actiTIME Tips: How to Set Up a Part-Time Employee

4 min readOct 30, 2020


Photo by Cherrydeck on Unsplash

Life circumstances may require employees to switch from full-time to part-time employment. While sometimes it’s the employer who legally moves an employee to part-time status. Whatever the reason, companies using actiTIME as a time and project management tool can set up the software for part-time workers using the following settings.

Define Individual Work Schedule

Whether you stick to a traditional work arrangement or flexitime, actiTIME supports them both.

When you invite a new part-time employee, you can configure their work schedule right from the Add User interface. If you untick the “Use corporate settings” box, you can define an individual work schedule.

If you moved the existing employee from full-time to part-time status, you can define their new schedule and daily working hours in the user settings.

Track Employee Productivity

Some employers think of part-time workers as less motivated and productive staff. To eliminate these doubts and keep track of project progress and employee productivity, you can use the following actiTIME features.

Estimated vs. Actual Time Report

To track the productivity of a part-time employee, you may want to discuss the estimated time for the tasks in actiTIME and ask them to use timesheets or stopwatch to track the actual time. Then, in a few clicks, you’ll be able to pull the report that shows the variance between estimated and spent time.

Time-Track In Detail Report

In actiTIME timesheets, users can add comments to their time entries that only managers have access to. You can agree with your part-time worker to supply their time logs with comments so that you could pull a Time-Track In Detail report and see the detailed time log breakdown.

Automate Payroll Calculations

If your company allows flexitime, underwork and overtime cases may happen. If you define hourly pay rates for your employees, actiTIME will do the calculations for you.

Automate Regular Work Calculations

Go to the user settings to configure the individual pay rates for regular working hours and define the starting date.

Automate Overtime Calculations

Part-timers are likely to work excessive hours than their full-time colleagues, so you need to define how you are going to manage overtime hours of your part-time workers. In actiTIME, you can follow corporate settings or define an individual overtime calculation plan.

To automate overtime calculations, you need to define the part-time employee’s and corporate work schedules. Any time reported in excess of a standard working day, on public holidays, or weekends is considered overtime.

Next, you need to define overtime pay rates. You may want to use company-wide overtime calculation rules or define a personal coefficient of a regular user rate.

Automate Leave Time Calculations

In actiTIME, you can create custom leave types, associate them with sick days balances, PTO balances or neither of them and edit their coefficients of the regular pay rates.

Specify hourly rates for each leave type and track leave-related employee costs.

Automate Paid Time Off Calculations

In actiTIME, there are two different options of how you can manage paid-time-off calculations.

First of all, you can define automatic paid-time-off accrual rules. Here are a few examples:

  1. Increase PTO balance on a certain amount of days weekly or monthly.
  2. If you provide leave days in advance, reset leave time balance to 0 or any other amount of PTO days.

actiTIME also allows you to adjust PTO balances manually. You may especially benefit from this feature if you’d like to compensate overtime hours with PTO days or decrease PTO balance when this employee worked less time than expected in the previous month and didn’t use leave time instead.


In actiTIME, you can manage both full-time and part-time employees. If you move an employee to a part-time position, you don’t need to create a new user account or adjust company-wide settings. actiTIME allows you to change all the necessary parameters for individual accounts from the individual schedules to accounting calculations.

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