Articles on: Team management

Setting the work system and working time norms

The work system determines how Proplanum interprets an employee's working time against the labour code — the maximum number of hours they may have in a day and how overtime, rest periods and limits are counted. In the same tab you also set the reduced norms: the 7:35 medical one and the one arising from a disability degree. You will find it all in the employee profile, in the "Working hours" tab.


Important: The settings in this tab apply to a single employee. If you want to give the same terms to several people at once, use employment templates — editing in the profile is for individual corrections.


How to open the working hours settings


  1. In the "Team" tab find the employee on the list.
  2. Click the three-dot icon next to their name and choose "Details", then "Edit data".
  3. In the menu on the left pick the "Working hours" tab.


Remember: The tab is visible and editable only to the Location Manager, the Advisor and the Organisation Administrator. The Manager will not see it — a disability degree is health data and is specially protected (article 9 GDPR).


Choosing the work system


From the "Work System" dropdown pick the variant that matches the employee's employment. A short description of the currently selected system is shown under the list.


The expanded "Work System" list with six variants


The systems available:


  • "Basic" — the standard system: 8 hours a day, an average of 40 hours a week.
  • "Equivalent (12h)" — allows the daily working time to be extended to 12 hours.
  • "Equivalent (16h)" — supervising equipment or being on standby; a daily limit of up to 16 hours.
  • "Equivalent (24h)" — guarding property, protecting people, security services; a daily limit of up to 24 hours.
  • "Weekend" — work only on Fridays, Saturdays and Sundays; a daily limit of up to 12 hours.
  • "Continuous operation (brigade)" — 24/7 work in brigades: the weekly rest may be shortened to 24 hours, with a limit of up to 48 hours a week.


Choosing a system other than "Basic" changes how the labour code provisions are interpreted — among other things it allows a longer working day. The details of the thresholds and rest periods are in The labour code.


The 7:35 medical norm


Tick the "Medical norm 7:35" checkbox if the employee is subject to the shortened working time norm that applies to medical staff. Turning this option on means the nominal hours, leave, overtime and labour code limits are counted against a norm of 7 hours 35 minutes a day (37 hours 55 minutes a week).


The "Medical norm 7:35" checkbox with its description


The medical norm works independently of the work system chosen — you can combine it with any system in the list.


Flexible working time


The "Flexible working time" checkbox lets the employee start work at different times: working again within the same day is not treated as overtime (article 140¹ of the labour code). The daily and weekly rest periods still apply in line with the work system chosen.


Caution: Flexible working time is not available for the weekend system or for continuous operation (brigade) — with those systems the checkbox is greyed out.


Disability degree


The "Disability degree" list lets you record an employee's certificate and automatically apply the reduced working time norm from the act on vocational and social rehabilitation.


The expanded "Disability degree" list with four options


There are four values to choose from:


  • "None" — the employee has no certificate. The norms stay unchanged (the default setting).
  • "Light" — the certificate is recorded in the system, but the norms do not change. 8 hours a day and 40 hours a week apply.
  • "Moderate" — the norm drops to 7 hours a day and 35 hours a week.
  • "Severe" — the norm drops to 7 hours a day and 35 hours a week.


Once you pick the moderate or severe degree, a note about the reduced norm that applies appears under the list, and below it the "Certificate presented on" field.


The moderate degree selected: the note about the reduced norm and the certificate date field


The reduced norm applies everywhere the system counts working time: to the monthly nominal hours, to converting leave days into hours, to the daily overtime threshold and to the labour code checks in the schedule.


Important: The reduced norm applies to new requests. Requests submitted earlier keep the norm from the day they were submitted, so recording a degree does not recalculate approved leave retroactively and does not take days out of the employee's allowance.


The certificate presentation date


The field is there for record keeping — you note in it the day the employee handed the certificate in. The field is optional: you can save just the degree and fill the date in later. No calculation uses this date today; the reduced norm applies from the moment the degree is saved.


When you change the degree back to "None", the date clears automatically — so no trace of an out-of-date certificate stays in the profile.


Extra leave


A moderate or severe degree gives the right to 10 days of extra leave (article 19(1) of the rehabilitation act), unless the employee already has more than 26 days on another basis. You will see a reminder about this in the "Requests" tab of the same employee.


Caution: The system does not add those 10 days automatically — you raise the allowance by hand in the "Requests" tab, changing the limit for the relevant request type. See Request limits.


More practical situations — combining it with the medical norm, work in the equivalent system, a change of degree during the year — are described in Disability degree – questions and answers.


Saving the changes


Once you have set the work system and the extra options, click "Save" in the action bar at the top of the tab. The button is active only when you have made changes; the "Revert changes" button takes you back to the last saved state.

Updated on: 09/08/2026

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