Set work patterns

Work patterns determine when an employee works during the payroll cycle.

How to create a company-wide work pattern

Add company-wide work patterns to apply a non-default, standard work pattern to multiple employees. The default work pattern is set as Monday to Friday.

1. From the left side bar, select Settings.
2. Navigate to Work patterns.
3. Click Create work pattern.
4. Enter the Work pattern name and Schedule preference (Monday to Sunday weeks or Individual days).
5. If you want this work pattern to be set as the new default for all new employees, mark Set as default work pattern for all new employees.
6. Mark the days included in the work pattern, and enter the number of hours in the field to the right of each day.
7. If your work pattern varies from week to week, for Monday to Sunday weeks, click + Add week and enter the relevant details. If you need more days, for Individual days, click + Add days and enter the relevant details.
8. Click Save and close.

Tip: If you want to stop using a work pattern, select the relevant work pattern and click Archive pattern. The default Monday to Friday Work Pattern can't be archived.

How to set, edit, and delete an employee's work pattern

Work patterns allow you to set standard working hours for your employees.

Note: If you change an employee's work pattern, UK Payroll won't revise their salary. Any changes in salary based on the new work pattern must be updated directly. To learn more, see Set salaries and pay rates.

1. From the left sidebar, select Employees.
2. Click on the relevant employee's name.
3. Select Compensation.
4. Click on Add work pattern in the Work pattern section.
   • Follows a standard company work pattern - Choose from a list of company work patterns.
     • Select the work pattern from the Select work pattern dropdown menu.
     • Enter the Work pattern start date, then Save and continue.
   • Works set days each week - Ideal for salaried employees or those on a base rate.
     • Select this option, then Save and continue.
   • No set work pattern - Ideal for zero-hour workers.

     Note: Salaried employees are required to have set working days.

     • Enter the Work pattern start date, then Save and continue.
5. To edit or delete an existing work pattern, click the three dots to the right of the salary and select the relevant action.

Note: If the new work pattern has a future start date, its status will show as Upcoming in the Work pattern table.

How to bulk upload work patterns from a file

If you need to process work pattern updates for multiple employees, you can import the salary data as a XLSX, XLS, or CSV file.

1. From the left side bar, select Employees.
2. Click Import/Export > Import work patterns from the top right corner.
3. Click Select file to use the file navigator, or drag and drop your file into the screen.
4. Select the correct header row.
5. Once headers are confirmed, the column headings will begin matching automatically, which you can confirm by clicking Confirm mapping. If you have any columns that are unable to be matched, select the correct option from the dropdown menu.
6. To quickly validate the data, toggle on Show only rows with errors. You can then validate the data at the row or cell level.

   Note: Rows with errors will be ignored.

7. If you are ready to submit, click Yes. The work patterns will be assigned to the listed employees.