> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hr-easy.nlead.ch/llms.txt
> Use this file to discover all available pages before exploring further.
# Staff groups and work-time settings
> Personengruppen: group-level time capture, weekly plans, and school openings — configured in one place under Settings → Arbeitszeit.
Different kinds of staff work different rhythms: educators return a week before the
students, assistants and mentors do not; some people stamp their actual times, others
work a prefilled weekly plan. **Staff groups** (Personengruppen) capture those rhythms
once, and every member inherits them — instead of each employee record being configured
by hand.
Everything described here lives on one screen: **Settings → Arbeitszeit**
(`/settings/work-time`), with four tabs — **Gruppen**, **Wochenpläne**,
**Jahreskalender**, and **Gleitzeit**.
## What a staff group is
A staff group bundles three defaults its members inherit:
| Default | Meaning |
| ------------------ | -------------------------------------------------------------------------------------------- |
| **Zeiterfassung** | How members record time: **Stempeln** (start/stop) or **Wochenplan** (prefilled plan hours). |
| **Wochenplan** | The [schedule template](/guides/time-absence/time-tracking) members' Soll hours derive from. |
| **Schliesszeiten** | The group's school openings — the periods its members are not expected on site. |
Groups are also the unit the closure calendar has always used for **Betriebsferien**,
so a group's closures automatically flow into prebooking, leave counting, and the
portal holiday calendar for exactly its members.
## How people land in a group
Membership is resolved, not maintained by hand:
1. **Manual pin** — an explicit group set on the employee record wins over everything.
2. **Position match** — otherwise, the employee's Position is matched against each
group's position list (case- and whitespace-insensitive).
3. **Standard group** — otherwise, the default group (the one whose card has **Als
Standardkalender verwenden** checked; it carries the «Standard» badge) catches
them.
An employee matched by none of the three belongs to no group and inherits nothing —
the Gruppen tab shows a warning with the count until a Standard group or the missing
positions exist.
## Setting it up
**Jahreskalender tab → Betriebsferien**: create one group per staff rhythm — for a school,
typically a general group plus e.g. educators, assistants, mentors. Make exactly one group the
Standard group by checking **Als Standardkalender verwenden** on its card; it catches everyone
not matched elsewhere.
On each group card, list the position titles that belong to it, exactly as they appear on the
employee records. Everyone with a listed Position becomes a member automatically — now and for
future hires.
Per group, choose the default **Zeiterfassung** (Stempeln or Wochenplan) and, where the mode is
Wochenplan, the default **Wochenplan** template. Changing a group's default plan never silently
rewrites member schedules — applying it to members is always an explicit, confirmed step.
On the **Gruppen tab**, the openings matrix defines a period once for every group it applies to;
deviating a single group's dates is one click on its cell. See below.
Individuals who differ from their group are configured in their dossier — **Schweizer Daten**
tab: pin them to another group, or give them an explicit capture mode. Both stay visible on the
Gruppen tab — pins as a sub-line under **Mitglieder**, mode overrides in **Ausnahmen**.
## The Gruppen tab: three views of the same groups
The Gruppen tab shows a selectable school year (August–July) in three ways:
### Overview table
One row per group: resolved member count (with manually pinned members noted as a
sub-line under **Mitglieder**), default capture mode, default weekly plan,
closure-period count, and the **Ausnahmen** column — the number of members with an
explicit capture-mode override.
### Year strip
One bar per group across the school year, with each closure period drawn to scale — a
one-glance answer to "when is who off site", and the fastest way to spot a group whose
openings were never configured.
### Openings matrix — define once, deviate per group
Rows are period names, columns are groups. The Standard group's dates are the
reference; any group whose dates differ is highlighted with the deviation spelled out.
* **Periode erfassen** creates a period in every selected group in one step.
* Clicking a cell edits or removes only that group's copy — that is how *educators
return one week earlier* is expressed: same row, one deviating cell.
## Inheritance and exceptions
An employee's effective capture mode resolves in order: **explicit personal mode →
group default → Stempeln**.
An explicit personal mode is a **pin**: it stays fixed even if the group's default changes later.
That is why it counts as an exception even when it currently equals the group default — the group
can move on without it. To let someone follow their group again, set their Zeiterfassung back to
*Von Gruppe übernehmen* in the dossier.
Manual group pins behave the same way: they survive Position edits, and if the pinned
group is ever deleted the employee falls back to automatic resolution.
## Troubleshooting
| Symptom | Cause and fix |
| ---------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| Red "n Personen sind keiner Gruppe zugeordnet" | No Standard group and their positions match no group. Check **Als Standardkalender verwenden** on one group or add the positions. |
| A group shows **0 Mitglieder** | Its position list is empty or the spellings do not match the employee records' Position field. |
| A person ignores a changed group default | They carry a pinned personal mode or group. Clear it in the dossier (Schweizer Daten) to restore inheritance. |
| A closure is missing from one group | The period was created for the other groups only. Add it via that group's cell in the openings matrix. |
## Where the pieces connect
The group's Wochenplan default is a schedule template; Soll hours and balances derive from it.
School openings sit alongside cantonal public holidays and school holiday calendars.
Betriebsferien days reduce what a spanning vacation request consumes.
Per-person pins and overrides live on the dossier's Schweizer Daten tab.