This article explains how to create overtime records on the Overtime Management screen. Employees (OVERTIME_BASE) create requests for themselves; users with OVERTIME_MANAGER or OVERTIME_ADMIN can add overtime for other employees one by one or in bulk with Excel.
Before you start
If you want approval, an Configuration > Overtime > Approval process must be defined for the employee's department (Approval Process).
To link overtime to a project or customer, projects and customers must be defined on the Projects & Customers tab (Defining projects and customers for overtime). If there are none, this choice does not appear on the form.
Step by step
A request for yourself
In the left menu, go to Time and attendance > Overtime and click Add. The Create > Overtime shortcut in the left menu opens the same form.
If you are a manager or admin, select Myself in the Add Overtime window and click Continue. Employees do not see this step.
In the Overtime Request window, enter the Date, Start Time and End Time. The total is calculated automatically in Hours. If the end time is earlier than the start time, the overtime is saved as ending the next day; they cannot be equal.
Optionally write a Description. To select a project or customer, switch on I want to add a project/customer. and choose the Project and Customer.
Click Add.
For several employees (manager, admin)
Choose Add > Multiple and click Continue.
Select people in the Employee field, enter the date and times and click Add.
As an admin, you can use the Approve and Continue switch in the form to save the records directly as Approved without going through approval.
Bulk add with Excel (manager, admin)
Choose Add > Bulk Add (Excel) and click Continue.
In the Download the Template step, download the sample template and fill it in: ID Number, Full Name, Overtime Date (YYYY-MM-DD), Start Time and End Time (HH:mm:ss), and optionally project, customer and description.
In the Upload Your File step, upload the file (max 10 MB) and check the columns with Map Columns. To skip approval, you can switch on Auto Approve.
Check the data in Preview and click Upload. The Bulk Upload Results window shows the Successful and Failed row counts.
Result
The record lands in the Pending column and enters the approval process of the employee's department. If the department has no approval process, or every step is passed automatically (for example, the requester is that step's approver), the record becomes Approved immediately.
When a request is created, the approver of the first approval step gets an in-app notification (not for a manager step when the employee has no manager); approvers see requests on this screen (Approving an overtime request).
The overtime duration (hours and minutes) is calculated from the start and end time you enter.
An employee can have only one overtime record in the same date and time range. A new record that intersects a pending, approved, or paid/leave-converted record is not saved; rejected records do not count. Back-to-back ranges (e.g. 18:00-20:00 and 20:00-22:00) do not intersect.
An overtime record does not change the actual hours in the timesheet; it appears in separate columns there.
Employees always see their own records. They can delete their pending request while it is at the first approval step.
Common problems
Symptom: "End time cannot be earlier than or equal to the start time!" warning.
Cause: The start and end times are the same.
Solution: Correct the times.
Symptom: "Identification number must be 11 digits" or a time format error in Excel.
Cause: The ID number or time format on the row is wrong.
Solution: Enter times as HH:mm:ss (e.g. 18:00:00) and dates as YYYY-MM-DD.
Symptom: "This employee already has an overtime record in the given date and time range" warning; the record is not added.
Cause: The employee already has an overtime record that intersects this range. The warning shows the existing record's date and times. With Multiple, the warning lists the employees concerned by name and no record is added for anyone.
Solution: Check the existing record on the board. Correct the date or times, or remove that employee from the selection and try again.
Symptom: In an Excel upload some rows are counted as Failed with "already has an overtime record" or "Another row in the file has an overlapping date and time range for this employee".
Cause: The row intersects an existing record of the employee or an earlier row in the file. The other rows are still uploaded.
Solution: Check the row number in Bulk Upload Results and remove the duplicate row from the file.
Symptom: The Multiple and Bulk Add (Excel) options are missing.
Cause: You only have OVERTIME_BASE.
Solution: Adding for others requires OVERTIME_MANAGER or OVERTIME_ADMIN.