ANTE User ManualSchedule Adjustment Filing
A Schedule Adjustment asks for a different shift on one particular date: a later start, a split shift, a day off, an extra working day. You either pick one of the company's existing shifts or describe a custom one. Once approved, that day is worked and paid against that shift instead of the one on the schedule.
Right-click a row to review and decide it (approve, reject, revert or cancel an approval where you are allowed to), open it in a new tab, copy its link or open the employee's record.
When to use it
Use it when an employee needs the shift for a single day changed and the change should go through approval. It does not touch the employee's regular schedule; only the date you pick is affected.
Three screens can change what shift a day uses. They look alike, so choose by who decides and how wide the change is:
| Screen | Who uses it | Use it when |
|---|---|---|
| Schedule Adjustment (this filing) | The employee asks, an approver decides (or HR files on their behalf) | One person, one date, and you want a request and an approval on record. The shift is one of the company's shifts or a custom one (any times, any break). |
| Adjust Shift in Time Keeping | HR or payroll, directly on the timesheet | The day is already being reviewed and HR just needs to pick one of the existing shifts for it. No request, no approval chain. |
| Individual Scheduling | HR or the scheduler, ahead of time | A planned change for one employee, for a date or a range of dates, set in the scheduling grid before the days happen. |
An approved Schedule Adjustment and an Adjust Shift on the same day compete, and the most recent decision wins: whichever was approved or saved last is the shift the day uses. An approver can therefore still change an approved adjustment later by adjusting the shift in Time Keeping, and a newly approved filing replaces an older Adjust Shift. Both outrank a schedule from Individual Scheduling, a Schedule Swap and the regular shift. See Which shift a day uses.
To swap a workday for a rest day instead, use a Schedule Swap. To get paid for work done on a rest day, use Rest Day Work.
Filing it
Employees file from the + menu of the Request Panel on their Dashboard (or the mobile app). HR files from Manpower → Filings → Schedule Adjustment with File Schedule Adjustment. The dialog is titled New Schedule Adjustment.
- Pick the Date, check its current shift, then pick the New ShiftThe date defaults to today. Under it, Current shift shows the shift that date runs on now, with its time range and hours. The New Shift list shows every other company shift the same way. Pick one and its details appear below the list: nothing else to fill in.
- Only if no shift fits: choose Custom shift and describe itCustom shift is the last option in the list. Choosing it shows Shift Type; for Time Bound enter the time rows, for every other type enter Working Hours and Flexible Break Hours.
- Add an attachment if useful, and a reason, then SubmitBoth are optional in the form, but approvers decide faster with a reason.
Filing on behalf of an employee
People with the File on Behalf permission also see File on behalf of employee (an employee picker, required) and Auto-approve this filing. With auto-approve the filing is created already Approved, skips the chain, and the trail says it was filed and approved by an administrator. Company filing limits are not applied when HR files on behalf.
What you see before you submit
When you pick a company shift, the summary under the Shift list is that shift as it is set up: the same Working Hours and Break Hours that Shift Management shows, and its time segments. That is what gets filed.
For a custom Time Bound shift the dialog totals your rows as you type, in a banner above them. It reads Target Working Hours and, beside it, either Flexible Break Hours (the number you typed) or Shift Break Hours (when a row is ticked Break Hours). Rows add up as End minus Start; the number you see is exactly what is saved on the filing.
| Shift Type | Time Bound | |
|---|---|---|
| Row 1not a break | 08:00 → 12:00 | |
| Row 2not a break | 13:00 → 17:00 | |
| Row 1 length | = | 4h |
| Row 2 length | = | 4h |
| Target Working Hours | = | 4h + 4h = 8h |
| Flexible Break Hoursthe lunch gap between rows is not counted; type a value only if you want a break deducted | 0m |
| Row 1 | 08:00 → 12:00 | |
|---|---|---|
| Row 2Break Hours ticked | 12:00 → 13:00 | |
| Row 3 | 13:00 → 17:00 | |
| Target Working Hours | = | 4h + 4h = 8h |
| Shift Break Hoursthe banner label changes from Flexible to Shift Break Hours | = | 1h |
| Row 1End is earlier than Start | 22:00 → 06:00 | |
|---|---|---|
| End minus Start | = | 06:00 − 22:00 = −16:00 |
| Negative, so add 24 hours | = | −16:00 + 24:00 = 08:00 |
| Target Working Hours | = | 8h |
| Rows 08:00–12:00 and 13:00–17:00 plus… | Target Working Hours | Break shown |
|---|---|---|
| Nothing (Flexible Break Hours left at 0) | 8.00 | Flexible Break Hours 0.00 |
| Flexible Break Hours 1 | 8.00 | Flexible Break Hours 1.00 |
| A 12:00–13:00 row ticked Break Hours | 8.00 | Shift Break Hours 1.00 |
If the date falls in a cut-off that has been submitted or processed, a warning appears at the bottom of the dialog and Submit is disabled. See If the cut-off is locked.
