Employee Overview

This report combines all clock and activity items per employee into a single report, providing a summarised view of an employee's hours and activities per day.

In the navigation menu select the Labour Solution module and click on: Reports > Employee Overview.

This report allows you to:

Date Period and Employee/Team Filtering: Users can select any date range and filter the data for specific employees or teams.
Interpreting Clocking Information: The report uses clock templates to interpret all clocking data of employees, ensuring that the information displayed is accurate and adheres to the configured templates.
Viewing, Editing, and Validating Data: Users have the capability to view and edit existing data. This feature is essential for validating that all calculations, including hours worked and overtime, are correct.
Managing Exceptions with Warnings and Errors: The report highlights any warnings or errors. This functionality assists users in identifying and managing exceptions for employees over the selected period, ensuring compliance and accuracy in time and attendance reporting.

TIme & Attendance Concepts

Budget Hours

In the context of the clock template setup, "budget hours" refer to the designated hours an employee is required to work per day. These hours are calculated by determining the duration between the start and end time of a shift, minus any allocated breaks. If a shift is configured for a day, there will always be budget hours.

If there are no budget hours for a day i.e. no shift configured, and an employee clocks in or out, it will result in a Missing Template error. Refer to the exceptions section below.

Ordinary Hours of Work

"Ordinary Hours of Work" refers to the hours permitted to work by an employer. Please refer to section 9 in the BCEA for more information.

If any day of the week is not marked as "optional" in the clock template, the budgeted hours on that day will be classified as "Ordinary Hours of Work".

According to the BCEA, the total number of "Ordinary Hours of Work" within a calendar week may not exceed 45 hours.

Please consult your lawyer if there are any special conditions applicable to your operations.

Daily Normal Hours, Overtime and Short Time

If there is a shift configured for a day, there will always be budget hours. As soon as an employee clocks in on a day with a shift configured we can start to calculate Normal Hours, Short Time and Overtime.

$H_t$ = Total hours worked in a day
$H_b$ = Budget hours in a day
$H_n$ = Normal hours
$H_s$ = Short time
$H_o$ = Overtime

Normal Hours ( $H_n$ ): $H_n = \min(H_t, H_b)$ Normal Hours equal the total hours worked if they are less than or equal to the Budget Hours, and are capped at the Budgeted Hours if more hours are worked.
Short Time ( $H_s$ ): $H_s = \max(0, H_b - H_t)$ This calculates the shortfall when the Total hours worked are less than the Budget Hours, ensuring Short Time is zero if the Total hours worked exceed or equal the Budgeted Hours.
Overtime ( $H_o$ ): $H_o = \max(0, H_t - H_b)$ This calculates the excess when the Total hours worked exceed the Budget Hours, ensuring Overtime is zero if the Hours worked are less than or equal to the Budgeted Hours.

Short Time Example

An employee worked less than the Budget Hours specified on the day:

$H_t$ = 7 hours
$H_b$ = 9 hours

Normal hours and Short time calculations:

Normal Hours ( $H_n$ ): $H_n = min(H_t, H_b)$ $H_n = min(7,9)$ $H_n = 7$ Normal Hours are less than Budget hours and equal to the total hours worked on the day.
Short Time ( $H_s$ ): $H_s = \max(0, H_b - H_t)$ $H_s = \max(0, 9 - 7)$ $H_s = \max(0, 2)$ $H_s = 2$ The total hours worked is less than the budget hours on the day. The Short Time is equals to the difference between the Budget hours and the total hours worked on the day.

Overtime Example

An employee worked more than the Budget Hours specified on the day:

$H_t$ = 10.5 hours
$H_b$ = 9 hours

Normal hours and Overtime calculations:

Normal Hours ( $H_n$ ): $H_n = min(H_t, H_b)$ $H_n = min(10.5,9)$ $H_n = 9$ Normal Hours are more than Budget hours. Normal hours can't exceed the budget hours for the day.
Overtime ( $H_o$ ): $H_o = max(0, H_t - H_b)$ $H_o = max(0, 10.5 - 9)$ $H_o = max(0, 1.5)$ $H_o = 1.5$ The total hours worked is more than the budget hours on the day. The Overtime is equals to the difference between the Total hours worked and Budget hours on the day.

Public Holidays

Employees must be paid their ordinary hours of work if any public holiday that falls on a ordinary working day. An employee's ordinary pay is equal to the budget hours on the public holiday.

If a public holiday is not on a ordinary working day, i.e. optional day in the clock template, the should not be compensated for that day.

According to the Basic Conditions of Employment Act (BCEA) in South Africa, if an employee works on a public holiday, they must be paid at double their normal rate of pay.

Aggregated Metrics

The normal hours, overtime and short time for each day are calculated based on the budget hours and the shift setup specified for that day. When aggregating the hours for a week, they are categorised based on days of the week. This categorisation includes Weekdays (Monday to Friday), Saturdays, Sundays, and Public Holidays. This approach ensures that the calculation of hours worked, including normal hours and overtime, is accurately aligned with the specific working conditions of each day of the week.

