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.
Screen customisation
This workflow comes with predefined questions and set permissions.
You have the ability to edit these questions using the Screen Designer. When making changes to the fields on this screen, it’s important to also update the Screen Variants.
Click here for an article on how to create or edit a screen, and scroll to the bottom of the page to learn more about Screen Variants.
When editing a screen that is related to a workflow, it is important to ensure that any requirements are taken into account. Please check the Requirements section of this article.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
Please ensure you have a working event called Overtime, you can add this in the Event Manager.
When you deploy it, a Overtime Adjustments screen will be added to the Employee Profile template - unless one already exists with the exact same name.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
When a screen is automatically added during workflow deployment, all required fields, permissions, and best-practice recommendations are included by default.
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Fields
Field Type | Field Name |
Date | Date |
Text box | Scheduled Work Times |
Text box | Scheduled Work Hours |
Text box | Actual Work Times |
Text box | Actual Work Hours |
Text box | Minutes Worked Over |
Radio button | Authorisation |
Paragraph | Authorisation Comments |
Required Screen Variants
Variant Name | Notes |
Manager | In this variant we define what the manager will see and edit from the task. Here you want to select 'Edit' for the authorisation fields, and read only for the rest. |
Best Practice
For permissions we advise for employee's to only be able to add a new record. Once a request has been submitted and authorised, it should not be edited.
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.