Overtime and overtime balance

Manage overtime settings and overtime balance

Content

Description

In time management overtime view you can define all overtime related settings, overtime multipliers and also change users' overtime balances. To be able to use hour balance feature in Heeros PSA, it needs to be activated from the settings first.

Overtime hours management

Enable the toggle button to allow users to track hours as overtime.

• Activate overtime tracking: If the setting is not on, overtime related functions are not available in Heeros PSA's time tracking or reports.
• Approve overtime hours before billing: When setting is on, overtime hours needs to be approved before those can be added to invoices.
• Approve overtime hours before adding to overtime balance: When setting is on, overtime hours needs to be approved before those becomes visible to user's overtime balance.
• Overtime description mandatory: When setting is on, user has to write an overtime description when adding time entries.
• In the overtime balance calculation daily working hours are taken into account: When setting is on, user's normal work time has to be fulfilled before hours are counted as overtime.

To edit, overtime settings:

1. Go to Settings > Feature settings > Time management > Overtime - Overtime hours management.
2. Set the settings as needed.

Changes are saved automatically.

Defining a project to use overtime balance

You can define an internal project, to which user can mark used overtime.  All hours added to this project, will decrease user's overtime balance.

To edit tracking project:

1. Go to Settings > Feature settings > Time management > Overtime - Overtime hours management.
2. Select an internal project from Choose project to use overtime hours drop-down.

Changes are saved automatically.

Overtime Multipliers

You can define multipliers for overtime hours. Based on these settings, final overtime balance is calculated for an user. You can define different multipliers for weekdays, Saturdays and Sundays/Public holidays.

Example: User has tracked 3 hours overtime.

• First overtime hour is defined with multiplier 1: Overtime balance accumulation for this hour is 1h.
• Second hour is defined with multiplier 2: Overtime balance accumulation for this hour is 2h.
• After second hour the rest of the day is with multiplier 2,5: Overtime balance accumulation for last hour is 2,5h.

Based on these settings, user will get 5,5 hours overtime balance in total after doing 3 hours overtime.

Defining overtime multipliers:

1. Go to Settings > Feature settings > Time management > Overtime - Overtime multipliers.
2. Select type depending on if you are defining multipliers for weekdays, Saturday or Sundays/Public holidays.
3. Click Add.
4. Define starting and ending hours and their multipliers.

Changes are saved automatically.

Overtime hour balance 

User's overtime hour balance can be modified manually for example when overtime hour balance is paid for a user. All overtime hour balance changes can be viewed from the overtime report that is visible in the reports section.

Viewing overtime hour balance

1. Go to Settings > Feature settings > Time management > Overtime - Overtime hour balance
2. Select time span.
3. Select user whom overtime hour balance changes you want to view.

List is filtered based on selection.

Editing overtime hour balance

1. Go to Settings > Feature settings > Time management > Overtime - Overtime hour balance
2. Click Add overtime hour balance.
3. Define how many hours are needed to add or decrease.
   • If you want to decrease e.g. 10 hours, enter -10.
   • If you want to add 10 hours, enter 10.
4. Define change date, meaning the date when balance change will be done.
5. Write a description for overtime balance change.

Changes are saved automatically.