Guide for the overtime function
Personizer: absence management and time tracking for your company
We will go through the following steps:
Enable overtime feature for your account if you want your employees to be able to track overtime and minus hours with Personizer.
Click Settings in the left navigation bar.
Here you will find the Overtime Feature section. You have two options to start the overtime feature.
Option 1: Activate Now
If you activate the Overtime feature now, your employees will be able to benefit from the new features immediately. They will be able to view their time bank on their dashboard and submit requests for the current week. However, they will not be able to submit overtime from previous weeks, only those since the feature was activated.
Option 2: Set a starting date
If you want to activate the overtime feature at a later date - for example at the beginning of the next month - you can set a start time. Your employees will then only be able to benefit from the new features from that point on. They will be able to view their time account on the dashboard and submit requests for the current week. Note, however, that overtime from previous weeks cannot be submitted, only those since the feature was activated.
Before you activate the overtime feature, you should delete your demo data.
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Example:
Moni is a new mother and works as an office employee in a company. She has a desire to reduce her working hours in order to spend more time with her child. After a discussion with her employer, they jointly agree on a work schedule:
The work schedule stipulates that Moni reduce her working time from 40 to 20 hours per week and take regular breaks to recover. The working hours are set so that she can pick up her child from the daycare center at 2 p.m.. Accordingly, Moni has to work 5 hours from Monday to Thursday with a break time of at least 30 minutes.
Click in the left navigation bar on Settings and stay in the horizontal navigation bar at Account.
Here you will find the Work Schedules function. Click on Create New Work Schedule to create a new work schedule. Under edit you can change an existing work schedule.
Work schedules that are assigned to one or more users cannot be deleted!
A new window will open. Here you can define your new work schedule or edit an existing one.
Here you can name your work schedule.
In our example we call our work schedule "20-hour week parents".
Here you can specify the terms of your work schedule.
In our example we determine the following:
Working days: Monday, Tuesday, Wednesday, Thursday
Working hours: 07:30 to 13:00
Break: 10:30 to 11:00
Prevent users from editing their entries: No
Set as default: No
Click Save to create the new work schedule.
Click in the left navigation bar in the Settings area.
Click on Users in the horizontal navigation bar.
Cick on the pencil icon for a user if you want to assign a work schedule. The filter function can help you find specific users.
A new window will open. Here you can find the individual settings for this user.
If you scroll down, you will find the section Work schedule subscription. Click on Edit work schedule.
A new window will open. Here you can customize the work schedules for the user.
Select the desired work schedule for this user. Additionally you can set a start date, from when the work schedule should come into effect.
If there is no suitable work schedule available, you can create a new one here.
Click on Apply if you want to save the changes.
Finally click on Save.
A time bank is a type of work schedule model that allows employees to work more flexible hours and accumulate overtime. Instead of paying out overtime immediately, it is accumulated in a time bank that employees can later use for time off or to compensate for other work hours. The time bank thus enables a better balance between work and free time, and an individual adjustment of working time to the needs of the employee.
At Personizer we visualize your time bank as a tachometer. On this tachometer you can easily see how many overtime or minus hours you have and at what point they get into a critical range. Your time bank will be updated automatically as soon as your time sheet is approved.
If your employees already have overtime or minus hours on their time account at the start of the overtime feature, or if you subsequently want to correct an error in your employees' time recording, you must adjust the employees' time account accordingly.
For example:
Fritz is currently training to be a retail salesman. Last Friday, he had a total of 6 hours of instruction at the vocational school due to a long day of classes. However, he did not know that these hours count as working time.
When Fritz handed in his time sheet this week and his time bank was updated as a result, he noticed his mistake. However, he himself does not have the rights to adjust the time bank after the fact. Therefore, he turned to his supervisor and asked her to retroactively increase his time bank by the 6 hours.
Click on Administration in the left navigation bar.
Click in the horizontal navigation bar on Edit Employee's time bank.
Search for a specific employee using the search function. A new window will open. Here you will find the time bank for this user as well as documentation of all changes made to the time bank.
Click on Adjust Time Bank.
A new window will open. Here you can adjust the time bank.
Enter the desired corrections for this time bank.
Click on Apply Adjustment if you want to save your corrections.
