Scheduling Work Hours for Users in Dynamics CRM

By | July 28, 2016

An Organization has several users, and for these users particular working hour timing is set. But it is important to maintain these working hours in an organized manner.

Through this blog, you will know the significance of creating Work Hours in Dynamics CRM.

How to Set Work Hours for Users in Dynamics CRM?

Below are the steps you can follow for scheduling Work Hours for Users in Dynamics CRM:

  1. You will first need to Navigate Settings → Security → Users.
  2. Then Open a particular User record, for whom you need to set Work Hours. And then Navigate to that User related Work Hours as shown in below screenshot:set work hours
  3. After this, you will be able to see the below Monthly Calendar view for the User.monthly calender view
  4. In this view you will be able to set the Work Hours for the User. Usually Work Hours can be set either on Daily or Weekly basis, and if the user is not available then for Time off basis. Below is the screenshot for reference:weekly schedule
  • New Weekly Schedule – In which you can schedule hours for entire week.
  • Work Schedule for one day – In which you can schedule hours for per day basis.
  • Time off – In which you can set the Time off (i.e.: Set unavailability with reason).

Different Ways to Schedule Work Hours in Calendar Month

For scheduling Work Hours, you will need to initially select the above options. Following are the patterns described in detail.

1. New Weekly Schedule

If you want to schedule Work hours for the Users on Weekly basis then follow the below steps to set the Weekly Hours:

Step 1: Select New Weekly Schedule as shown below:New Weekly Schedule

Step 2: A new pop-up will be displayed as shown in below screenshot:Pop up

In this above pop-up, you can follow either of the below three pattern process for Week Schedules as mentioned below:

  • Pattern 1: Are the same each day
  • Pattern 2: Vary by day
  • Pattern 3: Resource is not working

Pattern 1: Are the same each day

If you want to set similar Work hours timing for the entire week, then select “Are the same each day” radio button and set the time in the pop-up as displayed in below screenshot:set work hours and service restrictions

In the above screenshot, you can check or uncheck the days as per your need to schedule Workhours for the User. For instance, you can see in above screenshot we have unchecked the User availability for Sunday and Saturday.

If you want to add the break hours for user then you can click to “Add Break” button to set the Break hours for the User as shown in below screenshot:add break

After setting the Work hours, you will be able to see the Total Work hours and Break Hours set for User in the “Total” section as highlighted below:total work

After this, click to “Save and Close” and then you will be able to see the Work hours scheduled in Dynamics CRM as below:Work hours scheduled in CRM

Note: There is no End date for setting Work hours, so the work hours will keep recurring with same pattern without ending on any particular date.

Pattern 2: Vary by day

If you want to set different Work hours timing for the User, then select “Vary by day” radio button and set the time in the pop-up as displayed in below screenshot:Vary by day

In the above pop-up, you will need to check/uncheck the required days of working for the User. And you will need to open the “Set Work Hours” link given for each day to set timings for the User day separately.Set Work Hours

Once you are done editing on all days, you will be able to see this different day wise time pattern for the several days as shown below:work days

And then you can Save and Close to see the Work Hours Scheduled under this Pattern in the main monthly view as shown below:Work Hours Scheduled

Pattern 3: None. Resource is not working

If you want to set the Resource unavailability for multiple days in the Work hours, then select “None. Resource is not working” radio button as shown in the below screenshot:set the recurring weekly schedule

Then you can select the “Starting On” date for the User and the relevant Time zone of your Dynamics CRM and click to Save & Close.

And then you will able to see the Resource unavailability for “All Day” set for the Resource as shown in below screenshot:Resource unavailability

2. Work Schedule for One day

If you want to schedule Work hours for the Users on individual day basis, then you can follow the below steps to set the work hours for “One day”.

Step 1: Select “Work Schedule for One day” as shown below:Work Schedule for One day

Step 2: After this, you can select the desired timings for the Resource as shown in below screenshot and click to Save and Close.select the desired timings

Step 3: After this, you will be able to see the Work Hours set for One day in below screenshot:Work Hours set for One day

3. Time Off

If you want to schedule time off, which means if you want to set certain start and end timings for the Users for their unavailability then you can follow the below steps to set the work hours for “Time Off”.

Step 1: Select Time Off as shown below:time off

Step 2: After selecting this option, you will be asked to set all the details of Start and End Duration of time off with the Reason. So you can specify all these details and click to OK. Below is the referred screenshot:schedule time off

Step 3: Then you will be able to see the Time off scheduled in the Work Hours as below:Time off scheduled in the Work Hours

How to delete these patterns from the Work Hours?

You can simply select the pattern, and click to the Delete icon as shown in below screenshot:delete these patterns from the Work Hours

Please Note:

  • If you try to Schedule work hours in CRM for the days where already work hours exists or contains schedule timings, then the new Work hours which you are trying to Schedule will be overlapped on the Existing Work Hours, which means the earlier ones will remain as it is and just the newer ones would be overlapping on the existing ones.
  • In the below #1 screenshot, it depicts the precondition if you have existing set any Work Hours for the User.
  • And in the below #2 screenshot, it is the postcondition if you try to set Workhours on the existing pattern set.
  • Also if you want to delete these patterns, then you can easily select and delete it, as the existing pattern will remain as it is and wouldn’t be deleted.pattern set 23pattern set

Conclusion:

In this way, following above different ways, you can create several patterned Work Hours for multiple Users in Dynamics CRM.

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