Introduction
This workflow automatically checks for any employees whose clock times show them working at least 15 minutes more than their scheduled work hours.
When overtime is detected, it sends a single to-do to the relevant manager(s) with all necessary details, and if approved, adds an overtime event to their planner.
Overtime Adjustments (Scheduled End Time)
Alternatively, we offer a version of this workflow that compares the scheduled end time to the actual clock-out time, rather than looking at total scheduled hours versus total worked hours.
Why the difference?
The "Scheduled End Time" variation is designed for companies that don’t mind employees clocking in early - perhaps to grab a coffee or catch up with colleagues - but do want to track and manage late clock-outs, as these typically indicate actual overtime work that should be paid.
How it works
This workflow is set to run only for workers that are paid at an hourly rate. You can ensure employee's are set up correctly by looking at the Pay details screen in their profile. The field 'Rate' must have 'Hourly' selected:
Every morning at 5:00 AM, the workflow runs the following steps:
Review Previous Day’s Clocks
It checks all employee clock-ins and clock-outs from the previous day.
Identify Overtime
For any employee whose clock times show them working more than their scheduled work time, the system considers this as potential overtime.
Manager Notification
A todo is sent to the manager showing them to employee's start and end time for that day, and what time they clocked out. They have the ability to approve or decline this. They also receive an email notification.
If the employee also has a populated 'Secondary Manager' field, they will also receive this task and email - only one needs to approve or decline.
Planner Update
If the overtime is marked as approved, the workflow automatically adds an overtime event to the employee's planner. Starting on the scheduled end and ending after the duration of the worked over amount.
How to get this Workflow
If you're interested in this workflow, please reach out to support. Please ensure you have a working event called Overtime, you can add this in the Event Manager.
FAQs
Does this workflow work if employees don’t have a set schedule?
No, it requires scheduled start and end times to calculate overtime accurately.
Will this update the payroll system?
Not directly, but the planner update can be used for payroll reporting.