Overtime (OT) Tracker Rules for Daily & Weekly

This guide explains how Daily and Weekly Rules are implemented in the Overtime Tracker settings. We will walk through enabling Overtime Tracking, also referred to as  OT Tracking and configuring state-specific rules for managing Talent bookings.

OT Tracker Setup:

1. Accessing Settings:

• Log in to the Portal.

• Click the Profile Icon in the top-right corner. Click on System Settings

• Go to Work > Overtime Tracker.

• Here we will see three (3) page links. We will start with OT Tracking settings.

2. OT Tracking Settings Overview:

• Enable OT Tracking: Activates OT tracking on shifts. Turn this ON to receive OT-related notifications.

• Display: Select the format to show Booked, Worked, and Overtime hours for Talent on the listing page.

• Track Time: Choose how the system tracks overtime (e.g., By Week: Monday-Sunday or Sunday-Saturday, Bi-Weekly, Monthly, etc.).

• Alert when Overtime: Enables alert messages to notify the user when a Talent’s booking exceeds the overtime limit.

Now, let’s setup OT Tracker rules for the state and we will use the same state in our all below examples.

Go to system settings of Work and then Overtime Rules by State.

Search Pennsylvania. Click to open the state settings page.

1. Minimum Overtime Rules:

These rules apply per state. For example, OT rules can be enabled for Pennsylvania State and disabled for New York State. In this case OT messages will only show for shifts created in Pennsylvania  and they will be ignored for New York

2. Alerts are shown based on the state’s configured daily or weekly overtime limits.

Now, let’s start and create shifts to see all these settings in action.

Case 1: Alert for Talent Booking in Overtime – OFF

1. Setup:

• Switch OFF the Alert Talent Booking toggle.

• Set Pennsylvania’s Daily OT limit to 7 hours.

• Create a 10-hour shift and commit the Talent.

Outcome: No overtime alert will appear since the toggle is OFF.

Talent is committed to the shift and timing are added

Case 2: Alert for Talent Booking in Overtime – ON

1. Setup:

• Switch ON the Alert Talent Booking toggle.

• Commit the Talent to a 10-hour shift.

Outcome: An overtime alert will appear because the Talent’s shift exceeds the 7-hour daily limit for Pennsylvania.

If the user clicks on the Book button, Talent is committed to the shift and timing are added.

Case 3: Daily Limit Exceeded

1. Setup:

• Keep Pennsylvania’s Daily OT limit at 7 hours.

• Create a 10-hour shift and commit the Talent.

Outcome: The system will generate a daily overtime alert as the Talent exceeds the 7-hour limit.

If the user clicks on the Book button, Talent is committed to the shift and timing are added. Please note daily overtime is not reflected in the overtime column since the minimum time period defined in the system can be weekly, bi-weekly and monthly. 

Case 4: Weekly Limit Exceeded

1. Setup:

• Set the Weekly OT limit to 10 hours and the Daily OT limit to 0 (disabling daily OT alerts).

• Create a 12-hour shift and commit the Talent.

Outcome: A weekly overtime alert will appear since the 12-hour shift exceeds the 10-hour weekly limit.

When the Book button is clicked. This is what we get

Since 10 hours per week were allowed in this example. And the total duration of the shift was 12 hours. This means that talent is working 2 hours in overtime.

This way working hours and overtime hours are a sum of all the shifts a talent is committed to in a week.

Consecutive Days – Overtime (OT) Tracker

This guide explains how users can set up and manage Consecutive Days Alerts in the OT Tracker based on state rules. Users have the option to turn the toggle ON or OFF for each state.

Case 1: Consecutive Days with Track Time Set to Monday – Sunday

Steps to Set Track Time to Monday – Sunday:

1. Click on the Profile Icon in the top right corner to access System Settings.

2. Navigate to Work > Overtime Tracker Settings.

3. Go to OT Tracking Settings.

4. Set the Track Time to By Week (Monday – Sunday).

Steps to Turn ON the Consecutive Days Toggle:

1. In the Overtime Tracker Settings, go to Overtime Rules by State.

2. Search for New York (the state being used as an example in this guide).

3. By default, the Consecutive Days toggle is OFF. Switch it ON and save the changes.

Creating and Committing Shifts:

1. Create 7 shifts where the first shift is on Monday and the seventh shift is on Sunday.

2. Create a Talent and assign them to all 7 shifts.

3. Invite and Commit the Talent using the Move Talent option, for all 7 shifts.

4. When you commit the Talent to the 7th shift, a message will appear, indicating the Talent has exceeded the consecutive day overtime limit.

Case 2: Consecutive Days with Mid-Week Shifts (Wednesday – Tuesday)

In this case, shifts will span two weeks, starting mid-week (Wednesday) and ending mid-week the following week (Tuesday).

Steps:

1. Create shifts starting from Wednesday, September 25, 2024, to Tuesday, October 1, 2024.

2. Now, commit the Talent to all 7 shifts starting from Wednesday, September 25, 2024, till Tuesday, October 1, 20 24. By committing to these shifts, the popup message of the Consecutive Day limit will not show up for the following reasons:
   1. The first 5 shifts are in the previous week, and the last 2 shifts are in the next week.
   2. The Track Time was set to By Week (Monday – Sunday).

