The future of time tracking has arrived! Receive alerts and be informed when overtime has almost been reached. That’s right! Now you can stop overtime before it wreaks havoc on your payroll!
There are a few notes that you should know about the overtime alerts before you dive right in:
- Everybody is allowed one weekly and one daily alert. If you create any new alerts that interfere with older ones, the new ones will override the old.
- The authority chain goes as follows: Employee > Group > Company.
- The alerts will “assume” that the first day of the week is on Sunday if you don’t have your Week Starts On day set.
- When you type in the number of hours the number will be rounded to the nearest whole number (ex. 37.5 = 38; 37.1 = 37).
How It Works
Everyone knows how frightening overtime is – and it can stack up quickly! Whether it’s skipping a lunch here, staying late enough to finish up a phone call another day – everyone is susceptible to the dangers of overtime. So the TSheets developers came up with a plan to warn people when they are approaching overtime. Not only can you warn the employee, however, you can send alerts to their manager or to the administrator.
Basically, what happens is our system is programmed to run a check every 15 minutes, and alert anyone that meets the requirements of being clocked in past their set limits. Chances are you will not be alerted at 5:00 on the dot that your employee has reached 8 hours, instead you will be alerted sometime between 5:00 and 5:15 that your employee is X number of minutes over 8 hours. (Don’t worry, the number will be accurately displayed. For example, an email sent at 5:05 will say that employee X has been on the clock for 8 hours and 5 minutes).
The best part? TSheets doesn’t calculate the time by the set hourly time – it will alert you to the time specific to your employee! So if an employee came in 30 minutes late TSheets will take into account their number of clocked hours, not the typical 9 to 5 work day – so nobody gets sent home early!
Lets Get Started
The Overtime Alerts are set up as an add-on. This means that they are optional for your account; but free to use if you wish to take advantage of it (for Business accounts and up, if you have a legacy account contact us for your upgrade options). It also means that you will have to install the add-on before you will be able to use it, below is how to obtain the alerts and get them rolling.
Installing the Add-On
- Log on to your account as an administrator.
- Click on the “My Account” link on the left hand side of your main menu.
- Navigate to the “Add-Ons” tab.
- Scroll through the possible add-ons until you find the one labeled “Overtime Alerts”.
- As soon as you click on the “Install” button a new box will pop up – this is the preferences box.
- Here you will set up the alerts to match what you want.
- Save your changes.
Setting Up Your Alerts
- Open the preferences box for your Alert Add-on.
- Click the “Add Alert Rule” button.
- You will be presented with a box to fill out parameters for this alert.
- Choose who this alert is for: “All Employees”; “One or more Groups”; “One or more Employees”.
- Fill out the “Who” box – as you type you will be presented with suggestions; click on the appropriate one. (Only applicable if you did not choose “All Employees”).
- If you are choosing to make this rule for more than one person click the “Add Another” button below the “who” box.
- Type in the number of hours you want to be alerted at.
- Select if that is the number of hours per “day”; “week”; or “never”.
- Select who you would like the alerts to go to and how you would like to have them received.
- Click the save button.
- Repeat this process for as many rules as you need, once you are done click the “Done” button in the bottom right hand corner.
- Rest easy! Your overtime hours will be closely monitored.