Introduction
This workflow automatically identifies employees who leave work early within a configurable Performance Time window based on their scheduled shift end time and actual clock-out time. When qualifying Performance Time is detected, a single approval task is created for the relevant manager(s), including all required details. Once approved, a Performance Time event is added to the employee’s planner.
Configurations
You can choose who the workflow applies to, define the qualifying Performance Time window, and configure task due date and approval settings. This includes options such as minimum and maximum Performance Time thresholds and eligibility rules.
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 Performance Time
The workflow cross references employee clock-out times against their scheduled shift end times and identifies qualifying Performance Time based on the configured minimum and maximum thresholds.
Manager Notification
A todo is sent to the manager showing the employee’s scheduled finish time, actual clock-out time, and total qualifying Performance Time for that day. They have the ability to approve or decline this request. 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.
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 Performance Time, you can add this in the Event Manager.
When you deploy it, a Performance Time 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
Firstly, please ensure you have a working event called Performance Time, you can add this in the Event Manager.
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 | Performance Time |
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. |
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.