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Work Rules are essential for safe, compliant scheduling. They define the limits for your instructors’ and other human resources’ duty periods, working hours, and required rest times. Without Work Rules, your organization risks regulatory issues.
This guide is divided into two parts:
Understanding Work Rules: What they are and why they matter
Managing Work Rules: How to create and assign them in XO Scheduler
🎥 Video Tutorial: Work Rules Explained
Watch this detailed video to see how Work Rules work and how to configure them in XO Scheduler.
📸 Disclaimer: Screenshots and videos may look slightly different from your XO Scheduler interface depending on your version or configuration.
🧩 Part 1: Understanding Work Rules
Work Rules in XO Scheduler define when and how people can be scheduled. They ensure legal, contractual, and safety requirements are followed—especially important in 24/7 training operations.
Key Terms
Max Work Time: Continuous working time without a break (e.g., maximum 6 hours in the simulator)
Max Duty Time: Total time between the first and last task of a shift, including breaks (e.g., briefing at 21:00, debriefing at 6:00 = 9 hours duty)
Min Rest Time Between Duties: Minimum rest before the next shift starts
Days Off: Required rest days in a rolling work window (e.g., 2 days off every 7 days)
Real-World Examples
🧑💼 Office Worker Example
Works 09:00–13:00 and 14:00–18:00
Max Work Time: 4 hours
Max Duty Time: 9 hours (09:00–18:00)
Days Off: Weekends
🧑✈️ Flight Instructor Example
Briefing at 21:00, simulator session, then debrief at 06:00
Max Work Time: 6 hours (active sim + briefings)
Max Duty Time: 9 hours (entire span)
Min Rest Time: 12 hours before next duty (cannot start before 18:00)
📌 Key Distinction:
Note: Duty Time refers to the full duration from the first task assigned (e.g., briefing at 21:00) to the final task (e.g., debriefing at 6:00). Even if breaks occur during this window, the entire period counts. Work Time, by contrast, only includes active working periods like the simulator session.
Days Off Rules
XO Scheduler allows you to specify:
Required days off in a rolling window (e.g., 2 in every 7 days)
Whether those days off must be consecutive
🛠️ Part 2: Managing Work Rules in XO Scheduler
Below is a step-by-step guide to create, configure, and assign Work Rules within the XO System.
Step-by-Step: Creating a Work Rule
Go to SIM Slots and Work Rules.
Scroll to the bottom → Right-click → Create Work Rule.
3. Name the rule (e.g., London Work Rules).
4. Enter time values (in minutes) according to your policies:
Max Work Time =
360(6 hours)Max Duty Time =
540(9 hours)Min Rest Time =
720(12 hours)Days Off Rule =
2 days off in 7 days(toggle consecutive if needed)
5. Click Save.
Step-by-Step: Assigning Work Rules
Open the Resources section.
Select the resource(s) (e.g., Instructors).
Click Edit Resource.
Choose a Work Rule from the dropdown menu.
Click Save.
💡 You can show the Work Rule column in your resource table by right-clicking column headers and enabling it.
💡 Pro Tips
Always assign Work Rules: Without them, the system won’t respect rules or maximum working hours.
Use clear naming conventions: If you have different bases or regions, name rules like
London Work Rules,NYC Rules.Review regularly: Regulations and company policies change—keep your Work Rules updated.
🔗 Related Tutorials
New Resource – Instructor – How to add instructors manually
Import Resources from Excel – Add multiple resources at once
Qualifying Resources – Make sure your instructors can actually be scheduled
Work Rules are the foundation for safe and accurate scheduling in XO Scheduler. By setting clear duty limits, rest requirements, and days off, you’re protecting your team, staying compliant, and ensuring training quality.
Once you’ve created and assigned Work Rules, combine them with Qualifications to get a scheduling system that is both powerful and realistic.
Wrapping Up
Work Rules are the important for safe and accurate scheduling in XO Scheduler. By setting clear duty limits, rest requirements, and days off, you are protecting your team, staying compliant, and ensuring training quality.
Next, explore how to add your other resource types—like classrooms and simulators.