Metric Name	Measurement Unit	Day of the Week	Description
Weekday Normal Hours	Hourly	Monday - Friday	The total normal hours worked on weekdays.
Weekday Overtime Hours	Hourly	Monday - Friday	The total overtime hours worked on weekdays.
Saturday Normal Hours	Hourly	Saturday	The total normal hours worked on a Saturday.
Saturday Overtime	Hourly	Saturday	The total overtime hours worked on a Saturday.
Sunday Normal Hours	Hourly	Sunday	The total normal hours worked on a Sunday.
Sunday Overtime	Hourly	Sunday	The total overtime worked on a Sunday.
Public Holiday Ordinary Hours	Hourly	Any day of the week, given that the day is not marked as optional in the clock template	Ordinary pay for the employee on the public holiday.
Public Holiday Normal Hours	Hourly	Any public holiday where an employee worked	The total normal hours worked on a public holiday.
Public Holiday Overtime	Hourly	Any public holiday where an employee worked	The total overtime worked on a public holiday.
Short Time	Hourly	Any day of the week, given that the day is not marked as optional in the clock template	All hours worked less than budget hours on a day. On an absent day all budget hours are added as short hours.
Absent Days	Daily	Any day of the week, given that the day is not marked as optional in the clock template	If there are budget hours for a day and the day is not marked as optional and there are no activity for an employee, they are counted as absent.
Leave (Annual, Sick, Family Responsibility, Maternity, Special and Unpaid)	Hourly	Any day of the week, given that the day is not marked as optional in the clock template	Leave is only applicable to days that are included in the ordinary working hours.
Night Shift	Daily	Any day of the week	When an employee works after 20:00 or before 04:00 on a day.

Metric Name

Measurement Unit

Day of the Week

Description

Weekday Normal Hours

Hourly

Monday - Friday

The total normal hours worked on weekdays.

Weekday Overtime Hours

Hourly

Monday - Friday

The total overtime hours worked on weekdays.

Saturday Normal Hours

Hourly

Saturday

The total normal hours worked on a Saturday.

Saturday Overtime

Hourly

Saturday

The total overtime hours worked on a Saturday.

Sunday Normal Hours

Hourly

Sunday

The total normal hours worked on a Sunday.

Sunday Overtime

Hourly

Sunday

The total overtime worked on a Sunday.

Public Holiday Ordinary Hours

Hourly

Any day of the week, given that the day is not marked as optional in the clock template

Ordinary pay for the employee on the public holiday.

Public Holiday Normal Hours

Hourly

Any public holiday where an employee worked

The total normal hours worked on a public holiday.

Public Holiday Overtime

Hourly

Any public holiday where an employee worked

The total overtime worked on a public holiday.

Short Time

Hourly

Any day of the week, given that the day is not marked as optional in the clock template

All hours worked less than budget hours on a day. On an absent day all budget hours are added as short hours.

Absent Days

Daily

Any day of the week, given that the day is not marked as optional in the clock template

If there are budget hours for a day and the day is not marked as optional and there are no activity for an employee, they are counted as absent.

Leave (Annual, Sick, Family Responsibility, Maternity, Special and Unpaid)

Hourly

Any day of the week, given that the day is not marked as optional in the clock template

Leave is only applicable to days that are included in the ordinary working hours.

Night Shift

Daily

Any day of the week

When an employee works after 20:00 or before 04:00 on a day.

Parameters

Date range: Select a start and end date for a specific period
Teams (Optional): Filter one or more teams
Employees (Optional): Filter one or more employees

Learn: Click here for information on how to use the Employee Overview report
Export report information (This option is only available once the report is generated):
- Export totals: Aggregated hours categorised in the categories mentioned in the Metrics section above
- Export Full: All values in totals export but including daily normal hours and daily overtime
- Custom Export:
  - Total Hours: Aggregated hours excluding leave
  - Leave: Aggregated leave totals
  - Daily Hours: Normal hours per day
  - Daily Overtime: Overtime hours per day
  - Daily In & Out: Daily clock in and out times
  - Total Activities: Total number of units per activity
  - Total Harvesting: Total number of harvested units per produce
Data review - Quick actions to navigate to captured information on the device
- When using these quick actions to navigate to the data review section the date period will automatically be set to the period on the employee overview report

Generate Result

Click on the Generate button to view the result.

Actions

Search: Search for employee name or number
Exceptions: Use this option to filter the table for specific exceptions. When this option is activated, only the employees and days that contains the exception will be displayed in the table. Use this option to effortlessly manage all exceptions.
Detailed View: View all activities per day.

