When you enable the Work Schedules Power-Up you'll have the ability to set specific start and end times for your staff, set overtime rules and automatic break deductions.
A Work Schedule consists of 4 elements: The Work days/times, Overtime rules, Break calculations and Associated Members. We'll cover all these sections below.
Creating the Work Schedule:
Go the Settings Page and click "Add New Work Schedule" and give it a name like "Marketing Team Work Schedule".
You'll have options to go straight to the other sections, or click "continue" to setup the work days.
Setting Work Days/Times
Work days/times allow attendance reminders to be set. There will be many additional features that use these work days/times. You have 3 options based on your workflow:
Fixed Daily Hours: Select this option if your staff needs to work a total number of hours in a day, but they are flexible as to the times they work. For example, most of your staff works from 9am to 6pm or from 7am to 4pm. The total tracked time should be 9 hours (inclusive of a lunch break if you intend to setup automatic break deductions).
The summary at the bottom shows 45 hours of which 5 hours can be deducted in the breaks leading to a 40 hour work week.
Fixed Daily Times: If your team members have a fixed start - end time for the day you can choose this option instead. When you have start and end times, you'll be able to receive reminders about late clock ins or outs as well.
Flexible Weekly Hours: Similar to Fixed Daily Hours but no work days are stated. For example if you have team members that work full time at 40 hrs a week + 5 hrs a week of paid breaks, you can simply insert 45.
Setting Overtime Rules
We have 3 different overtime rules available. You can enable/disable them if applicable and of course change the thresholds depending on your local regulations.
Weekly Overtime: select this option if your employees are eligible for a different pay rate after a certain no. of hours per week.
Daily Overtime: typically your standard overtime rule. So in the example above, anything worked in excess of 8 hours (exclusive of a lunch break) will be counted as overtime.
Daily Double Overtime: this can be used a secondary overtime threshold that will come after a higher amount of hours than Daily Overtime.
So in the example above, if someone works 14 hours (exclusive of a break):
- Their Daily Double OT will be 2 hours (in excess of 12)
- Their Daily OT will be 4 (in excess of 8, but before Daily Double OT).
Breaks are automated deductions that will apply to your staffs work hours. This should only be applied if your team members do not clock in/out for breaks.
Breaks are applied daily, and you can add as many breaks as you would like. When creating a break you have two fields:
- Work duration: This is the minimum amount of time someone needs to have worked on a day, before a break deduction is applied.
- Break duration: The time of the deducted break in minutes
In the example above we assume a typical work day from 9am until 6pm. The total clocked time would be 9 hours. An automated lunch break deduction would bring this to 8 hours per day. By setting the work duration to 5 hours, this means that after working 5 hours 1 hour is deducted from the timesheet.
Assigning Members to the Work Schedule
You can assign individual team members to a specific work schedule or simply select all team members.
- All rules (work days, overtime, breaks) will always be applied to associated team members
- A team member can only have one work schedule if you assign a new work schedule to a team member, this will override the previously assigned work schedule.
That's all! whenever your export your timesheets you will have an overview of all overtime calculations and break deductions.
Now let's continue to the next article to learn about Overtime Calculations