither a one-off date range nor an occurrence generated by a recurring period — covers the day in question. If you remove all additional periods, every day falls back to the default period.
Periods are for simple, recurring cases
Periods are designed for predictable situations that follow a clear pattern (summer hours, peak season, etc.). For one-off or irregular changes — a specific day or an unpatterned week — use Special Schedules or Schedule Templates, which offer more flexibility for irregular cases.
Example: flexible schedule with core hours and breaks
Say the employee can start from 07:00 and must work 8 hours, must always be working from 09:00 to 14:00, and must take breaks within that same window, with 20 minutes of paid break.
Schedule block (with Flexible on):
| Field | Value |
|---|---|
| Start / End | 07:00 – 18:00 |
| Work hours | 08:00 |
| Break time | 00:20 |
| Core hours (Shift ranges modal) | 09:00 – 14:00 |
| Break window (Shift ranges modal) | 09:00 – 14:00 |
Employee's time recording policy:
- Breaks tab: Break computation = Paid up to the expected break (excess deducted). Optionally, tick Deduct breaks outside the break window.
- Issues tab: tick Create incident when the core hours are not fully worked and, if you like, set a Grace period to create incident (core hours) (for example, 5 minutes).
With this setup:
- If the employee clocks from 07:00 to 15:00 and takes a 35-minute break, 20 minutes count as the expected break and the remaining 15 minutes are deducted from worked time: the day counts as 7:45 h and the Balance in the Hours Summary shows 15 minutes to recover.
- If they clock in at 09:20, once the core hours are over the incident
Core hours 09:00-14:00 not covered: 09:00-09:20is created. - If deducting breaks outside the window is ticked, a break taken outside 09:00–14:00 (for example, at 15:30) is deducted in full, even if the 20 minutes of expected break have not been used up.
Payrolls: hour types outside working hours
Payrolls module required
This section only appears if the Payrolls module is activated.
At the bottom of the schedule form, the Payrolls section lets you configure which hour type is assigned to time clocked outside the defined shift blocks. These values are used in payroll calculations to classify overtime, night hours, and similar.
For each day of the week you can define one or more fallback settings:
- All day enabled (default) — A single hour type covers any time outside the shift for that day.
- All day disabled — You can specify a time range with a start and end time and assign it a different hour type. Example: night hours from 22:00 to 06:00 → Night Overtime.
You can add as many ranges as needed per day by clicking Add time range.
Below the table you will find two additional fields:
- Margin minutes (before) — Tolerance minutes before the scheduled entry time within which clocked time still counts as the shift hour type rather than outside the shift.
- Margin minutes (after) — The same, but after the scheduled exit time.
How margins affect the payroll
With a 15-minute margin, an employee clocking in at 07:50 when the shift starts at 08:00 will have those 10 minutes counted as Regular Hours (inside the shift), not Overtime. See the Payrolls documentation for full details on the calculation.
Other Options in the Schedules Section
- Sol·licituds de canvi d'horari — Review and manage employee requests to change their schedule for a specific day.
- Plantilles d'horari — Manage reusable schedule templates.
- Horaris Especials — Configure schedules for exceptional or one-off situations.