Introduction
This workflow automatically checks for any employees who has clocked out at least 15 minutes later than their scheduled end time.
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 Work Hours)
Alternatively, we offer a version of this workflow that compares total scheduled work hours to total actual worked hours based on clock entries, rather than just comparing scheduled end time to actual clock-out time.
Why the difference?
The "Scheduled Work Hours" variation is designed for companies that want to monitor any overtime worked - whether it happens at the start or end of a shift. This approach ensures all extra time on the clock is captured and managed, regardless of when it occurs.
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 on the actual clock out time.
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.