Overtime in CrewCenter

  • Updated

Overview

Roles: Admin, Supervisor, Employee | Interface: Web, Mobile

Overtime helps you track the difference between an employee’s expected working hours and the hours they actually record, including certain absences and manual corrections. This article explains how Overtime  is calculated, where to view it on Web and Mobile and how Admins can adjust it on Web when needed.

 

Overtime calculation (overtime rules)

Overtime  is calculated daily by comparing the expected work hours with the recorded work hours and then summarized for the selected date range. Expected work hours are those entered through the Working Schedule, which can only be managed by the Administrator.

Overtime  for a day uses the logic:

Total Work Hours + Total Absence Hours (the time when an employee is not at work during their scheduled hours including sick leave, planned holiday leave, trainings) - Expected Work Hours - Total Absence Hours Affecting Overtime + Manual corrections

 

Condition

What Happens
Worked more than expected Overtime added
Worked less than expected Missing hours deducted
Absences (configured by company) Certain absences (set by Admin) can reduce balance eg. Time in lieu
Note: If the total absence hours exceed the available Overtime balance, the balance may become negative. For example, if an employee takes 8 hours of absence while having only 5 hours of overtime balance, the resulting balance will be –3 hours.

 

How to Check Employee Overtime

Roles: Admin, Supervisor | Interface: Web

Admins can view Overtime for employees in the Employee Dashboard. Supervisors can view Overtime for their crew.

 

 

Follow these steps to view overtime details for an employee:

  1. Open the Employee Dashboard from the left-hand menu.
  2. Search for the employee or select them directly from the list.
  3. Choose the desired date range for your review.

  4. Navigate to the Overtime section to view the relevant data.

     

 

In the Overtime section, you will find:

  • Employee Name – a list of all employees included in the report.
  • Until XX/XX/XXXX – a summary of the total overtime hours accumulated up to the selected date.
  • Changes - result of corrections happened between  "as of <date>" and "until <date>" (set new balance or Add/Subtract time) by the Admin 
  • As of XX/XX/XXXX - the balance as of selected date

  • Current balance - the total overtime from the current year up to (and including) the previous day, regardless of the selected time frame. Today is not included.

Important: 

  • The current balance calculation does not include today's data.
  • Negative values are highlighted in red for better visibility.
  • Supervisors can view overtime and history for their crew, but they cannot manage (change) overtime  balances.

  • The column data reflects the selected time range

     

Adjust Overtime on Web

Roles: Admin | Interface: Web

Admins can add, subtract or set a new Overtime  balance for an employee as a manual correction.

 

  1. Open the Employee Dashboard. 
  2. Find and select the employee. 
  3. Open the employee’s menu by clicking the three dots on the right side.
  4. Select Manage Overtime.
The Manage Overtime panel will open:
  1. Add/Subtract – adjust the current balance by adding or subtracting time. 
To subtract time, click the “+” icon to open the dropdown menu and select Subtract.
 

 

  1. Set new balance: Replace the existing balance with a new total value (positive or negative). The system ignores all prior overtime data and calculates the balance only from that specific date forward.

  2. Effective Date – the system will apply the updated balance starting from the beginning of the selected day.

  3. Reason (optional) – add a note to provide better context in the History view.

  4. Click Update to save the changes.

Note: A manual correction becomes effective on the chosen effective date.

 

View Overtime history 

Roles: Admin | Interface: Web

 

Overtime history shows changes that impact an employee’s overtime balance, including manual corrections.

 

 

To view the overview history follow steps:

  1. Open the Employee Dashboard.
  2. Find the employee.
  3. Open the employee’s menu by clicking the three dots on the right side.
  4. Select History.

The History panel will open:

The panel displays all manual adjustments made to overtime.
 
Note: The limit for manual adjustments is 999 hours and 59 minutes.

 

How to undo a manual overtime correction 

Roles: Admin | Interface: Web

 

Admins can remove a manual overtime correction directly from the Overtime correction history.

To undo manual overtime correction follow steps:

 

 

  1. Open the Employee Dashboard
  2. Find the employee
  3. Open the employee’s menu by clicking the three dots on the right side
  4. Select History

  5. Hover over the entry to reveal the Undo button.  

     

  1. Confirm the undo action.

 

The entry will be removed, and the employee’s overtime balance will be automatically recalculated.

 

Configure absences to affect Overtime 

Roles: Admin | Interface: Web

 

Admins can set whether an absence type impacts the overtime balance.

To do this:

  1. Go to Settings and select Absence Reporting.
  2. When adding a new absence, check the box in the last column. If unchecked, the absence won't affect overtime.

 

View Overtime on Mobile 

Roles: Admin, Supervisor, Employee | Interface: Mobile

 

Overtime is available on Mobile so users can see balances and changes.

 

 

To view the overtime open the Overview tab on the mobile.

 

Employees can view their own overtime divided into time period: This month, this week, past month, past week and specific (to set the custom range).

 

 

On the Overview tab, Administrators and Supervisors can view employees’ overtime: 

Administrators can see overtime for all employees. 
Supervisors can see overtime for their assigned crew only.

 

 

 

When selecting an employee, their overtime hours are displayed for the current week, previous week, current month, or a specified period.

 

How to Export Overtime Data from Timesheets

Roles: Admin | Interface: Web

 

Admins can export employee timesheets, including detailed overtime information. 
 
 
To do this, follow these steps:
  1. Go to Timesheets
  2. Select the desired week in the top right corner
  3. Click Export
  4. Choose “Overtime data (including modifications)” and "Manual overtime modifications" if desired
  5. Click Export to confirm

The file will be downloaded to your local computer.

 

In the Type of record column, three entries are added per day: Expected time, Overtime, and Standard time.
 

 

Selecting "Manual overtime corrections" creates one row for each manual overtime correction in the Excel file, regardless of other data aggregation settings.

Comments associated with manual manipulations will appear in the "Comment" column, but only if the user has selected "Comment" as "Other fields data" for the export:

 

 

Comments will be added in the Comments column in the exported report:

 

How to export Overtime in Employees Dashboard

Roles: Admin, Supervisor | Interface: Web

 

Admin and Supervisor can export the Overtime data directly from the Employee dashboard.

To do this, follow these steps:

  1. Open the Employees Dashboard tab
  2. Select the desired time range in the top-right corner
  3. Click the export icon in the Overtime section
  4. The file will be downloaded to your local computer in CSV format

 

 

The file includes the exact columns and data shown in the Employees Dashboard for the selected time range.
 

 

 

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