Assigning the correct working day profile ensures accurate holiday and absence management for each employee. Custom working day profiles in Citation (Atlas) also allow you to define specific working and non-working days for employees, including weekends, part-time schedules, and bank holidays.
Additionally, it is important to distinguish between custom working day profiles and bank holiday profiles, such as the "England and Wales Default" profile, to ensure accurate absence management.
Misconfigured profiles can lead to leave booking errors or incorrect calendar entries, impacting both employees and administrative processes.
Those profiles may cause issues such as normal working days being treated as bank holidays, difficulty in booking leave, or inaccuracies in holiday deduction. Creating and updating profiles correctly can help mitigate these issues.
Creating a New Profile
Navigate to Company > Non-Working Days > Custom Working Days.
Click Add (top right) to create a new profile.
Enable the switches for the days the employee works (e.g., Monday to Thursday for part-time employees). Adjust start and end times if needed.
Save the profile. It will appear under the Custom Working Day Profiles list.
Updating an Existing Profile
Open the profile’s menu (three dots) next to the profile name.
Select Update to modify the profile.
Make the necessary changes, such as enabling weekends as working days by turning on the switches for Saturday and Sunday.
Save the changes.
How to Assign a Profile
Go to the Employee’s Record
Navigate to the employee’s profile in Atlas.
Navigate to the Job Section
Open the employee’s record using the pink eye icon next to their name and go to the "Job" section.
Select the Working Day Profile
Choose the correct profile from the dropdown menu.
Save Your Changes
Click Save or Update.
How to Check Which Profile is Assigned
Go to the employee’s record.
Navigate to the “Job” sub-tab and verify the assigned profile.
For company-wide profiles, go to Company > Non-Working Days > Custom Working Days and use the View option.
Managing Changes
If an employee’s working pattern changes, assign a new profile as needed.
Always review and update profiles promptly to ensure accurate records.
If custom working day profiles do not work as expected, verify that the correct profile is assigned and contains accurate settings.
Reassign the profile if necessary by following the assignment steps and ensure the profile is active.
A custom working day profile must be assigned either to specific employees or company-wide to take effect, as described under assignment steps.
For instances like Saturdays incorrectly marked as public holidays, create a custom working day profile to correct such errors and assign it appropriately.
Refresh the system and retry leave booking after applying corrective measures for profiles.
Assigning Profiles Company-Wide
To assign a profile globally:
Navigate to Company > Non-Working Days > Custom Working Days.
Locate the profile you want to assign.
Use the three dots next to the profile and select Assign.
Choose All users in company for broad assignments or specify employees.
Confirm by selecting View to ensure accuracy before saving your changes.6. Enable the Is Default toggle to make the profile the default for all employees, if applicable.
Troubleshooting Common Profile Issues
Common Issues
Blocked Holiday Bookings on Bank Holidays: The system prevents booking time off on dates marked as bank holidays in the assigned working day profile. For example, employees assigned to the "England and Wales Default" profile cannot book leave on designated bank holidays.
Normal Working Days Marked as Bank Holidays: This occurs when employees are assigned to an incorrect working day and bank holiday profile.
Missing Bank Holidays or Non-Working Days in Calendars: Employees on outdated or incorrect profiles may not see bank holidays or non-working days in their calendars, leading to incorrect holiday allowance deductions.
Holiday Booking Blocked on Saturdays: If Saturdays are incorrectly marked as public holidays, holiday bookings on those days will be blocked.
Solutions
Ensure the correct profile is assigned by navigating to the "Non-Working Day Profiles" section and verifying settings.
Customise and assign profiles for special cases like Saturdays labelled as public holidays.
Refresh the application and attempt leave bookings again to apply changes.- Use the Is Default toggle to set a profile as the default for all employees, ensuring consistent application across the organization.
If an employee was previously assigned a different profile, update their record manually:
Go to Employees/Workers.
Select Manage and open the employee record.
Navigate to the Job section.
Update the Working Day Profile and save.
Preventive Measures
Regularly review and update profiles to align with organisational changes.
Assign the correct default profile during onboarding and use the default option judiciously.
FAQs for Specific Scenarios
Do I Need a Profile for Each Employee?
Yes, create individual profiles for employees with unique schedules to ensure proper alignment with their working patterns.
Should I Use Add or Update?
Use Add to create a new profile.
Use Update to modify an existing profile.