Contents of this article are applicable to the following users
Tier: START UP, GROWTH, SCALE
Product: StaffAny
Platform: Web, Mobile
Access Level: Owner, Manager
This guide will cover how to:
Enable Manual Overtime Request
Manual Overtime Request lets staff submit overtime hours for approval from the mobile app after clocking out. Overtime hours are counted only after a manager or owner approves the request.
To enable it:
Go to Settings > Time and Attendance > Attendance Approval
Under Overtime Approval, select Manual Overtime Request.
Click Save.
Note: Manual Overtime Request and Work More Approval cannot both be active. Enabling one automatically turns off the other. Selecting Off disables both; any pending requests will become non-actionable and their requested hours will not be counted.
Set Up Approval Routing for Manual Overtime Request
You can configure who approves Manual Overtime Requests. By default, requests follow the organization's default approval route. You can also set individual approval routes per staff member.
Set the default approval route:
Go to Settings > Team Management > Approval Routing
Click Edit on Manual Overtime from the request type list.
The default approver is 1 approver from either a Manager or an Owner of your Organization.
You can set up to to 3 stages of approver with different selections of user group or individual. The approval will be completed based on the order. Here are the options:
Section Specific Groups
Staff's section managers. By selecting this, users with access level Manager in the staff's section can approve/reject the request
Staff's section owners. By selecting this, users with access level Owner in the staff's section can approve/reject the request
Section Independent Groups
All Manager. By selecting this, any users with access level Manager in the Organization can approve/reject the request
All Owner. By selecting this, any users with access level Owner in the Organization can approve/reject the request
All Manager & Owner. By selecting this, any users with access level Manager or Owner in the Organization can approve/reject the request
Individual. Select specific users that can approve/reject the request
Set the default approval route and click Save.
Set an individual approval route for a specific staff member:
Open Individual Routing tab > search employee name > click Edit
Configure their individual route.
Click Save.
Note: For 3-stage approval routing, it is strict: stage 3 cannot approve before stage 2 is completed.
Submit a Manual Overtime Request (Mobile)
After clocking out, staff can submit a Manual Overtime Request from the mobile app to request overtime hours for that shift.
On the Mobile app, go to the Daily tab.
Find the shift you have clocked out from. Tap Manual Overtime Request.
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Enter the number of Overtime Hours you are requesting. You may also add optional Remarks.
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Tap Submit.
Your request will be sent to your manager or owner for review. The status will show as pending until it is approved or rejected.
Rules for submitting:
Overtime hours must be more than 0 and cannot exceed your total paid hours for the shift.
You can only have one pending Manual Overtime Request per shift.
You cannot submit a Manual Overtime Request if you have a pending Edit Attendance Request or Work More Request for the same shift.
You cannot submit or edit a request if the timesheet for that period is locked.
Once the request has been approved at the first stage, you can no longer edit it.
Approve or Reject Manual Overtime Requests (Web)
Managers and owners can review pending Manual Overtime Requests from the Inbox or directly from Timesheet Details.
From the Inbox:
Go to Inbox > Manual Overtime.
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Review the staff member's name, shift date, clock-in and clock-out times, total paid hours, and the requested overtime hours.
Click Approve or Reject.
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When approving, you may adjust the overtime hours before confirming. Click Confirm to approve.
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From Timesheet Details:
Go to Timesheet and open a staff member's timesheet detail.
In the adjust time column, find the shift with a pending Manual Overtime Request. The status cell will show the pending request.
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Click to approve or reject the request.
Note: Approved overtime hours are counted in the staff member's timesheet. Rejected hours are not counted. If your organisation uses multi-stage approval routing, the request must pass all stages before overtime hours are counted.
View Manual Overtime Requests in Timesheet
After a Manual Overtime Request is approved, the approved overtime hours are reflected in the staff member's timesheet. You can view the status of Manual Overtime Requests in Timesheet Details.
Go to Timesheet and open a staff member's timesheet detail.
In the adjust time column, the Manual Overtime Request status is displayed alongside the clock-in and clock-out timeline for that shift.
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FAQ
Q: Can staff submit a Manual Overtime Request if Work More Approval is enabled?
A: No. Manual Overtime Request and Work More Approval are mutually exclusive. Only one can be active at a time. To use Manual Overtime Request, go to Settings > Time and Attendance > Attendance Approval and select Manual Overtime Request.
Q: Can I adjust the overtime hours when approving?
A: Yes. When approving from the Inbox, you can enter a different number of overtime hours before confirming. The approved hours must be greater than 0.
Q: What happens to pending requests if I disable Manual Overtime Request?
A: Selecting Off under Overtime Approval makes all pending Manual Overtime Requests non-actionable. The requested hours will not be counted.
Q: Can staff edit a request after it has been partially approved?
A: No. Once the request reaches the first stage of approval, the staff member can no longer edit it.
Q: Is Manual Overtime Request available on the Web Timeclock?
A: No. Manual Overtime Request is available on the Web app and Mobile app only. It is not available on the Web Timeclock.