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Track Hours and Labor in the Scheduler

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Overview

When I Work makes keeping track of employees’ hours easy as you’re building the schedule. The schedule displays total scheduled hours for the week or day and total scheduled hours per employee.

Considerations

  • All hours are counted based on the workday start time. This is set to 12 AM by default. Contact our Care team if you’d like to adjust this setting.
  • Filtering the schedule impacts the totals displayed.
  • When I Work alerts you if you’ve scheduled an employee beyond their max hours but does not prevent you from scheduling shifts beyond an employee’s max hours

Tracking overtime hours? View overtime while scheduling with Overtime Visibility.

View Employee Hours

View an employee’s assigned and max hours for the week beneath their name when the schedule is in employee view using the day or week time views. Assigned hours are totaled across schedules.

Employee hours table reference photo

Callouta
Name Scheduled / Max Hours
Description

Use these numbers to compare an employee’s scheduled hours to their set max hours per week.

A Manager can set the max hours an employee can work per week in the employee’s profile.

Calloutb
NameOvertime Alert
Description

Use this alert to identify when an employee has been scheduled over the account’s overtime thresholds.

NOTE: Overtime alerts is calculated based on the account’s Start of the Work Week.

Calloutc
NameMax Hours Alert
DescriptionUse this alert to identify when an employee has been scheduled over their max hours.
Callout Name Description
a Scheduled / Max Hours

Use these numbers to compare an employee’s scheduled hours to their set max hours per week.

A Manager can set the max hours an employee can work per week in the employee’s profile.

b Overtime Alert

Use this alert to identify when an employee has been scheduled over the account’s overtime thresholds.

NOTE: Overtime alerts is calculated based on the account’s Start of the Work Week.

c Max Hours Alert Use this alert to identify when an employee has been scheduled over their max hours.

Employee Hours Not Adding Up?

Weekly and daily hours totals split at 12 AM, or the account’s workday start time.

Possible Cause: Overnight Shifts

Solution: Check to see if there is an overnight shift scheduled on the last day of the week before or the last day of the current week. Hours for these shifts will be split between weeks.
NOTE: In week view, overnight shifts only appear on the date that they start. 

Side by side comparison of hours per week with an overnight shift at the end of the week

Possible Cause: AM / PM Mix Up

Solution: Review the employee’s scheduled shifts to make sure that the times of each shift are correct.

Overnight shift reference

NOTE: If an employee is assigned to an overnight shift, ~ will appear instead of  in the shift’s time frame. For example, 7:00 PM ~ 12:00 PM.

View Total Hours

Total hours are displayed in the bottom row of the schedule in day and week view. You can view the total hours for assigned shifts, OpenShifts, or a combined total.

  • Assigned shifts: shifts that are assigned to a particular employee.
  • OpenShifts: shifts that qualified employees can pick up.
  • Combined: both assigned shifts and OpenShifts.

Click Down arrow button in the bottom row of the schedule to select your preferred total hours to filter.

Highlights the total picker option.

Day View

Use day view to find totals that show how many hours are scheduled throughout the day.

Sort the daily schedule by Start Time to help you visualize scheduled hours chronologically.

Shows daily totals

Week View

Use week view to find weekly and daily totals of scheduled hours.

NOTE: Overtime alerts do appear next to the daily total if an employee is scheduled to earn overtime on that day. 

Shows weekly totals

Labor Costs

Forecast Tools help you view estimated labor costs for scheduled hours.

Check out Exporting Schedules for details on how to download a report of the schedule including estimated labor costs

View Total Labor Costs

  1. Click Calendar Scheduler.

  2. Switch on Forecast Tools on the left side of the scheduler. The budget menu appears at the bottom of the schedule.Forecast Tools Reference
  3. For current and future weeks, enter your Sales Budget and Labor % Target. Your sales budget and labor costs calculate your Assigned Labor. 
    • Sales Budget: Your daily predicted revenue. The weekly total sales budget appears when entering your daily totals.
    • Labor % Target: Your target percentage of labor/wages compared to your sales budget. Your weekly average appears based on the daily percentages that are entered.
    • Assigned Labor: The actual percentage of labor/wages compared to your sales budget. The difference between the target percentage and assigned percentage displays in dollars.

View Individual Employee Labor Costs

  1. Click Calendar Scheduler.

  2. Find the employee whose labor costs you’d like to view, then click the numbers listed below their name. This toggles Forecast Tools on. Each individual employee’s labor costs appear below their names.

NOTE: An hourly rate must be entered into an employee’s profile in order for these estimations to appear.

 

Frequently Asked Questions

Will scheduled hours be impacted if I use a different timezone than the account? 
Yes. The account’s workday start time is always associated with the account’s timezone. This time of day determines when hours are split between days and weeks.

 

Updated on March 26, 2021

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