Alternatively, you can also proceed as follows:
Click on Settings in the left navigation bar.
Click on Users in the horizontal navigation bar.
Click on the pencil icon of a user. The filter function can help you to find specific users.
A new window will open. Here you will find the individual settings for this user.
If you scroll down, you will find the section Time Bank Adjustment. Click on Add Time Bank Adjustment.
A new window will open. Here you can adjust the time bank.
Enter the desired corrections for this time bank.
If you want to adjust a time bank by minutes, you still have to enter it in hours. Example: 0.50 hours = 30 minutes or 0.10 hours = 6 minutes.
Click Apply Adjustment if you want to save your corrections.
Finally, click Save.
Your time sheet records all work and break times for one week. After the week is over, you can submit the time sheet and have it approved by your approver. The recorded work hours and breaks are posted to your time bank, which determines your overtime and minus hours. If you want to learn more about the time bank, you can read about it [here].(https://helpdesk.personizer.com/en/article/what-is-a-time-bank-k0hthi/).
Attention: After the approval from the approver, you can't edit the recorded time entries anymore!
Submit time sheet
Click on Time Sheets in the left navigation bar in the time tracking section. A new page will open. Here you will see your existing time sheets.
Click on the arrows if you want to view your hours worked. If your timesheet is rejected, you can find the reason here.
Click Submit if you wish to submit individual time sheets.
or
Alternatively, you can select several or all time sheets here and submit them collectively using the Submit Selected button.
After a time sheet is submitted, a sand clock icon will appear by the submitted time sheet.
Click Approvals in the left navigation bar.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries for correctness.
Select the requests you want to approve. You can also select all requests for an entire week.
Click on Approve Selected to approve the selected requests.
Alternatively, you can approve all open requests by clicking Approve All.
Click on Approvals in the left navigation bar.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries to make sure they are correct.
Click reject.
Attention: If you reject a request, you have to justify it!
Enter the reason for the rejection of the time sheet in this text field.
Click finally on Reject.
If your time sheet is not approved, it will reappear under Time Sheets.
You can see if a time sheet has been rejected by looking at the symbol.
Click on the arrows on the right to view your hours worked.
Here you will also find the reason for the rejection of the request.
Then check your time entries for errors. Click on a time entry to correct it.
In this view you can adjust your incorrect time entries. If you need help, click here.
Once you have corrected your time sheet, you must resubmit it for approval.
Click Settings in the left navigation bar.
Click on Users in the horizontal navigation bar.
In the table you will find the user's time account in the Time Bank column, here you can see the current overtime and minus hours of your employees. Click on the Time Bank icon if you want to know more about changes within the time bank.
If you want to convert your overtime to time off, there are two options:
Option 1: Overtime reduction via the absence management.
If you have subscribed to both Time Tracking and Absence Management from Personizer, you can benefit from the interface between both modules. When you request an absence in the absence management, you now have the additional option to select Overtime compensation. If you select this option in your absence request, an overview will be displayed below your request. Here you can see the number of overtime hours in your time bank as well as the number of hours that will be deducted from your time bank.
If you want to know how to request a leave of absence, click here!
Option 2: Adjust time bank manually
If you are subscribed to Personizer time tracking only, you need to have your time bank adjusted by an account admin if you want to deduct overtime. Please contact your account admin and inform them that you want to use your overtime as compensation for other work hours. Ask the admin to adjust your time bank in Personizer accordingly.
Pay out overtime
If you want to have your overtime paid out, there is currently only one option:
Adjust time bank manually
If you want to cash out your overtime, you need to have your time bank adjusted by an account admin. Please contact your account admin and inform them that you would like to have your overtime paid out. Ask the admin to adjust your time bank in Personizer accordingly.
We hope that this article helped you to set up the Overtime Feature. If you have any further questions, please contact our support.
We wish you a lot of fun with Personizer!
We will go through the following steps:
| Step 1: Activate overtime function |
|---|
| How do I enable overtime tracking for my account? |
| Step 2: Determine work schedules |
|---|
| What is a work schedule? |
| How do I create a work schedule? |
| How do I assign work schedule to employees? |
| Step 4: View and convert overtime |
|---|
| Where can I see my employees' overtime hours? |
| How can I reduce my overtime? |
Activate overtime feature
How do I enable overtime tracking for my account?
