Overtime Visibility

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Overview

The overtime visibility feature displays the overtime impact when scheduling. Your account’s overtime thresholds are used to calculate an employee’s potential overtime when assigning a shift.

Don't see this feature?

We’re rolling out this feature to paid, non-legacy plans over time.

Considerations

  • Overtime visibility is currently available on all platforms. On iOS and Android, overtime badges are shown when creating shifts, offering OpenShifts and approving shift requests. Overtime badges in the Scheduler view on iOS and Android is not currently supported.
  • Accounts using Time Clock & Attendance takes actual worked hours into account when displaying overtime badges during shift creation, offering OpenShifts, and approving shift requests.
    • For past days, timesheet hours are used as the basis for overtime calculations.
    • For today & future days, scheduled hours are used as the basis for overtime calculations.
  • Overtime badge calculations in the scheduler are based on a midnight cutoff time regardless of the payroll cutoff time.
  • Preferred hours are no longer available in the Scheduler. When I Work recommends setting max hours to set weekly limits for employees.
  • Accounts that want to use the overtime visibility feature are required to use start of the work week to calculate overtime. Change the overtime boundary to the start day of the work week.

Before you begin

To calculate overtime in the scheduler, begin by configuring your settings:

  1. Hover over Gear, then select Settings General Settings.

  2. Set the Start of the Work Week. See Changing the Start Day of the Work Week for more information.
  3. Configure your overtime thresholds. See Setting Overtime Thresholds.

Scheduler Views

The overtime impact of hours and wages is displayed on the Scheduler to help you see how much overtime you are scheduling and the cost impact it has.

You can switch between Hours mode and Budget Tools mode by selecting Show Budget Tools in the View Options filter menu. Hours mode is enabled by default.

Show budget tools checkbox

Worked Hours

Only the alert badges display worked hours. The Hours and Budget Tools modes display scheduled hours.

Weekly employee totals

If an employee has overtime hours for the week or exceeds their max hours for the week, an alert icon appears under their name in the scheduler. Hover over the icon to view the details described below.

Preferred Hours

Preferred hours are no longer available in the Scheduler. When I Work recommends setting max hours to set weekly limits for employees.

Hours mode

In hours mode, you can view an employee’s Scheduled hours and Max hours. The alert shows how much overtime, and double overtime the employee is scheduled for, as well as how many hours over their max hours they are scheduled for.

Overtime hours visibility

Budget Tools mode

In budget tools mode, you can view an employee’s Scheduled wages. The alert shows how much overtime and double overtime wages are totaled for the scheduled week. An employee’s wages are weighted if they are scheduled for more than one wage and have overtime in a given week.

Overtime budget visibility

Schedule day and week totals

If an employee has overtime hours for the day or week, an alert icon is displayed in the totals. Hover over the icon to view the details described below.

Hours mode

In Hours mode, overtime and double overtime alerts are shown for the weekly and daily total hours.

Overtime weekly and daily hours alert

Shifts that cross midnight have their hours split correctly into each day. For example, a 10p-3a shift adds two hours to the first day, and three hours to the second day.

Budget Tools mode

In Budget Tools mode, overtime and double overtime alerts are shown for the weekly and daily total budget. An employee’s wages are weighted if they are scheduled for more than one wage and have overtime in a given week.

Overtime weekly and daily budget alert

Filtering and overtime visibility

Position filters and Job Site filters take into account displayed hours, wages, and overtime alerts. Overtime alerts are impacted by the Position and Job Site filters you apply to your schedule. This lets you see overtime impact by position and job site as you build your schedule.

Filtering example: Unfiltered

In this example, no filters are applied:

  • The weekly overtime threshold is 40.
  • Ben is scheduled for 40 regular hours as a Barista from Sunday-Thursday.
  • Ben is scheduled for 8 overtime hours as a Cashier on Friday.

Unfiltered overtime

Filtering example: Overtime included

In this example, the Cashier filter is applied:

  • The 40 regular Barista hours are hidden.
  • The 8 overtime Cashier hours remain.
  • There are still overtime alerts for Ben and Friday’s total because those hours are still past the weekly overtime threshold, regardless of whether the first 40 hours are visible on the schedule.

Filtered overtime

Creating shifts

The overtime impact of shifts is displayed whether you are creating a shift from a shift template or creating a custom shift.

Using a shift template

If a shift template adds max hours or overtime, a badge displays the potential max and overtime hours.Hover over the badge to view a breakdown of new and total hours for the week.

Using a custom shift

When creating a custom shift, the Assign To menu displays a badge for any employee that will acquire max hours or overtime if assigned the shift.

 

Offering OpenShifts

The max hours and overtime impact displays for affected employees when offering an OpenShift to specific employees. Hover over the badge for a breakdown of the projected impact.

Click Deselect OT/Max to deselect all employees who would acquire max hours or overtime for the OpenShift.

Approving Shift Requests

A badge appears for any employee that will acquire max hours or overtime when processing swap requests, drop requests and when finding a replacement for a shift.

Shift swap requests

When swapping shifts, a badge appears when at least one of the employees has a max hours or overtime impact. Hover over the badge for a breakdown of the projected impact for the affected employee(s).

NOTE: Badges only display when new overtime and max hours are added by a potential trade. Actions that reduce or maintain existing overtime and max hours are not displayed.

Click Deselect OT/Max to deselect all employees who would acquire max hours or overtime for the swapped shifts.

Shift drop requests

Shift drop requests displays the max hours and overtime impact for potential takers of the dropped shift. Hover over the badge for a breakdown of the projected impact.

Click Deselect OT/Max to deselect all employees who would acquire max hours or overtime for the shift.

Finding a replacement

When finding a replacement for a shift, the max hours and overtime impact for potential takers. Hover over the badge for a breakdown of the projected impact.

Click Deselect OT/Max to deselect all employees who would acquire max hours or overtime for the shift.

Frequently asked questions

What is the difference between max hours and overtime?

Overtime is subject to national, state, and local laws and must be applied to all employees. Max hours is a great way for employers to set weekly hour limits for specific employees that differ from the overtime policy.

Do overtime badges update when editing an existing shift?

Yes. When editing an existing shift, adding hours updates the badge for the assigned user without double counting the shift’s previous length.

Do my employee’s custom timezones impact the overtime information?

Overtime impact is always calculated in the account’s timezone set in the General Settings.

Why do I see duplicate alerts for overtime hours and max hours?

You have employees with max hours set to the same value as the weekly overtime threshold, which causes duplicate alerts. To avoid seeing duplicate alerts, clear max hours for your employees.

Hover over the Gear, then click General Settings. Click Using max hours to manage overtime? to open an informational modal about clearing your employees’ max hours.

Manage overtime shortcut

Updated on October 10, 2019

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