---
title: "Employee Settings > Capacity Profile R12"
canonical: "https://technology.bytangram.com/space/TGKB/636715114/Employee%20Settings%20%3E%20Capacity%20Profile%20R12"
format: markdown
---
** Capacity profiles** are used to define the typical working days and hours of an employee and block out non-working hours. Capacity profiles are used in schedules, task bookings, timesheets, scheduling views, plus capacity and utilization reports. Each employee within WorkBook is assigned at least one capacity profile.
Capacity profiles are initially created against an employee at import or record creation, however each time a capacity profile changes it is recommended that a new capacity profile is created with the relevant 'in effect from' date to ensure historical reporting remains accurate.
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## CREATE A NEW CAPACITY PROFILE
Create a new capacity profile when an employee’s working days or hours change.
- Go to the **resources **module > **employee settings grid**
- Select the **employee** > open the **employee card**
- Go to **settings **> **capacity profile **and click on the **capacity profile **tab
- There are three options for creating a new profile, click the relevant icon as follows:
- :create-capacity-profile: **create capacity profile:** to create from scratch
- :duplicate-capacity-profile: **duplicate chosen profile:** to copy a new version of the selected profile
- :copy-capacity-profile: **copy profile from another resource:** to copy from another employee (you will be asked to select the resource name and the profile date)
- Other menu options include:
- :delete-capacity-profile: **delete selected profile: **permanently deletes the selected profile (be careful using this option!)
- :refresh: **recalculate capacity profile: **select a start and end date and recalculate the capacity calendar for this specific period
- On the newly created profile, click into the **in effect from **cell** **and select the **start date **in the calendar pop-up
- Check/update each of the fields under each day:
- **Ideal time:** effective work time after breaks and lunch have been accounted for, i.e. 7 hours
- **Basic time: **expected total working hours as per employee contract, i.e. 8 hours
- For all non-working days enter 0 hours in **ideal time** and **basic time** (this will block the days out and not allow the employee to be booked)
> 📝 Note: Unless you have a specific use case, for ease we recommend entering the same value into ideal and basic time to allow for all available time to be booked on jobs independent of the resource booking level settings on job schedules.
- **Flex + hours: **the number of hours an employee can work overtime, i.e. 2 hours
- **Max. hours: **automatically calculates based on basic time + flex hours (maximum number of hours an employee can be booked), i.e. 10 hours
- **Working time start and end: **you can leave blank, but if booking resources in certain time slots, add your typical start and end times of a normal working day, i.e. 9am to 5pm
- Click **apply** to save changes
- Resource bookings from the **in effect date** will be based on the this new capacity profile.
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## EXCEPTIONS
Exceptions allow you to create a temporary capacity profile that is flexible. For example, an employee may work reduced hours for a set period of time, before reverting back to their usual hours.
- Go to the **resources **module > **employee settings grid**
- Select the **employee** > open the **employee card**
- Go to **settings **> **capacity profile **and click on the **exceptions** tab
- Click on the add row icon to add an exception
- In the pop-up window complete the exception criteria:
- **Exception frequency:** once / daily / weekly / monthly
- **Interval:** gap between the frequency, i.e. for a weekly frequency an interval of 2 means every two weeks
- **Start and end dates: **the period in which the exception applies
- **Basic time: **expected total working hours
- **Ideal time: **ideal allocation of hours
- **Max. time: **maximum number of hours the employee can be booked
- **Comment: **i.e. Half days on Fridays during March due to family commitments
- Click **ok** to save
- The exceptions will populate the grid according to the criteria you set. Th exceptions will override the capacity profile for the selected period, after this it will expire and the employee capacity profile will be referenced.
- To delete a single or multiple rows and remove the exception for those particular dates, select the row/s and then click on the delete row icon.
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## OVERVIEW
A log of every day from when the employee was first created detailing:
- **Day type:** workday, fixed day off, weekend
- **Basic time: **i.e. 8 hours
- **Ideal allocation:** i.e. 8 hours
- **Actual allocation: **scheduled hours
- **Holiday & absence entry: **absence entry submitted for that day
- **Exception name: **The name of the exception** **profile,** **where an exception rule has been added (via Settings > Exception capacity profiles)
- **Day approval comment**: The user comment when a timesheet is submitted for a day, below the expected number of hours to be entered.
- *This is only applicable if system variable 871 is enabled, forcing users to add a comment when the sum of time entries is below the required number of hours on a given day.*
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## FLEXTIME
Flextime is used by those agencies that have flexible working hours and track an overall balance of hours worked, rather than a minimum number of hours worked across set days. The functionality provides an overview of the employee’s balance of hours, by calculating each day’s time entries against basic working hours.
> ℹ️ For Flextime to work correctly you must ensure that system variables 503 and 561 are configured.
| **Field Name** | **Description** |
| --- | --- |
| **Date** | The date, or expected date, of the time entry |
| **Day** | Day type: Weekend / Work day / Public holiday |
| **Time entry** | The sum of hours expected for the day, based upon the basic hours within the employee capacity profile |
| **Hours without surcharge** | Sum of time entries for the day |
| **Hours over basic hours** | Number of hours entered via time for the day entries less employee basic time |
| **Surcharge** | Can apply a multiplier to the hours over basic hours, according to the rules set up in the Flextime surcharge tab |
| **Entered time** | Hours without surcharge + surcharge |
| **Flex adjustment** | Provides the opportunity for the agency to add more or reduce hours calculation |
| **Today’s flex** | Entered time less basic time |
| **Total flex*** | A cumulative total of hours owed or owing, based upon the ‘Today’s flex’ calculation for every day from flex start date (set in system variable 561) |
| **Comment** | Any comment added at the time of making a 'flex adjustment' |
| **Surcharge factor** | A percentage multiplier set in Flextime surcharge on hours logged above the basic hours on a workday or a non-working day (weekend or public holiday) |
> 📝 The **Total flex** is the main purpose for leveraging this feature. It provides a method of ensuring that a business can still track overall working hours vs contracted working hours, in a flexible work hours environment.
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## FLEXTIME SURCHARGE
The purpose of adding a flextime surcharge is for an agency to reduce the deficit of hours against an employee when working unsociable hours on a flextime arrangement. For example, if someone works 2 hours at a weekend with an ‘Off day surcharge’ of 2.00, then the time used to calculate the flexible working hours would be 4 hours.
| **Field Name** | **Description** |
| --- | --- |
| **Date** | The date the surcharge is effective from |
| **Over basic hours** | The over norm hours indicate when the surcharge takes effect. If you set it to 2 hours then the surcharge will first have effect on the time entry after the 2 hours over basic hours |
| **Work day surcharge factor** | The factor is the value with which you multiply your flex hours with. When you type 1.2 then the factor is 20%. This applies to time entered over basic hours on working days |
| **Off day surcharge factor** | The factor is the value with which you multiply your flex hours with. When you type 1.2 then the factor is 20%. . This applies to time entered over basic hours on non-working days |
| **Active** | Yes/No (on by default) |
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## EXAMPLES OF HOW CAPACITY PROFILES ARE USED
**Utilization**
Information from the employee’s capacity profile, combined with holiday calendar information, will serve as the denominator for most variations of actual and projected utilization reports.
**Job Tasks > Automatic distribution**
The task schedule will use the capacity profile, the task dates, and the booking level settings on the schedule, to determine whether someone has the available capacity to complete the work within the task timeframe.
**Scheduling views overall**
Cells will highlight red where time is booked above the capacity for the period. The booking will be visually populated into each cell, using colors to indicate the capacity available.
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