Enable overtime feature for your account if you want your employees to be able to track overtime and minus hours with Personizer.
Click Settings in the left navigation bar.
Here you will find the Overtime Feature section. You have two options to start the overtime feature.
Option 1: Activate Now
If you activate the Overtime feature now, your employees will be able to benefit from the new features immediately. They will be able to view their time bank on their dashboard and submit requests for the current week. However, they will not be able to submit overtime from previous weeks, only those since the feature was activated.
Option 2: Set a starting date
If you want to activate the overtime feature at a later date - for example at the beginning of the next month - you can set a start time. Your employees will then only be able to benefit from the new features from that point on. They will be able to view their time account on the dashboard and submit requests for the current week. Note, however, that overtime from previous weeks cannot be submitted, only those since the feature was activated.
Before you activate the overtime feature, you should delete your demo data.
Determine work schedules
What is a work schedule?
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Example:
Moni is a new mother and works as an office employee in a company. She has a desire to reduce her working hours in order to spend more time with her child. After a discussion with her employer, they jointly agree on a work schedule:
The work schedule stipulates that Moni reduce her working time from 40 to 20 hours per week and take regular breaks to recover. The working hours are set so that she can pick up her child from the daycare center at 2 p.m.. Accordingly, Moni has to work 5 hours from Monday to Thursday with a break time of at least 30 minutes.
How do I create a work schedule?
Click in the left navigation bar on Settings and stay in the horizontal navigation bar at Account.
Here you will find the Work Schedules function. Click on Create New Work Schedule to create a new work schedule. Under edit you can change an existing work schedule.
Work schedules that are assigned to one or more users cannot be deleted!
A new window will open. Here you can define your new work schedule or edit an existing one.
Here you can name your work schedule.
In our example we call our work schedule "20-hour week parents".
Here you can specify the terms of your work schedule.
In our example we determine the following:
Working days: Monday, Tuesday, Wednesday, Thursday
Working hours: 07:30 to 13:00
Break: 10:30 to 11:00
Prevent users from editing their entries: No
Set as default: No
Click Save to create the new work schedule.
How do I assign work schedule to employees?
Click in the left navigation bar in the Settings area.
Click on Users in the horizontal navigation bar.
Cick on the pencil icon for a user if you want to assign a work schedule. The filter function can help you find specific users.
A new window will open. Here you can find the individual settings for this user.
If you scroll down, you will find the section Work schedule subscription. Click on Edit work schedule.
A new window will open. Here you can customize the work schedules for the user.
Select the desired work schedule for this user. Additionally you can set a start date, from when the work schedule should come into effect.
If there is no suitable work schedule available, you can create a new one here.
Click on Apply if you want to save the changes.
Finally click on Save.
Build up overtime/minus hours
What is a time bank?
A time bank is a type of work schedule model that allows employees to work more flexible hours and accumulate overtime. Instead of paying out overtime immediately, it is accumulated in a time bank that employees can later use for time off or to compensate for other work hours. The time bank thus enables a better balance between work and free time, and an individual adjustment of working time to the needs of the employee.
At Personizer we visualize your time bank as a tachometer. On this tachometer you can easily see how many overtime or minus hours you have and at what point they get into a critical range. Your time bank will be updated automatically as soon as your time sheet is approved.
How can I adjust my employees' time bank?
If your employees already have overtime or minus hours on their time account at the start of the overtime feature, or if you subsequently want to correct an error in your employees' time recording, you must adjust the employees' time account accordingly.
For example:
Fritz is currently training to be a retail salesman. Last Friday, he had a total of 6 hours of instruction at the vocational school due to a long day of classes. However, he did not know that these hours count as working time.
When Fritz handed in his time sheet this week and his time bank was updated as a result, he noticed his mistake. However, he himself does not have the rights to adjust the time bank after the fact. Therefore, he turned to his supervisor and asked her to retroactively increase his time bank by the 6 hours.
Click on Administration in the left navigation bar.
Click in the horizontal navigation bar on Edit Employee's time bank.
Search for a specific employee using the search function. A new window will open. Here you will find the time bank for this user as well as documentation of all changes made to the time bank.
Click on Adjust Time Bank.
A new window will open. Here you can adjust the time bank.
