Frequently Asked Questions

Schedule

How do I create a schedule for next week?

Go to Schedule, navigate to the target week using the arrows, and either:

• Click + on each day to add shifts manually
• Click Generate Schedule to auto-generate the whole week
• Click Copy from Previous Week if the pattern is similar (only works if the week is empty)

Can I copy a schedule from two weeks ago?

No. The copy function only copies from the immediately previous week. If you need to replicate an older schedule, you'll need to recreate it manually or use auto-generate.

Why is the auto-generator not filling all positions?

Several possible reasons:

• Not enough employees are available that week
• Employees have hit overtime limits and are being blocked
• Shift requirements aren't fully configured in Shift Rules
• The solver ran out of time (increase the calculation time in Settings > Shift Rules > Advanced)

What's the difference between Draft and Published shifts?

Draft shifts are visible only to owners and admins. Published shifts are visible to everyone, including managers. Build your schedule as drafts, review, then publish.

Time Tracking

Do I have to enter every time record manually?

No. Use Autofill to pull times from the published schedule. Then adjust the few records that differ from the plan.

Why is there a 30-minute break on every shift?

Flincs automatically deducts 30 minutes of break for shifts longer than 6 hours, per Austrian labor law. You can override the break time manually on individual records if needed.

Can I edit a time record after the month is closed?

Yes. Time records can always be edited. However, if you've already done an overtime reset for that period, changing records will affect the calculated balance going forward.

Overtime

My employee's overtime looks wrong. What should I check?

1. Are all time records complete and correct? Missing clock-in/out times affect the total.
2. Is the employee's weekly hours contract correct? Check the employee's contract details.
3. Were any contract changes backdated? Mid-period contract changes affect expected hours.
4. Has an overtime reset been done? Check the reset date -- it might be cutting off data you expect to see.
5. Are all leave requests approved? Pending leave requests don't affect overtime until approved.

What does "IST-based" overtime mean?

IST means "actual" in German. IST-based overtime is calculated from real time records only. Scheduled shifts that haven't been worked yet don't count. The Dashboard always shows IST-based numbers.

How often should I reset overtime?

Monthly is the most common approach. Reset up to the last day of the previous month on the 1st. This keeps your accounting periods clean.

Does overtime reset delete any data?

No. It creates a baseline offset. All time records, leave, and shift data stay intact. Only the overtime calculation starting point changes.

Employees

What happens when I archive an employee?

They disappear from the active list and dropdowns but all their data is preserved -- shifts, hours, leave, overtime history. You can restore them at any time.

Can I delete an employee's data completely?

Yes, but only after archiving them first. Go to the Archived tab, click Delete, and type their full name to confirm. This is permanent and cannot be undone.

How do I handle a part-time employee switching to full-time?

Edit the employee and update their weekly hours and priority. Flincs creates a new contract period automatically with the effective date you choose. Past overtime is calculated using the old contract, future overtime uses the new one.

Leave

What's the difference between vacation and overtime reduction?

Vacation is regular paid time off. It credits the employee's expected daily hours so overtime stays neutral. Overtime reduction specifically deducts a set number of overtime hours from the balance. Use overtime reduction when you want to bring down an employee's accumulated extra hours.

Do pending leave requests show on the schedule?

No. Leave only appears on the schedule and affects overtime calculations once it's approved.

Can managers submit leave requests?

No. Only owners and admins have access to the Leave Requests page. Managers need to communicate leave through their supervisor.

Salaries and Bonus

Who can see salary information?

Only owners. Admins and managers cannot access the Salaries or Bonus pages.

How is the revenue bonus calculated?

If monthly revenue meets the minimum threshold, a percentage of the revenue becomes the bonus pool. That pool is split among employees based on the weighted components you configured (e.g., 60% by hours worked, 40% by loyalty). See Bonus System for details.

What if revenue doesn't hit the threshold?

No bonus is paid that month. The threshold exists to make sure bonuses are only distributed when the business is doing well enough.

Settings

Can I change labor law limits?

Yes, in Settings > Shift Rules > Labor Law tab. The defaults follow standard Austrian labor law. Adjust them if your specific collective agreement or business type has different limits.

Does changing appearance affect all users?

Yes. Language, colors, logo, and company name apply to everyone in your organization.

How do I add a new user?

Go to Administration > Users (owner only). Click Invite User, enter their email, pick a role, and send the invitation. They'll receive an email with login credentials.

General

Is my data shared between organizations?

No. Flincs is multi-tenant. Each organization's data is completely isolated. Users in one organization cannot see anything from another.

What browsers does Flincs support?

Flincs works in all modern browsers: Chrome, Firefox, Safari, and Edge. Use the latest version for the best experience.

Can I use Flincs on my phone?

Yes. The interface is responsive. The sidebar collapses into a menu on smaller screens. All features work on mobile, though the calendar views are easier to use on a larger screen.