Converting Full-Time Users to Part-Time: Key Areas and Steps

This guide covers the steps needed to accurately transition a user's profile in the e-days system when changing their status from full-time to part-time.

1. Adjust Full-Time Equivalent (FTE)

The FTE represents the proportion of full-time hours an employee works. For instance, a full-time employee has an FTE of 1.0. For part-time, set the FTE accordingly (e.g., 0.5 for half-time).

• Steps:
  1. Navigate to Admin Tools > Users.
  2. Locate and select the user to edit.
  3. Click on the Personal Information section.
  4. Click the Change FTE button.
  5. Enter the new FTE value and the effective date.
  6. Select any affected entitlement pots.
  7. Click Calculate new entitlement to review the updated balances.
  8. Click Change FTE and set entitlement to save.

Note: Adjusting the FTE will prorate entitlements. For more details, see Changing a User's Full-Time Equivalent (FTE) Level.

2. Update Hours Per Day

Adjust the "Hours Per Day" setting if the user's daily hours are changing to ensure accurate absence calculation.

• Steps:
  1. Go to Admin Tools > Users.
  2. Find and edit the user's profile.
  3. Select the System tab.
  4. Modify the Hours Per Day field to the new value.
  5. Click Save Record.

Note: This affects how absences are calculated. See Changing the Hours Per Day (User Level) for more information.

3. Modify Rota Patterns

Adjust the user's rota pattern to match their new part-time schedule.

• Steps:
  1. Navigate to Admin Tools > Users.
  2. Edit the user's profile.
  3. Click on the Rota tab.
  4. Click Apply rota and select the appropriate pattern.
  5. Set the Start date.
  6. Click Confirm, then Save all changes.

Note: For more details, see Changing/Assigning Rota on a User Level.

4. Review Absence Type Settings

Ensure that absence types are configured correctly, especially if the user books time off in hours.

• Steps:
  1. Go to Admin Tools > Users.
  2. Edit the user's profile.
  3. Click on the Absence Types tab.
  4. Edit the relevant absence type.
  5. Adjust the Time Unit to "Hours" if necessary.
  6. Save the changes.

See Changing the Absence Type Time Unit (User Level) for more information.

5. Update Public Holiday Groups

If the user is part of a public holiday group affecting entitlement, adjust accordingly.

• Steps:
  1. Determine if the user receives additional entitlement for public holidays.
  2. Manually adjust their entitlement to reflect part-time status if needed.

Note: See Managing Public Holiday Groups for details.

6. Adjust Entitlement Settings

Display entitlements in hours rather than days if preferred.

• Steps:
  1. Go to Admin Tools > Users.
  2. Edit the user's profile.
  3. Click on the Entitlements tab.
  4. Change the Time Unit to "Hours".
  5. Save changes.

For more details, see Changing a User from Days to Hours.