Request for hours
Review the overtime employees request, accept or reject it, and record overtime on their behalf.
In Request for hours you manage employees' overtime. Each request has a day, a number of hours and a type (for example, "Overtime" or "On call"). When you accept a request, those hours are added to the employee's balance, which they can then take as time off from Compensatory time.
To open it, click Request for hours in the admin panel's side menu.
Parts of the screen
- Search employee ...: filters the cards by first name, last name or email.
- Date range: choose the period of requested days you want to see. By default it runs from 7 days ago to 20 days ahead.
- Tabs: Pending, Accepted, Rejected and Summary. Pending opens when you go in.
- Add request for hours (button with the plus sign): records overtime for an employee.
The search box and the date range are not used in the Summary tab, which has its own filters.
Pending, Accepted and Rejected tabs
Each request appears on a card with:
- The employee and the type of time request.
- The description, if there is one.
- Requested time: hours and minutes, for example "2 Hour(s) and 30 Minutes".
- Requested day: the day the hours were worked.
- Date of application: when the request was created.
- Supervisor: who accepted, rejected or recorded it, if it already has a response.
Buttons:
| Tab | Buttons |
|---|---|
| Pending | Reject and Accept |
| Accepted | Delete |
| Rejected | Delete |
Each button asks for confirmation; click Yes to continue. If there are no requests in the chosen status, you will see a message such as "No pending time request has been found.".
You can also accept or reject pending requests from the Requests for hours card on Start.
Summary tab
A table with the hours of the accepted requests for a year, month by month, with a Total column, in hours:minutes format. Below each column's name is the total of all the rows.
- Use the arrows next to the year to change year.
- Click Employee to see one row per employee, or Type to see one row per request type.
- Search... filters the rows by name.
- Filter employees and Filter by type limit the data to the employees or types you choose.
The table adds up the hours as they were requested, without applying the type's multiplier. Below it there is a reminder that "* Only accepted requests for hours are displayed". The same table is in Analytics › Summary, where you can also download it.
Request statuses
| Status | When | Effect on the hours balance |
|---|---|---|
| Pending | The employee has sent it from the app and nobody has responded. | None |
| Accepted | An administrator or supervisor has accepted it, or recorded it from the admin panel. | Adds the hours to the balance, multiplied by the type's Multiplier |
| Rejected | An administrator or supervisor has rejected it. | None |
If you delete an accepted request, its hours are taken off the employee's balance. The balance can go negative if they had already taken them. If you delete a pending or rejected one, the balance does not change.
How the hours generated are calculated
Each request type has a Multiplier (set in Overtime types). When the request is accepted, the employee's balance goes up by the requested hours times that multiplier.
For example, if Laura Gómez requests 2 hours of a type with a multiplier of 1.5, when they are accepted her balance goes up by 3 hours. With a multiplier of 1 it goes up by exactly what was requested.
Add a request for hours
Click Add request for hours. In the New request for hours window fill in:
- Employee (required).
- Type of time request (required).
- Description (optional).
- The day, in "Select a day" (required).
- Number of hours (required): hours and minutes. By default, 1 hour.
Click Create. The request is saved straight away as accepted and its hours are added to the employee's balance. The step-by-step is in Approve or reject overtime.
Rules
- One request per day. An employee can only have one overtime request per day, whatever its status. If there is already one (even a rejected one), you will see "The employee already has a request for hours for that day.". Delete the earlier one to create another.
- Dates. They can be recorded on any date, including in the past.
- A supervisor cannot accept or reject their own requests.
- No editing. A request cannot be changed from the admin panel. Delete it and create it again.
Who gets notified
- The employee, when an administrator accepts, rejects or records a request from the admin panel, receives a notification in the clock-in app ("Overtime request accepted!" or "Overtime request rejected"), if they have the app installed with notifications turned on.
- If a supervisor without administrator permissions responds, the employee does not receive a notification, but sees the new status in their app.
- Administrators and supervisors can receive an email "Extra hours pending approval" with the number of pending requests. Each supervisor only counts those of the employees they supervise. Only those who have it turned on receive it, on the days of the week they chose: the General Administrator turns it on or off per person in Inallow Admin. See Email alerts for pending requests.