The "Schedules" feature within Built for Teams facilitates some of the important calculations used in calculating time off requests and timesheets. When you make changes to an existing schedule, or change which schedule a person is assigned to, there are some important effects of which to be aware:

PTO Requests

When a PTO request is submitted, the system calculates how many hours that request will use. A person's schedule is part of that calculation. If a PTO request has already been approved, and then a schedule change is made, that approved PTO request may now calculate to a different amount of time off. Therefore, the system will provide a list of the approved PTO requests that will be affected so that you can either cancel your change or continue forward with the change. If you continue forward with the schedule change, all of the affected PTO requests will need to be reviewed again and re-approved. In this way, Built for Teams makes sure that PTO requests remain accurate and that schedule changes don't have undesired effects of which you aren't aware.

Timesheets

For each day on a timesheet, Built for Teams shows the number of hours a person is scheduled to work. That information is obtained from the person's assigned schedule. When a timesheet is submitted, the scheduled hours are saved along with the actual hours worked and future changes to the person's schedule won't alter that timesheet's data.

When a schedule change is made, all unsubmitted timesheets will reflect the daily hours specified in that new schedule. In most cases this is both expected and desired. In rare cases, though, it could lead to a problem. Consider this example:

Suppose that an employee didn't submit their timesheet for a previous week during which they were scheduled to work 8 hours days. An administrator then changes that employee's schedule to be 7 hours per day. When the employee views the old, unsubmitted timesheet it will show that they were scheduled to work 7 hour days when in reality, they were supposed to work 8 hour days at that point in the past.

If this is a concern, the best way to avoid this is to make sure all timesheets are submitted prior to making any schedule changes.

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