Case 3: Consecutive Days with Track Time Set to Sunday – Saturday

Steps to Set Track Time to Sunday – Saturday:

1. Go to the OT Tracking settings page. Follow the same procedure as mentioned in Case 1.

2. Set the Track Time to By Week (Sunday – Saturday).

Creating Shifts:

1. Create 7 shifts from Sunday, September 22, 2024, to Saturday, September 28, 2024.

2. Commit the Talent to these shifts, but in this case, change the commit sequence. Commit the Talent to September 24, 2024, shift last, to test if the sequence affects the consecutive days limit.

3. After committing the Talent, you should see the consecutive days limit message for the September 24, 2024, shift.

Title: Holidays in the System

Introduction:

The concept of Holidays has been added to our system. There are two types of holidays one can add through the system settings: Fixed Holidays and Specific Days of Week. Other than these two holidays, Sundays are always considered a holiday. Therefore, if a shift is scheduled for Sunday and assigned to talent, a message will be shown regarding the holiday for Sundays and holidays created manually.

Enabling Holidays:

Users must follow the steps below to enable holidays:

1. Go to the Overtime Tracker settings page inside work to access the holiday settings.
2. System Settings → Work → Overtime Tracker

Here, three options are visible: OT Tracking, Overtime Rules by State and Holidays.

Click on Overtime Rules By State and click on Colorado

Click on Overtime Rules By State and click on Colorado. A page will be displayed showing over time settings for Colorado State.

Here the “Enable Holidays” toggle is turned On. This means that holiday rules will apply and relevant pop-up messages will be shown to the user for holidays on shifts created in Colorado state.

Adding a Holiday:

After saving these settings for Colorado, the next step is to add a holiday.

Go to: Overtime Tracker > Add Holiday.

As mentioned earlier, two types of holidays can be added in the system. Below is an explanation of how both holidays are created.

Fixed Holiday:

Fixed Holidays are holidays where a specific date is selected and declared as a holiday. . For instance, in the example below, September 19 has been added as a Fixed Holiday, which means every year September 19 will be considered a holiday Unless the holiday is modified or deleted. To add a Fixed Holiday, the following information should be provided:

●  The name of the holiday

●  The type of holiday

●  Date (Month and Day)

Note: Please note the year cannot be added. The holiday is year-independent. Moreover, two holidays cannot be added on the same date. All holidays can be edited.

A Fixed Holiday has been created on September 19 in the system. Let’s create a shift inside Colorado on this date and assign the shift to talent to see how this feature works:

When we try to commit the talent to the shift, a popup message informs the user that the talent is being committed to the shift on a holiday and the agency would be applicable to pay double charges as per state rules .  This allows the agency to review the booking; if they are committing talent to the shift by mistake, they will reconsider the decision as holiday/overtime rates apply on shifts scheduled on holidays. In this case, users can select the Cancel button to discard shift assignments. If the user wishes to assign the shift despite the holiday, they will select the Book button to commit talent to the shift irrespective of the holiday.

Please note that talent cannot commit themselves from the mobile app in Overtime cases. They can only be committed by the agency from the portal.

Specific Day of Week:

Specific Day of Week is the second type of holiday that can be created. . Users can declare a specific day of the month, such as the third Tuesday of December, as a holiday. Here 3rd is the count, Tuesday is the day of the week and December is the month. Again, we do not need to add a year, as the third Tuesday of December will be generic and every year, the third Tuesday of December will be considered a holiday, irrespective of the date. In 2024, the third Tuesday of December will be December 17, and in 2025, it will be December 16.

Let’s create a holiday on the third Tuesday of December.

Now, let’s create a shift on this day and commit a talent to it.

When a talent is committed to a shift, an alert is generated informing users that they are trying to commit the talent on a holiday. It is the same message we got for fixed holiday while trying to commit the talent on a fixed holiday.

User can click on Book button if they still want to commit the same talent to the shift.

Sunday as a Holiday:

There is a third type of holiday, Sunday, which does not need to be created by the user. It is already considered a holiday.

Let’s create a shift on Sunday and commit Talent to a shift.

As can be seen in the screenshot above, the user will receive the same popup message about committing talent to shift on a holiday.

The Day after Sunday as Holiday (Special Case):

If a Fixed Holiday falls on Sunday, then the day after Sunday will be considered a holiday.

In the screenshot below, September 22, 2024, which is a Sunday, was declared and added as a Fixed Holiday. A shift was created on September 23, 2024, a Monday. Upon assigning this shift to talent, the user received the same popup message about committing talent to shift on holiday.

As can be seen below, the same popup message has appeared to inform the user that a talent who has exceeded their holiday overtime is being committed to a shift scheduled on a holiday.

Shift Assigned on Holiday (Mobile App):

Note: If we add talent to a shift and move the talent to Pending Talent Commit status, then we can see the message on the mobile app and control it from there. Please note, as mentioned above, that in these special cases, talent cannot commit themselves from mobile apps but can view the messages, like for holidays.

Let’s consider the example of the shift created on September 23, 2024, the day after a Fixed Holiday fell on a Sunday. For the purpose of the example, talent will be added to this shift and then moved to the “Pending Talent Commit” status.

As can be seen in the screenshot below, the same holiday popup message has been received while moving talent to Pending Talent Commit.

When the Proceed button is selected, talent is moved to Pending Talent Commit status.

Shown below are screenshots from the mobile app when talent sees this shift in the Pending Commit Section and tries to accept the job.