What these modules do
These three modules manage working time:
Overtime: employees' overtime requests, their approval, and converting approved overtime into payment or leave.
Timesheet: each employee's planned and actual working hours day by day, together with absence, leave and overtime.
Shift: preparing shift plans (templates), applying them to employees and sharing them; with AI shift planning, forecasting needs from actual data, proposals and publishing.
Planned hours in the timesheet come from the Workday Plan or from shared shifts; actual hours come from PDKS or from the plan. Approved overtime appears in separate columns of the timesheet.
Roles and permissions
Permissions are granted on each module's Manage Permissions screen (Manage Permissions).
Role | Permission code | What they can do |
Employee | OVERTIME_BASE | Creates and follows their own overtime requests on Overtime Management. Employees get it by default. |
Employee | TIMESHEET_READ, SHIFT_READ | Sees their own timesheet and shifts. SHIFT_READ is given by default. |
Manager | OVERTIME_MANAGER | Sees the overtime summary cards, adds overtime for others, exports reports, deletes pending/approved records. Approval follows the step in the approval process. |
Manager | TIMESHEET_READ_ALL, SHIFT_READ_ALL | Sees the timesheets and shifts of employees in the branches they are responsible for. |
Admin | OVERTIME_ADMIN | Configures overtime settings, converts approved overtime to payment or leave, can approve at any approval step; when adding, saves overtime directly as approved with Approve and Continue. |
Admin | OVERTIME_MANAGE | Sees Manage Permissions and Approval Process for overtime. |
Admin | TIMESHEET_ADD, TIMESHEET_UPDATE, TIMESHEET_DELETE | Enters, edits and deletes actual hours and absence in the timesheet; uploads timesheets in bulk with Excel. |
Admin | TIMESHEET_WORKING_CALENDAR_READ, TIMESHEET_SETTING | Manages the Workday Plan and Timesheet Settings screens. |
Admin | SHIFT_PLAN_READ, SHIFT_PLAN_ADD, SHIFT_PLAN_IMPLEMENTATION | Creates Shift Planning templates and applies them to employees. |
Admin | SHIFT_ADD, SHIFT_SHARE, SHIFT_COPY, SHIFT_SETTING_READ | Adds, shares and copies shifts in Shift Area; sees Shift Settings. |
Manager | SHIFT_PLANNER_USE | Creates forecasts and proposals in AI shift planning, adjusts proposals, asks employees for written consent; publishes when they also have SHIFT_SHARE. |
Admin | SHIFT_PLANNER_RULES_MANAGE | Manages shift types, rules, skills and employee planning profiles in Shift planning settings. |
Manager | SHIFT_PLANNER_INSIGHTS_READ | Follows planned versus actual staffing and overtime risk in the Shift report. SHIFT_MANAGE covers these three permissions. |
Before you start
Employees' branch and department must be defined; lists and approvals work on this information.
If you want overtime approval, define Configuration > Overtime > Approval process for departments (Approval Process). Otherwise requests are approved automatically.
If actual hours will come from a PDKS device (Patron PDKS or another vendor), the connection must be set up in Timesheet Settings > PDKS Settings (External time-clock (PDKS) integration). For Teamso's QR check-in module, see PDKS.
Converting overtime to payment or leave requires SMS verification and digital credit.
First-time setup
In Configuration > Overtime > Settings, set the multipliers and the daily working hours for leave conversion (Overtime settings and visibility). If overtime will be linked to projects or customers, prepare the lists in Overtime Management > Projects & Customers (Defining projects and customers for overtime).
In Time and attendance > Workday plan, define working days and hours and assign them to employees.
In Configuration > Timesheets > Settings > Employee-Based Settings, choose each employee's planned and actual hours source (Setting up the timesheet). If you use a PDKS device, set up the connection and match employees on the PDKS Settings tab (External time-clock (PDKS) integration).
If you work in shifts, first fill in Configuration > Shifts > Settings, then Shift Planning (Shift settings and plans).
If you want to manage the timesheet on the payroll screen, change the timesheet source in the payroll settings (Timesheet source: payroll screen).
Daily workflows
Employee: Creates overtime requests (Creating an overtime request), sees their timesheet and shifts.
Manager: Answers overtime waiting for them (Approving an overtime request), follows the team's timesheet.
Admin: Converts approved overtime (Converting overtime to payment or leave), updates whether a payment was paid (Changing whether overtime was paid), keeps the project and customer lists up to date (Defining projects and customers for overtime), follows PDKS entries and exits and unmatched employees (External time-clock (PDKS) integration), corrects the timesheet (Managing the timesheet list), plans and shares shifts (Planning and sharing shifts) or plans them with an AI proposal (Planning shifts with AI), follows planning results (Shift report).
Employee (shifts): Enters the days they are not available and the shifts they prefer (My shift preferences).
Statuses and what they mean
Screen | Status | Meaning |
Overtime | Pending | In the approval process. |
Overtime | Approved | Approved; ready to be converted. |
Overtime | Rejected | Rejected. |
Overtime | Converted to Paid | Converted to pay; goes to payroll if marked Paid. |
Overtime | Converted to Leave | Converted to leave entitlement. |
Shift | Draft Shift | Created but not shared yet; not reflected in the timesheet. |
Shift | Shared Shift | Shared; used as planned hours in the timesheet. |
Notifications
Event | Recipient | Channel |
Overtime converted to payment or leave | The employee (if Send notification email to the employee. is on during conversion) | |
Reminder before the shift starts | Active employees with a shared shift (if enabled in Shift Settings) | E-mail, SMS |
AI proposal published | Employees with a shift in the plan | In-app notification |
Leave or sick note conflict in a published plan | The publisher and the branch's planners | In-app notification |
Written consent request (overtime, night work over 7.5 hours) | The employee | E-document (e-mail and notification) |
Notify Admin | Selected users who can share shifts |
No notification is sent when an overtime request is created, approved or rejected; requests are followed on the Overtime Management screen.
Mobile differences
The mobile app opens the web screens (Mobile app). On a phone the overtime board scrolls horizontally; drag and drop of cards does not work on touch screens, so actions are done from the card's ⋮ menu.
Common mistakes and FAQ
An overtime request was approved immediately. There is no overtime approval process for the department; define one.
Planned hours are empty in the timesheet. The employee has no Workday Plan assigned, or their shift is not shared.
Shift Planning says "Shift Settings Not Found". Save Shift Settings first.
Is the timesheet the same as the Work Schedule in the Leave module? No. Leave calculation uses Time and attendance > Work calendar; the timesheet uses Time and attendance > Workday plan (Leave).