This workflow automates the process of checking employees' working hours against their contracted weekly hours. Unlike Flexi Daily Adjustments, it's built for employees who don't have a fixed working pattern — only a total number of contracted hours per week, with no set days. Instead of comparing hours day by day, the workflow totals up everything worked across the week and compares it to what was contracted, once a week.

By comparing actual hours worked with contracted hours, the workflow ensures fairness and accuracy: employees who work additional hours receive entitlement, while those who work fewer hours have the difference deducted from their entitlement balance.

The workflow also accounts for changes made retrospectively, ensuring updates to timesheets, attendance, holidays and other events are reflected in previous weeks' calculations.

It reduces manual calculations, minimises errors, and saves managers time when reviewing working hours — for the employees whose working pattern makes daily comparisons impossible.

You can configure the workflow to suit your organisation's approach to flexi time, including:

Eligible For – choose who this workflow applies to: everyone, only employees without a set working-hours pattern, or a custom rule based on location, department or job role. This is what separates Flexi Weekly from Flexi Daily when you're running both side by side.

Entitlement type – choose which entitlement the workflow updates, such as TOIL, Flexi or Holiday. Defaults to TOIL.

Time recording method – choose whether calculations use manually entered timesheets or attendance records.

Working Days Per Week – used to convert a full day of time off into hours when working out expected hours for the week, since these employees don't have set working days for the system to derive this from itself.

Weekly Adjustments Screen Name – the profile screen the workflow writes each week's Worked Hours, Expected Hours and Entitlement Update to. This is separate from the Timesheet screen (see below).

Break deductions – configure break deduction rules based on hours worked.

Carryover – configure a maximum carryover amount, either as a global number of hours or based on the employee's FTE.

Carryover and retrospective calculations – the workflow can account for changes made to previous periods when recalculating balances.

Click here to learn more about configurable workflows.

Employee submits timesheet by entering date, start/end time and break minutes. Either by manual timesheet as per the below image, or by clocking in and out, which updates this screen automatically.

Worked Hours is calculated and shown on the timesheet record straight away, within seconds of submitting. Expected Hours and Entitlement Update aren't shown here — since these employees are assessed weekly rather than daily, both fields instead say "Refer to Flexi Adjustments", pointing to where the real numbers live in their own reportable screen.

Every Monday morning the workflow looks back at the week that just finished (Monday to Sunday) for every eligible employee, adds up everything they worked that week, and compares it to their contracted weekly hours.

If actual hours worked > contracted hours → the difference is added to entitlement.

If actual hours worked < contracted hours → the difference is deducted.

The result is written to the Flexi Adjustments screen as a new weekly row — Week Commencing, Week Number, Worked Hours, Expected Hours, and the Entitlement Update.

If an employee has a time off event logged during that week, this is first deducted from the expected hours before calculating, using Working Days Per Week to work out how many hours a single day off is worth. This is explained in plain English in the row's Comments, for example:

"Deducted from expected hours: 7h Holiday (18 Aug)"

If an employee is entirely new to the workflow with no prior week to compare against, the first week is established as a baseline rather than penalised — so nobody is unfairly deducted from before they've had the chance to start logging their time.

Editing a past week

If a timesheet, attendance record, or time-off event is added, edited or deleted for a week that has already been calculated, the workflow recalculates that week's row immediately — you don't need to wait until the following Monday. Edits made to the current or a future week are picked up automatically by the next Monday run instead.

When an employee goes into their original record for that day and updates a second shift, their total worked hours will be taken into account and included in that week's calculation.

When you first deploy this workflow, it needs a full week of timesheets from the week before it can safely calculate an adjustment. Without this, it could mistake a lack of timesheets for a lack of work, and deduct an employee's full contracted hours.

To prevent this, the workflow checks whether an employee has any previous Flexi Adjustment records and any Timesheet records for the previous week. If neither exists, that first Monday run is skipped for them — no deduction is made.

So when you deploy Flexi Weekly, for the first full week simply let employees enter their timesheets first. The following Monday, the workflow will run its calculation as normal.

This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.