In Nepton, it’s possible to define a setting change to take effect not only from the current moment but also retroactively from a past date or in the future. This enables that changes and corrections affecting employees' working hours can be made retroactively. In addition, an employee's transition from one setting group to another can be set in advance for a specific day. When a change is set to take effect on a certain date, it won’t disrupt previous work hour calculations.
Worktime section
Most of the Worktime settings can be modified retroactively or in the future with the validity function represented by a small calendar icon next to each setting.
For example, if you want to set the assumed lunch break duration to 1 hour starting from August 1, 2024 (replacing the previous 30 minutes), follow these steps:
- Click the validity function next to the Assumed Lunch Break Duration row.
- Set an end date for the old value (30 minutes).
- Add a new setting value (1 hour) with the desired start date.
- Save your changes in the editing window (saving again on the main settings page is not necessary).
It is always a good idea to make setting changes using the validity control so that any previous setting history is preserved, and the corresponding calculation does not go wrong due to changing new settings.
When a person's work time changes, for example from part-time to full-time, the person's setting group must be changed. If you want to change the setting group to another starting from a specific day (past or future), you can make this change either in the Worktime or the Employees settings.
In the Worktime settings, the setting group is changed under Worktime - Administration - Setting groups - Action: Setting group members. Choose the validity function image next to the person in question and mark the end date for the old setting group and the new date for the new setting group in the window that opens.
Employees section
In the employees section, a person's setting group can also be defined to change on a specific date by using a similar validity function:
- Open the details of the person in question using the magnifying glass icon.
- The current setting group can be seen under employment information. When you click the setting group menu you can add a new setting group from a date of your choice by choosing Add.
- Save the changes by clicking Done.
- Confirm the changes with the Save button in the lower left corner.
When the change date of the setting group is defined this way in advance, the change takes place automatically on the desired day.
If a retroactive change is made to someone's worktime calculations, the person's balance may not be up to date after the change. This may be alerted by a warning triangle in the person's calendar, which tells them that the balance does not match. In such a situation, the person's calendar should be updated on a day that has already passed, so that the balance is retroactively calculated. The easiest way to do this is to create a Notes event in the person's calendar for the day before the change. Once this is done, the event can be deleted. This is enough to update the calendar calculation to match the retroactive changes made and have the balance displayed correctly. More detailed instructions for updating balances can be found here.