Aligning Rota Hours with Hours Per Day Values

Created for: System Administrators

Overview

This guide explains how to ensure a user’s Rota hours and Hours Per Day values match to prevent decimal discrepancies in absence calculations.

How It Works

When an absence is recorded in "Days", the system:

1. Checks the user’s Rota to calculate total working hours in the absence period.
2. Divides those hours by the Hours Per Day value to convert the absence into days.

If these values don’t align (e.g., Rota shows 8 hours but "Hours Per Day" is set to 7.5), absence lengths may show decimals.

How to fix a discrepancy?

You have two options to go about getting this fixed - either by adjusting the user's rota, or by adjusting the user's Hours per day.

Option 1 - Change the user's rota pattern to match the "Hours per Day"- this will be applicable when the user's rota pattern is not correct, but the "Hours per day" is. You can either amend the rota pattern on a global level, or create a new hours-based rota pattern to then apply it to the user in question.

INCLUDE THE RELEVANT ROTA GUIDES (CHANGING ROTA, CREATING HOURS ROTA, ASSIGNING NEW ROTA)

Option 2 - Change the user's "Hours per Day" to match the rota pattern - this will be applicable when the user's rota pattern is what you intend for it to be, while the "Hours per day" is not correct. Please see the relevant guide:

INCLUDE CHANGING USER'S HPD GUIDE 

⚠ Note: Changing Hours Per Day adjusts entitlement values. Review these before and after updating.

Recalculate Existing Absences (If Needed)

The below steps will only be required if you did not re-apply a rota pattern, meaning if you only changed the user's "Hours per day" - if you apply the intended pattern, and select for absences to be refreshed, you will not need to conduct the below.

1. Go to Admin > Records > Absence Records.
2. Use filters to find affected absences.
3. Open an absence record, delete values in "Hours Off" and "Days Off".
4. Click Save Record – the system recalculates using the corrected values.
5. Repeat for other affected absences.

Additional Information

• Key Terms
  • Rota: Defines a user’s working days/hours.
• Hours Per Day: Used to convert absence hours into days.
• Permissions Required
• System Admin or equivalent role to edit user records.
• Best Practices
• Double-check Rota vs. Hours Per Day before bulk updates.
• Review entitlements after changing Hours Per Day.
• Use the search function to quickly find user records or settings.