Configuring Time Profiles

Objective

After completing this lesson, you will be able to configure time profiles to assign time management settings to employees.

Time Profile

A Time Profile is used to control which time types an employee is allowed to record time against.

Once Time Types have been configured, they are grouped into a Time Profile typically based on employee location, employment type, or classification. The Time Profile is then assigned to the relevant employee groups in Job Information in the Time Management section. If all employees are eligible for the same leave types, a single profile is sufficient.

A Time Profile along with the Time Types assgined to it is displayed

To create time types, locate the Manage Time Off Structures app and then choose Create New→Time Profile.

Some of the key fields when creating a time profile are:

  • Main Absence Time Type: Specifies the default absence type that appears when an employee opens the Time Off request screen.
  • Available Time Types section: Specifies all the Time Types that are available to the employee that is assigned the time profile. The key fields in this section are:
    • Time Type
    • Enabled in Employee Self-Service Scenario: Allows employees to create or edit this time type in ESS or restricts absence creation to administrators.
    • Time Type Filter Rule: Controls specific time types from appearing for certain employee groups for e.g, maternity leave must not appear as a selection option for male employees.

      Note

      SAP SuccessFactors Time Tracking needs to be enabled to assign a time type filter rule to time types with classification attendance, break, extra, or on-call time type.
    • Favorite Time Type: Used to display the balance for the time type directly on the Time Off ESS UI. Up to three time types can be marked as a favorite.

      Note

      This field only applies to absence time types linked to a time account type.

Note

You can make effective-dated changes to the Time Profile object, such as adding or removing time types on a certain date. Effective dating ensures that there is no time gap between records and enables you to track historical data accurately.

Create a Time Profile

Steps

  1. Select Manage Time Off Structures→Create New→Time Profile.

  2. Enter the Country/Region if the time profile is country/region-specific.

  3. Enter the most used absence type in the Main Absence Time Type field.

  4. Enter the externalName and externalCode fields.

  5. Enter a duration in the Duration area in the Time Recording Variant field.

  6. Enter the time types available to the employee by using the time profile in the Available Time Type section. For every relevant time type, add an entry to Available Time Type to specify:

    • Time Type: Time Type is an object, which is available for the employee.

    • Enabled in employee self-service scenario

      • Yes: The time type is available in Employee Self-Service scenario (Time Off UI) and in the mobile app.

      • No: Only the HR Admin can enter time off for this time type. They do that in the Time Admin Workbench.

    • Favorite Time Type: Up to three of the time types defined in a profile can be selected as favorites. The names of the favorites cannot exceed 20 characters in length.

      • Yes: Time type appears on the Balance section of Time Off UI.

      • No: The time type can be accessed using the Time Type field dropdown list.

    • External Code: Enter an external code for this time type.

    The example of configuring a Time Profile is displayed.
    Another example of configuring a Time Profile is displayed.

Set up a Time Profile

Business Example

You need to configure the Time Profile for some U.S. employees with four time types: vacation, sick leave, leave of absence, and jury duty.

Steps

  1. Create a time type profile for the U.S.: Standard Time Profile U.S. (STANDARD_PROFILE_US) using the values given in the table: Time Profile. Use the values in the table: Available Time Types, to add the Time Types.

    Time Profile

    FieldValue
    Time Recording VariantDuration
    External CodeSTANDARD_PROFILE_US
    External NameStandard Time Profile U.S.
    Main Absence Time TypeVacation U.S.

    Available Time Types

    Time TypeEnabled in ESS ScenarioFavorite Time TypeExternal Code
    Vacation U.S.YesYes1
    Sick Leave U.S.YesNo2
    Leave of Absence U.S.NoNo3
    Jury Duty U.S.YesNo4

    1. Go to Manage Time Off Structures.

    2. Click New→Time Profile.

    3. Use the values in the table: Time Profile and table: Available Time Types.

    Hint

    When you add the available time types to the time type profile, choose its Details link to locate the External Code field.

Summary

  • The time profile is the central object that groups all time management settings for an employee, controlling which absence types they can access via the Available Time Type section.
  • When adding time types to a profile, the Enabled in employee self-service field determines whether employees can book the absence themselves or whether only an HR Admin can enter it on their behalf.
  • Up to three time types per profile can be marked as favorites, making them visible directly on the Balance section of the Time Off UI for quick access.
  • Time profiles are assigned to employees via Job Information, and when assigned, the system automatically creates the corresponding time accounts for the employee.
Learning
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