A message Existing Schedule Adjustment Filing Found lists it. If the old one is still Pending you can choose Override, which cancels it and files the new one. If it is already Approved there is no override; pick a different date.
Approving it
The filing follows the approval chain set in Approval Configuration. Approvers see it in the header bell, in the Manage Request widget on the Manpower Dashboard and on Manpower → Filings → Schedule Adjustment. The detail shows the Date, Shift Code, Shift Type, Target Hours, Break Hours, Total Work Hours, the time rows for a Time Bound shift, the attachment and the reason. How stages, holds and the approve / reject buttons work is the same for every filing type; see Approving a filing.
The list shows Employee Code, Employee, Date, Shift Code, Shift Type, Target Hours, Reason, Status and Date Filed. The Shift Code is generated for you when you file; it starts with ADJ and is only a label.
What approval changes
On approval the day is recomputed immediately, so the timesheet shows the new shift without anyone re-running anything. For that date:
- Late, undertime, absence and overtime are measured against the described shift, not the scheduled one.
- A Rest Day shift turns the day into a day off, so punches that day need a Rest Day Work filing to be credited.
- Break time and expected hours follow the filing: the Target Working Hours and break from the banner.
- It outranks the schedule and any Schedule Swap, and competes by most recent decision with an Adjust Shift on the same day.
If the filing is rejected, nothing changes: the day keeps the shift it had. A pending overtime filing that the new shift overlaps is cancelled and the employee is asked to file it again.
Day Detail in Time Keeping shows every shift source for the day on its Shift Details tab, so you can confirm the adjustment is the one in force.
Changing or withdrawing it
- Pending: the filer clicks the row in the Request Panel to open its details, then either clicks Edit to change the fields (Update) or clicks Cancel Request. Updating re-runs every check, voids any approvals already given and starts the approval again from stage 1.
- Approved: it cannot be reverted and there is no cancel-approval for this type. To undo it, an approver changes the day with Adjust Shift in Time Keeping, since the newer decision wins.
- Rejected or Cancelled: read-only. File a new one if still needed.
If the cut-off is locked
Once the cut-off holding the date has been submitted, processed, approved or posted, the shift for that day is frozen. This type is not carried over to the next cut-off, because a shift has no pay amount that could be moved.
- Filing: the dialog shows a warning and disables Submit; the server also refuses.
- Approving: a filing that was filed on time but is still Pending when the cut-off locks cannot be approved ("Cannot approve…"). If a cut-off locks between approval and recompute, the day is left as it was.
- Fix: payroll rejects the cut-off back to Time Keeping, the filing is approved there and the day is recomputed, then the cut-off is submitted again.
Dates in the future whose cut-off has not been generated yet are not locked.
Common problems
| What you see | Why and what to do |
|---|---|
| Submit is greyed out with a warning | The date is in a locked cut-off. Pick an open date or ask payroll to reopen the cut-off. |
| Existing Schedule Adjustment Filing Found | One already exists for the date. Override a Pending one; for an Approved one pick another date. |
| The break checkbox is missing | It only appears on rows after the first, and not while Flexible Break Hours has a value. Clear that field first. |
| Flexible Break Hours field disappeared | A row is ticked Break Hours. Untick it to enter flexible break hours instead. |
| Approved, but the timesheet shows another shift | An Adjust Shift saved after the approval wins. Check the Shift Details tab of Day Detail, and adjust the shift again if needed. |
| The filing is stuck on hold | No approver could be found for the chain. HR sees it under Needs attention in the Manage Request widget. |
| You are not eligible, or you have reached your limit | The company limits who may file this type or how often. Ask HR; the rule does not apply when HR files on your behalf. |
How It Connects
Set up first
- Shift Management — the shifts listed in the Shift picker are the company shifts defined there; a custom shift uses the same kinds (Rest Day, Extra Day, Flexitime, Time Bound, Auto Fill).
- Schedule Management — the regular schedule is what the filing replaces for the one day.
- Approval Configuration — the approval chain and any filing limits that decide who may file and who approves.
Gets its data from
- Employee Scheduling — a planned Individual Scheduling change is the alternative to this filing, and sits below it in priority.
Feeds into
- Time Keeping: which shift a day uses — an approved adjustment becomes that day's shift and the day is recomputed.
- Time Keeping: Adjusting a Shift — HR's Adjust Shift competes with this filing; the more recent decision wins.
- Rest Day Work filing — needed to credit punches on a day that this filing turns into a Rest Day or Extra Day.