Introduction
This workflow automatically identifies employees who have worked overtime based on their clock-in and clock-out data. When overtime is detected, it creates a single task for the relevant manager(s), including all required details. Once approved, an overtime event is added to the employee’s planner.
Configurations
You can choose how overtime is calculated, who the workflow applies to, and how results are handled. This includes options such as overtime calculation method, eligibility rules, rounding behaviour, and task settings.
You will be prompted to review the default configuration values before deploying the workflow.
Click here to learn more about configurable workflows.
How it works
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
The workflow will cross reference everyone's clock times against their scheduled times and identify 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.
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.