This workflow automatically identifies employees who have worked overtime based on their clock-in and clock-out data.

You can configure how overtime is calculated, including whether overtime worked before and after a scheduled shift is calculated separately.

When overtime is detected, the workflow creates a task for the relevant manager(s). Once approved, an Overtime event is added to the employee’s Planner at the time the overtime was worked.

You can choose how overtime is calculated, who the workflow applies to, and how results are handled. This includes 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.

Use Overtime Mode to choose how the workflow calculates overtime:

Overtime Minutes sets the minimum number of overtime minutes that must be worked before overtime is counted.

This threshold applies when using Work Hours or End Time. In Split Start/End mode, it also applies when someone works on a non-scheduled day where no scheduled start or end time exists.

When Split Start/End is selected, you can set separate thresholds for overtime worked before and after the scheduled shift:

The minimum number of minutes before the scheduled start time that must be worked before it counts as overtime.

The minimum number of minutes after the scheduled end time that must be worked before it counts as overtime.

Overtime Adjustments configuration

Every morning at 5:00 AM, the workflow runs the following steps:

Split Start/End provides more precise overtime calculation where employees may work additional time on either side of their scheduled shift.

It:

Split Start/End uses the Overtime Type field on the Overtime Adjustments screen to identify whether a record relates to Before Shift or After Shift overtime.

When the current version of the workflow creates the Overtime Adjustments screen during deployment, the screen includes the Overtime Type field and its Manager variant settings.

Review the workflow configuration and select the appropriate Overtime Mode before deployment.

Updating a Library workflow does not modify or replace screens that already exist in Sense HR.

If your existing Overtime Adjustments screen was created before Split Start/End was introduced, it will not contain the Overtime Type field.

If you want to use Split Start/End, add Overtime Type to your existing screen before selecting Split Start/End mode and deploying the updated configuration.

After adding Overtime Type:

The workflow populates Overtime Type automatically. Managers do not need to enter or edit it.

Manager variant Overtime Type settings

Once the Screen and Manager variant are ready, update the Overtime Adjustments workflow in Sense Automate > Installations, configure Overtime Mode as Split Start/End, and deploy the workflow.

This workflow comes with predefined fields and permissions.

You can customise the Overtime Adjustments screen using Screen Designer. When changing fields on this screen, it’s important to also review the Manager Screen variant.

Click here to learn more about creating and editing screens and using Screen variants.

When editing a screen related to a workflow, make sure any workflow requirements remain in place. See the Requirements section below.

This workflow is available for organisations on the Elite and Enterprise plans. You can find it in the Workflow Hub.

Before deploying, make sure you have a Working event called Overtime. You can add this in Event Manager.
​
​Click here to learn how to create and configure a Working event in Event Manager.

When you deploy the workflow, an Overtime Adjustments screen is added to the Employee Profile template unless a screen with the exact same name already exists.

If a screen called Overtime Adjustments already exists, the workflow will not modify or replace it.

If you’re using an existing screen, make sure it meets the requirements below. If you plan to use Split Start/End, also follow the steps in If you already use Overtime Adjustments⁠.

First, make sure you have a Working event called Overtime. You can add this in Event Manager.

When the workflow creates the Overtime Adjustments screen during deployment, the required fields, permissions, and recommended configuration are included automatically.

This section applies if you already have an Overtime Adjustments screen or plan to customise the preloaded version.

*Overtime Type is required by the workflow only when Overtime Mode is set to Split Start/End. The field must be a Text field named exactly Overtime Type.

Variant name: Manager

The Manager variant determines what the manager can view and edit from the approval task.

The standard configuration is:

Required remains off for these fields.

A: You only need to add Overtime Type to an existing Overtime Adjustments screen if you want to use Split Start/End mode. If you continue using Work Hours or End Time, the Overtime Type field is not required.

A: Overtime Type isn’t added to an existing Overtime Adjustments screen when you update the workflow because Library workflow updates do not modify screens that already exist in Sense HR. Add the field manually before using Split Start/End.

A: The Overtime Type field shows whether Split Start/End overtime relates to Before Shift or After Shift. The workflow populates this value automatically, so managers should not edit the field.

A: When an employee works overtime both before and after their scheduled shift and Split Start/End is configured, the workflow calculates the two periods separately and creates separate approval To Dos. The manager can review and adjust each overtime period independently.

A: The Overtime Adjustments workflow requires scheduled working information to calculate overtime against a scheduled shift. In Split Start/End mode, the configured Overtime Minutes threshold also applies on non-scheduled days where no scheduled start or end time exists.

A: No, the Overtime Adjustments workflow does not update payroll directly. Approved overtime is added to the employee’s Planner and can be used for reporting.