For customers of our PTO module and Timesheets feature.

The Schedules feature within Built 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 to be aware of.

When a PTO request is submitted, the system calculates how many hours the 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 a different amount of time off. Therefore, the system will provide a list of the approved PTO requests that will be affected so you can either cancel your change or continue with the change. If you continue with the schedule change, all of the affected PTO requests will need to be reviewed again and re-approved. In this way, Built ensures that PTO requests remain accurate and that schedule changes don't have undesired effects of which you aren't aware.

For each day on a timesheet, Built 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-hour 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.

Please contact our customer success team for additional assistance.