Enter the desired corrections for this time bank.
Click on Apply Adjustment if you want to save your corrections.
Alternatively, you can also proceed as follows:
Click on Settings in the left navigation bar.
Click on Users in the horizontal navigation bar.
Click on the pencil icon of a user. The filter function can help you to find specific users.
A new window will open. Here you will find the individual settings for this user.
If you scroll down, you will find the section Time Bank Adjustment. Click on Add Time Bank Adjustment.
A new window will open. Here you can adjust the time bank.
Enter the desired corrections for this time bank.
If you want to adjust a time bank by minutes, you still have to enter it in hours. Example: 0.50 hours = 30 minutes or 0.10 hours = 6 minutes.
Click Apply Adjustment if you want to save your corrections.
Finally, click Save.
How do I submit my time sheets for approval?
Your time sheet records all work and break times for one week. After the week is over, you can submit the time sheet and have it approved by your approver. The recorded work hours and breaks are posted to your time bank, which determines your overtime and minus hours. If you want to learn more about the time bank, you can read about it [here].(https://helpdesk.personizer.com/en/article/what-is-a-time-bank-k0hthi/).
Attention: After the approval from the approver, you can't edit the recorded time entries anymore!
Submit time sheet
Click on Time Sheets in the left navigation bar in the time tracking section. A new page will open. Here you will see your existing time sheets.
Click on the arrows if you want to view your hours worked. If your timesheet is rejected, you can find the reason here.
Click Submit if you wish to submit individual time sheets.
or
Alternatively, you can select several or all time sheets here and submit them collectively using the Submit Selected button.
After a time sheet is submitted, a sand clock icon will appear by the submitted time sheet.
How do I approve my employees' time sheets?
Click Approvals in the left navigation bar.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries for correctness.
Select the requests you want to approve. You can also select all requests for an entire week.
Click on Approve Selected to approve the selected requests.
Alternatively, you can approve all open requests by clicking Approve All.
How can I reject my employees' time sheets?
Click on Approvals in the left navigation bar.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries to make sure they are correct.
Click reject.
Attention: If you reject a request, you have to justify it!
Enter the reason for the rejection of the time sheet in this text field.
Click finally on Reject.
What happens if my time sheet is not approved?
If your time sheet is not approved, it will reappear under Time Sheets.
You can see if a time sheet has been rejected by looking at the symbol.
Click on the arrows on the right to view your hours worked.
Here you will also find the reason for the rejection of the request.
Then check your time entries for errors. Click on a time entry to correct it.
In this view you can adjust your incorrect time entries. If you need help, click here.
Once you have corrected your time sheet, you must resubmit it for approval.
View and convert overtime
Where can I see my employees' overtime hours?
Click Settings in the left navigation bar.
Click on Users in the horizontal navigation bar.
In the table you will find the user's time account in the Time Bank column, here you can see the current overtime and minus hours of your employees. Click on the Time Bank icon if you want to know more about changes within the time bank.
How can I reduce my overtime?
If you want to convert your overtime to time off, there are two options:
Option 1: Overtime reduction via the absence management.
If you have subscribed to both Time Tracking and Absence Management from Personizer, you can benefit from the interface between both modules. When you request an absence in the absence management, you now have the additional option to select Overtime compensation. If you select this option in your absence request, an overview will be displayed below your request. Here you can see the number of overtime hours in your time bank as well as the number of hours that will be deducted from your time bank.
If you want to know how to request a leave of absence, click here!
Option 2: Adjust time bank manually
If you are subscribed to Personizer time tracking only, you need to have your time bank adjusted by an account admin if you want to deduct overtime. Please contact your account admin and inform them that you want to use your overtime as compensation for other work hours. Ask the admin to adjust your time bank in Personizer accordingly.
Pay out overtime
If you want to have your overtime paid out, there is currently only one option:
Adjust time bank manually
If you want to cash out your overtime, you need to have your time bank adjusted by an account admin. Please contact your account admin and inform them that you would like to have your overtime paid out. Ask the admin to adjust your time bank in Personizer accordingly.
We hope that this article helped you to set up the Overtime Feature. If you have any further questions, please contact our support.
We wish you a lot of fun with Personizer!
Updated on: 12/04/2023
Thank you!