Creating Overtime Planning for Employees

Planning employee overtime in advance ensures that employees are aware of their scheduled overtime and can quickly confirm their availability. This guide will help you effectively schedule and manage overtime for your employees.

Access Requirements

Only administrators with the following permissions can use this feature:

• Users with the "Can manage Timesheet" permission
• Employee Managers (as assigned in My Employees)

1. Navigate to Timesheet > Team Timesheet > Overtime Planning.

2. Click the "Create Overtime Planning" button to start assigning overtime to staff.

3. Select the Assignment, then click the "Select Employee" button. 

Important: Only employees with a “Fixed Start and End Time” work week will appear in the Assignment dropdown list. Employees with other work week types will not be listed.

4. Click "Select Employees" to view the employee selection. Tick the staff members and click "Save". 

Important: Only active employees on the scheduled overtime date will be available in the list.

5. Once done, click "Save as draft".

6. The status of the Overtime Planning will show as Draft. Click "Edit" to reopen and complete the remaining details.

7. After finalising the details, click the "Submit Request" button to submit the plan. 

8. The Overtime Planning status will now be marked as Planned, and employees will be notified via email and chat.

9. Click the "View Details" button to see which employees have confirmed their availability. 

10. If an employee has not accepted the request, the overtime details will show as Pending for Approval.

Additional Information:

• If an employee has a work schedule with fixed start and end times, they will be listed in the Working Schedule Details section. The system will show the "Working Hours Start Time" and "Working Hours End Time" based on their work week schedule.
• Administrators can specify the duration of the overtime, either as "Overtime Before Start Working Hour" or "Overtime After End Working Hour". The Scheduled Start Time and Scheduled End Time columns will be adjusted based on the overtime duration entered.

• If an employee is on a day off, rest day, or public holiday on the scheduled overtime date, their name will be listed under the Day Off/Rest Day/Public Holiday section. 
• Administrators can then specify the start and end overtime hours and break time duration, the system will calculate the scheduled overtime duration.

Related guidelines:

Viewing Scheduled Overtime as an Employee

Managing Timesheet Pay Type List