Who this guide is for
System Administrators (Requires 'Users' permission)
Overview
This guide explains how to adjust a user's FTE (Full Time Equivalent) value, enabling automatic proration of their entitlements when their working hours change.
How Changing FTE Works
When a user's working hours change (e.g., moving from full-time to part-time), updating their FTE ensures their entitlements (holiday, etc.) adjust proportionally. The FTE change wizard calculates new entitlement balances based on the effective date, supporting multiple changes within an entitlement year.
Pre-requisite: Ensuring Entitlements Prorate with FTE Changes
If you want specific entitlements to recalculate when an FTE changes, ensure the entitlement is set to calculate based on FTE adjustments. This setting can be applied at Global or Template level within the entitlement element settings, under the option Calculate FTE for entitlement calculations.
How to Change a User’s FTE
- Navigate to Admin > Users
- Search for the user and click Edit next to their name
- Under Personal Information, click Change FTE to open the wizard
- Enter the new FTE value (e.g., 0.5 for half-time) and the Effective date as well as any Rounding policy that may be applicable
- Click Calculate New Entitlement to preview the adjusted balances
- Review the changes and click Change FTE and Set Entitlement to confirm. You can also manually override the calculation that
- The update will appear in the audit log at the bottom of the page
Additional Information
- Key terminology:
- FTE = Ratio of a user’s hours to full-time hours (e.g., 0.5 = 50% workload)
- Proration = Automatic adjustment of entitlements based on FTE
- Permissions required: 'Users' permission
- Best practice: Ensure relevant entitlements are set to calculate based on FTE before making changes
- Tip: For mid-year changes, the wizard automatically calculates pro-rated entitlements for the remainder of the year
- Search tip: Use the search function within the platform to quickly find Admin Tools or FTE settings
- Reminder: Changes apply from the effective date onward — past entitlements are not altered