Agreement templates FAQ

Updated by Leigh Hutchens

Each person whose work is going to be scheduled in Quinyx must be covered by an agreement. The agreement can be viewed as a framework defining what rules regarding working hours apply to the individual, for example, whether the employee is paid on a monthly or an hourly basis, the employee's working time quota, calculation period, employment level, etc.

Q: How do I create an agreement template in Quinyx?

A: Navigate to Account Settings and Templates. You can create a new agreement template by either selecting Add, or by copying one that is already configured.

Q: What does it look like in Quinyx when an employee has more than one agreement?

A: You may choose to also display expired agreements using the Display menu on the right-hand side.

Q: When the setting Overtime/Additional time bank on an agreement template is changed, can this affect existing punches?

A: No, changing the setting on the agreement template should not impact existing punches.

Q: Can the warning for overlapping shifts be disabled?

A: No, you can't disable the warning for overlapping shifts. However, by ticking the Allow override on overlapping shifts checkbox under Rules for hours on your agreement templates, you can continue scheduling in spite of this warning.

Q: Can I distribute and define the full-time working hours for each working day of the week?

A: Yes, this is possible. You will find this setting inside your agreement template/personal agreement, under the section Working hours and periods. In this dropdown, you will be able to define full-time working hours custom distributed for each working day of the week by selecting the dropdown option called Full time working hours custom distributed for each working day of the week. 

When this option is selected, a list of days of the week with checkboxes will display. In that list, you will be able to select which day of the week should be considered as a working day according to that agreement. When the checkbox is selected, you will then be able to specify working hours contracted for that day.  

At the bottom of the list, you will see a summary of full-time working hours and total work days per week.  

How is the employment rate affecting the hours I added on the working days?

The employee’s employment rate will be applied to the defined hours on working days of the week. 

Example:

If, in the above picture where the full-time working hours on Monday are 8 hours, with the employment rate of 50%, the employee would have 4 expected nominal hours on Monday.

What is the maximum number of hours I can add to one day?

It is not possible to add more than 24 hours on one working day and rounding is set to 2 decimals.

How are my configured hours reflected in the employee metrics in the Schedule view?

  • In the Daily view
    • When looking into employee metrics in the daily view, the value of nominal hours allocated on that day should be the same as the value of hours defined in the agreement of that employee.
    • For example, if the employee’s working days defined in the agreement are Monday, Wednesday and Saturday with respective hours 8, 8, 5 then when looking at the employee metrics in daily view, allocated nominal hours should be 8, 8, 5 on Monday, Wednesday and Saturday. All other days of the week should have 0 as allocated values for nominal hours.
  • In the weekly view
    • When looking into employee metrics in the weekly view, the value of nominal hours for that week should be the summary of daily hours for that week as defined in the agreement of that employee.
    • For example, if an employee’s working days defined in the agreement are Monday, Wednesday and Saturday with respective hours 8, 8, 5, then when looking at the employee metrics in weekly view, allocated nominal hours should be 21 for that week.
  • In the monthly view
    • When looking into employee metrics in the monthly view, the value of nominal hours for that month should be the summary of daily hours for that month as defined in the agreement of that employee.
    • For example, if an employee's working days defined in the agreement are Monday, Wednesday, and Saturday with respective hours 8, 8, 5, then the summary for the whole month will depend on the number of Mondays, Wednesdays, and Saturdays in that month.
  • In the custom view
    • When looking into employee metrics in the custom view, the value of nominal hours for that month should be the summary of daily hours for that custom view as defined in the agreement of that employee.
    • For example, if an employee's working days defined in the agreement are Monday, Wednesday, and Saturday with respective hours 8, 8, 5, then the summary for the custom view will depend on the number of Mondays, Wednesdays, and Saturdays in that custom view.

Can my employee actually work more than the contracted working days of the week?

Yes, Quinyx will not block the scheduling of employees on more days than defined in their agreements. Depending on the configured overtime method, employees will be compensated for those hours. 

Example: 

If an employee is contracted to work 3 days for that week, but actually works 4 days → if you are using daily overtime calculation, the 4th day will be fully considered as overtime. If you are using weekly/monthly overtime calculation, then the system will look into weekly/monthly hours and employees will be compensated depending on those hours.

How are my configured hours reflected when I am adding absence with an absence schedule that has the nominal hours adjustment?

Absence schedules that have adjustments based on nominal hours will always consider the values of the employee’s working days and hours of the week configured in the employee’s agreement under the option Full time working hours custom distributed for each working day of the week. If an employee’s agreement is configured to use Full time working hours custom distributed for each working day of the week, our recommendation is that absence schedules are configured with all days of the week selected. There is no need to add fixed days in the absence schedule setup since Quinyx will now get that information from the employee’s agreements. 

When a manager is adding an absence using an absence schedule, absence shifts will be added on the working days defined in the employee’s agreement. Also, with new and improved logic, Quinyx will now consider if the employee already worked shifts during that week, and absence shifts will be added on other days that are defined in the agreement.  

Examples: 

  1. An employee has defined working days of the week as Monday, Wednesday, and Saturday with respective hours 8, 8, 5. Absence using an absence schedule is added for the whole week. The employee was not scheduled to work this week. Absence shifts are generated on Monday, Wednesday, and Saturday with respective hours 8, 8, 5. 
  2. An employee has defined working days of the week as Monday, Wednesday, and Saturday with respective hours 8, 8, 5. The employee worked a shift on Monday and got sick. Absence using an absence schedule is added for the rest of the week. Absence shifts are generated on Wednesday and Saturday with respective hours 8, 5. In this example Quinyx considered that the employee already worked 1 out of 3 working days defined in the employee’s agreement.

How do we reduce the nominal hours for bank holidays for this agreement configuration?

Employees with defined working days of the week will get bank holiday reduction depending on the selected method for the reduction:

  • If you have a method that uses a percentage, it reduces the percentage of the nominal hours for that day (with this type of configuration, it is only for defined working days).
  • If you have a method that uses specified hours, then it reduces those hours regardless if you are defined to work on that day.
Q: Is it possible to see a log of all expired agreements?

A: Yes, you can see a log of all expired agreements, but you must use the getAgreements SOAP API endpoint.

Read more about Agreement templates.


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