Employee Timeline

To delve into the specifics of an employee's daily activities after generating the employee overview report, simply click on any cell within the table. This action will open a timeline dialog, presenting detailed information for the chosen day. Within this dialog, you have the flexibility to add overrides or input additional information related to the employee for that specific day, offering a comprehensive and interactive way to manage and review individual employee data with ease.

Exceptions

Efficiently managing exceptions in time and attendance data is crucial, and the employee overview report simplifies this task with integrated filters and bulk management tools. This report highlights several key exceptions:

Absent: Indicates a lack of employee activity (clocks or piecework) on a day where the budget hours exceed zero and the day is not marked as optional.
Missing Clock In/Out: Occurs when an employee has either clocked in without clocking out, or vice versa.
Overtime: Identified when the hours worked surpass the day's budget hours.
Short Time: Recognized when the hours worked fall short of the day's budget hours.
Extended Day: Indicates when an employee's workday extends into the next calendar day.
Missing Template: The employee is not linked to a clock template on a specific day. This can be caused because the employee is not linked to a team, or the team the employee is linked to is not associated with a clock template.
- Missing template on a weekend can be caused when the clock template is not configured for all the days of the week.
- When configuring clock templates for different seasons of the year make sure that the templates are linked to each calendar month of the year.

Filter exceptions

Click on the exceptions button in the actions section to view the total number of exceptions for all employees in the selected period. Click on one of the exceptions in the list to filter employees and days for the selected exception.

Click on Clear to reset the table to all the information.

Daily Exceptions

Below the date of each column, a summary of all the exceptions will be represented by round colour icons. Hover over these icons to view the types of exceptions and the total number of employees applicable to this exception. Click on these icons to perform bulk actions for each of the exception types.

The following bulk actions are available for each type of exception:

Absentees: Add full days, clock ins and outs or add leave for all absent employees
Missing clock in or out: Add bulk clock ins or outs for all employees
Overtime: Override employee hours and adjust the total hours worked
Short time: Override employee hours and adjust the total hours worked

Bulk Overrides

Bulk overrides allow for efficient handling of attendance exceptions in the employee overview report. They can be applied when there are the following exceptions: Absent, Overtime, and Short Time.

How to Add Bulk Overrides

Click on the date exception indicators located at the top of the table, below each date, to access the daily exceptions view.
Navigate to the specific exception—Absent, Overtime, or Short Time.
Select the employees affected and click on 'Bulk Override'. You'll then have several options:
- Default to Budget Hours: This will adjust the total hours to match the budget hours set in the clock template for the selected employees.
- Set Overtime: Enter the amount of overtime to be added for each employee. Their total hours will be their budget hours plus the provided overtime.
- Set Short Time: Enter the short time hours to be added for each employee. Their total hours will be their budget hours minus the provided short time.
- Set the Total Hours: Specify the total hours for the selected employees, which may result in overtime or short time depending on how it compares to the budgeted hours.

Remove all overrides

If you wish to remove all overrides for a given day, click on the gear icon next to the date in the header row and select "Remove all overrides"

Overrides

Total Hours Override

Overrides enable the adjustment of an employee's total daily hours worked, while maintaining the original clocking data. The configured budget hours in the clock template are still used for calculating normal hours and overtime. When overriding the hours, you only provide the total duration that the employee worked; start and end times are not needed.

Overrides can be added in the following two ways:

Access the Employee Timeline and clicking on the "Add Override" button.
Viewing daily exceptions for overtime and short time. Refer to this section for more information: Daily Exceptions.

When selecting the add override option the following dialog will appear. If the employee has existing information it will be prefilled:

Add overrides for more than one activity. Click here to add an additional line.
Change the existing activity. If the employee have existing information for the day the activities will be pre-populated on this list.
Add a block (Optional): Associate this activity and hours with a specific area or block.
Specify the duration in hours and minutes for this activity. You can specify a duration per activity that will be aggregated to calculate the total hours for the day.
The budget hours for the day as configured on the clock template shift. Overtime or short time will also be indicated here if applicable.
Night shift: If this option is enabled this day will be counted as a night shift on the metrics.
Add or update the current override.
Remove items: Remove all activities and durations for this day.

Add Clock Template (shift) Override

Use this feature to adjust an employee's working hours on a day. Common use-cases include weather disruptions or break alterations.

Use this feature cautiously, as it may impact payroll calculations. When changing the shift on a specific day, it will also affect the total ordinary working hours in the week.

To add a clock template override click on the icon with the three dots in a cell or next to the cogwheel in the date row to add overrides in bulk. Please note that when adding bulk overrides for clock templates all employees in the table will be selected automatically.

Add an override for the shift on the selected day:

Please refer to the clock template section in configuration for more information on how to setup shifts: Clock Templates.

Employee Totals

The first column in the table contains each employee's information and aggregated hours.

Resigned employees will be included on this report if there are any information captured within the selected period. A resigned label will be present below their totals.

Refer to the metrics section on more information on how hours are aggregated in this column.