In Belbo, you must also maintain the working hours of your rooms and equipment. This ensures that the required equipment is always available for booking. If you wish, you can also automate this process.

Prerequisites for automatic working hours

The automatic working hours are based on the opening hours entered in the calendar. It is therefore important that your opening hours are correctly stored. Your opening hours are displayed in your calendar as a gray hatched area. They serve as a visual guide in the calendar and have no effect on the bookability of your employees. It is therefore quite possible that opening hours that may have been entered incorrectly so far had no impact on your daily business and were therefore not noticed or corrected.

1. Check the opening hours in the calendar. These are normally located to the right of each date tab.
2. If the opening hours are hidden, use the hatched areas in the calendar as a guide.
3. To adjust the opening hours, proceed as described here.

Example of hatched opening hours in the calendar:

Activate automatic working hours

1. Click on the desired resource in the calendar and then "View profile". If the resources are hidden in your calendar, you can open the profile under Settings > Rooms and Equipment.
2. Activate the "Automatic working hours" function.
3. Save your entry.

After saving, the working hours of the selected resource will be automatically entered within the opening hours. From now on, this process will be repeated every time the calendar is reloaded, until you deactivate the function again.

Block rooms & equipment with automatic working hours

To block rooms and equipment with automatic working hours, proceed as follows:

1. Drag the desired time in the calendar with your mouse.
2. In the appointment dialog that then opens, click on "Internal appointment".
3. Enter the reason for the blockage and save your entry.

In the background, the availability ("working hours") of the resource is still entered. However, the blockage prevents booking of the resource.

If your rooms and equipment are hidden in the calendar, please click "All" in the bottom right of the calendar and select the rooms and equipment to display.

Automatic working hours in the schedule

You can also recognize automatic working hours in the schedule. Employees and resources for which this function is activated have a corresponding symbol (green circular arrow) next to their name:

Rooms and equipment marked in this way do not need to be manually transferred into the future.

Enter working hours manually

If you do not want your rooms and equipment to be automatically available within opening hours, you can of course also manually set the availability. This is suitable if:

• Your resource should not be bookable during the entire opening hours, but only in the afternoon, for example.
• You use the resource to limit services to certain days of the week or times.
• You want to flexibly set the availability again and again.

In this case, do not activate automatic working hours in the resource's profile. To learn how to manually set availability, see here.

To distinguish between scheduled and actual hours for an employee during workforce planning, first enter the planned hours per week in the individual settings of the desired employee. Then proceed as follows to activate the scheduled/actual planning:

1. Go to the schedule via the navigation bar.
2. At the top right, select the "Options" button.
3. Click on "Settings".
4. Check the "Scheduled/Actual Planning" option by clicking on it.
5. Confirm your selection by clicking "Save".

When target/actual planning is activated, you can enter the target hours per day in the schedule. This is the number that appears below an employee's working time (9h, 0h, 7h). These are automatically compared with the actual working times that result from the time entries. This way, overtime or minus hours are calculated, with breaks deducted.

Target/actual hours matching

This example of a schedule is flawless because the target hours and actual hours match:

Balancing target/actual hours

In this example, intern Melanie leaves an hour early on Tuesday. Since she was present for only 6 hours instead of the 7h target hours, a -1 appears instead of 0. On Thursday, she makes up this hour and is present for 8h instead of 7h. This one hour of overtime is noted with the red 1:

In the following example, employee Madline has accumulated overtime on various days in the past month and is taking what is called a minus day:

Sick leave

Employee Michael has reported sick, which accordingly appears in the schedule. Since he was not present on those three days, he cannot fulfill his target hours. These are then displayed in red: -9.

Export of target/actual hours

When you click "Options" in the top right of the schedule and then select "Export target/actual hours", you receive a PDF document that gives you an overview of the month and allows you to read off overtime, minus hours, absences, etc.
In this case, the intern has made up the one hour and no minus hours result:

In this example, Michael's three sick days are listed:

In this example, Mona's three vacation days are listed:

Plan your employees' working hours and the availability of your rooms and equipment here in an overview.

Click on one of the following topics to get more information:

• One-time working time deletion / modification
• Regular working time modification

If your employees work in regular shifts, you can transfer the working hours entered for one week to the following weeks. This saves you the regular entry of certain working times.

Transfer employee working hours

1. Select the shift schedule from the navigation bar.
2. Select the week you want to transfer in the horizontally displayed calendar.
3. Click on the corresponding employee. An input mask will open showing the previously selected week.
4. Next to the week heading and next to each employee, you will find the option "Transfer working hours" in the selection box.
5. A dialog will open showing the rhythm and the number of working hours to be transferred.
6. Enter your desired information and confirm your selection by clicking "save".

Transfer working hours for rooms and equipment

1. Select the shift schedule from the navigation bar.
2. Click on the "All Employees" button on the right and select the desired group or individual resource that should be transferred.
3. Select the week you want to transfer in the horizontally displayed calendar.
4. Next to the week heading and next to each employee, you will find the option "Transfer working hours" in the selection box.
5. A dialog will open showing the rhythm and the number of working hours to be transferred.
6. Enter your desired information and confirm your selection by clicking "save".

If work schedules of an employee repeat regularly, you can transfer them and thus save time. You will find instructions here on how to transfer the work schedules of an individual employee.

Transfer team schedules

If the work schedules of all employees repeat regularly, you can transfer them and thus save time. To do this, proceed as follows:

1. Select "Duty Schedule" in the navigation bar.
2. Select the week you want to transfer in the horizontally displayed calendar.
3. Click on the selection menu at "This Week" and select "Transfer Work Schedules"
4. By clicking the "Transfer Work Schedules" button you can select the rhythm as well as the number of months. Depending on the specifications, the program will now save the stored duty schedule for up to 12 months in the future.

In the shift schedule, you can use working time templates to enter working hours for your team.

Creating and Using Working Time Templates

As soon as you enter a new start or end time for a shift in the shift schedule, a new working time template is created. You can use existing templates while entering data.

Deleting Unused Templates

You can delete unused templates to make entering working hours clearer.
To do this, click on the delete cross in the row of the template you want to delete.