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Change an employee's working pattern

Change an employee's working pattern in Sage HR by editing their current pattern or assigning a different one. Follow the required steps to keep leave balances and historical records accurate.

Written by Oliver Cook

You can change an employee's working pattern in two ways:

  • Edit the working pattern they currently use

  • Assign the employee to a different working pattern

📎NOTE: You can’t schedule changes to a working pattern. Changes apply immediately. Make updates only on the date the working pattern changes in real life.

Before you change the employee's working pattern

Before you make any changes, record the employee's time off balances, including any Time Off in Lieu (TOIL) balances created from Timesheets overtime.

Changing an employee's working pattern

Option 1 - Edit existing working pattern

⚠️CAUTION: If multiple employees use the working pattern, editing the existing working pattern means the change affects all assigned employees. Assign the employee to a different working pattern if you only want to update one employee's working pattern.

  1. Edit the currently assigned working pattern and save your changes.

  2. Create a historical working pattern to record the employee's previous working hours.

Option 2 - Move the employee to a different working pattern

📎NOTE: If the required working pattern doesn't exist, create it first. You can assign the employee during creation or after you save the pattern.

  1. Remove the employee from their current working pattern.

  2. Assign the employee to another working pattern.

    📌TIP: The following article covers adding and removing employees from working patterns

  3. Create a historical working pattern to record the employee's previous working hours.

After you change the employee's working pattern

Create a historical working pattern

If you haven't already, you must create a historical working pattern for the employee's previous working hours.

This keeps previously booked leave accurate. It is especially important when the time off policy uses a working pattern. It can also affect timesheet records.

Update time off allowances

Changing a working pattern doesn't automatically recalculate holiday allowance unless you use a labour-based time off policy.

If you use a non-labour-based policy, calculate the new allowance manually and update the employee's balance for the current year.

For more details, visit our article What to do if an employee changes working hours.

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