Work Patterns define the working time structure and pay code application across a 24-hour period. They are central to all attendance calculations. Follow the sections below to build and configure your patterns correctly.
Key rules for Work Patterns
Before you begin, make sure you are familiar with the following rules:
Build one base pattern plus alternative patterns (day, evening, night) per calculation group.
Patterns must cover the full 24-hour period (midnight to midnight).
The system auto-selects the correct pattern based on the employee's first clock-in time.
Remove all absence-related values from Work Patterns to prevent incorrect absence hour calculations.
Naming convention
Use the following format when naming your Work Patterns:
[Calc Group][Day Type][Pattern Number]
Examples: 9005OD001 or 9005 OD MTWT PAT 1
Recommended day type labels
Label | Meaning |
OD | Ordinary Day |
RW | Rest Day Worked |
OT | Overtime |
WB | Worked Bank Holiday |
Configure the DEFDAY (Default Day) work pattern
The DEFDAY pattern is used for recording absences and must always be included in your baseline setup. Configure it using the values below:
Setting | Value |
Default Start Time | 09:00 |
Default End Time | 17:30 |
Default Hours | 8 |
Earliest Start Time | 08:00 |
Default Pay Code | Basic Hours |
Extra Hours Worked | Extra Hours Worked |
⚠️Important: If the USE_AUX_OVERRIDE_DEF_HOURS balance parameter is not enabled, the system may deduct incorrect amounts from balances when absence durations differ from the DEFDAY default of 8 hours.
Set up Alternative Work Patterns
Alternative patterns are used to provide 24-hour coverage, for example for day, evening, and night shifts.
How the system selects a pattern
When an employee clocks in, the system selects the appropriate pattern by following these steps:
Loads the base pattern and all alternatives.
Retrieves the Default Start Time, Default End Time, and Earliest Start Time for each pattern.
Compares the employee's first clock-in against each pattern.
Selects the pattern with the smallest time difference, with a preference for a clock-in at or after the Default Start Time.
📌Note: You can optionally use the Earliest Start Time for pattern selection instead. This is controlled by the USE EARLIEST START TIME WHEN CHECKING FOR ALTERNATE PATTERNS IN CALCULATION parameter.
Example — 3 patterns for Ordinary Days with a single pay rate
Pattern | Default Start | Default End | Default Hours | Earliest Start |
Pattern 1 (Base) | 02:00 | 06:00 | 4 | 22:00 |
Pattern 2 (Alt) | 06:00 | 18:00 | 12 | 07:00 |
Pattern 3 (Alt) | 21:00 | 23:00 | 2 | 18:00 |
📌Note: Alternative patterns require a minimum of 4 hours of time bands prior to the Default Start Time.
Apply alternative patterns
To link alternative patterns to your base pattern:
Open Pattern 1 (the base pattern).
Open the Alternative Pattern screen.
Click Add.
Record Pattern 2 and Pattern 3.
How many Work Patterns do I need?
The number of patterns required depends on your pay rate configuration:
Scenario | Patterns Required |
Ordinary Days, single pay rate | 3 patterns |
Ordinary Days, multiple pay rates (varying by time band) | 12 patterns (3 each for Sunday, Mon–Thu, Friday, Saturday) |
Enable the required Work Pattern advanced parameters
The following parameters must be enabled via SQL INSERT into ct_advanced_option:
CUSTOMISE WORK PATTERN FROM AUXILIARY PATTERN FOR CALCULATION
CUSTOMISE WORK PATTERN FROM AUXILIARY PATTERN FOR CALCULATION FOR OVERNIGHT NON-MIDNIGHT START/END
CUSTOMISE WORK PATTERN FROM AUXILIARY PATTERN FOR CALCULATION FOR MIDNIGHT START/END
CUSTOMISE WORK PATTERN FROM AUXILIARY PATTERN LATES CALCULATION FIX
CALCULATION - AMALGAMATE HOURS FOR OVERFLOW AND SPECIAL DAYS
RAILPLAN - PEOPLEHUB - IGNORE 0 TO 3 RESTRICTION WHEN GETTING ALTERNATE PATTERN
CALCULATION - RAIL PLAN - DELETE ZERO HOUR MISSED CLOCK PAY CODES
⚠️Important: These parameters are enabled via a SQL INSERT into ct_advanced_option. Ensure this is carried out by a suitably qualified administrator.