Stop manual tallying and avoid scheduling blind spots with instant visibility of your team’s contracted hours directly in your rota.
Managing employee schedules across multiple locations can often feel like a balancing act, with managers frequently relying on memory or external spreadsheets to track contractual obligations.
Our new Contracted Hours feature eliminates this guesswork by bringing visibility directly to the planning screen. By syncing an employee's contracted working hours from HR into the live rota, managers can instantly see how many hours an employee is scheduled for versus what they are contractually required to work.
Key Benefits
Real-Time Visibility: No more switching between HR records and the rota; see contracted totals as you build the schedule.
Optimised Labour Allocation: Easily identify employees who are under their hours to ensure you are meeting contractual requirements before hiring additional staff.
Multi-Location Tracking: If an employee works across different sites, the system aggregates their total hours, providing a holistic view of their workload.
Reduced Administrative Burden: The dynamic Red, Amber, Green status system automates the tracking process, saving managers hours of manual calculations.
How it Works
Data Sourcing: The system pulls contracted hours from the employee's working pattern in HR.
Override Logic: If an employee has the "ignore working pattern" box ticked in HR, the system will use the manual hours figure input in that section instead.
Zero Display: If no hours are input or a working pattern is not defined, the system will display zero hours.
Dynamic Updating: As you add or edit shifts (e.g., a 9-to-5 shift), the hour count updates dynamically across all locations to which the employee is allocated.
The Red, Amber, Green Status System
To provide "at-a-glance" visibility, the feature uses a Red, Amber, Green traffic light status:
Amber (Under): The employee has not yet met their contracted hours for the period. A small warning icon will also appear.
Green (Met): The employee has met their contracted hours exactly. A green tick will also appear.
Red (Over): The employee has exceeded their contracted hours. A small warning icon will also appear.
FAQs
Does this feature send notifications if someone is over their hours?
No. This is currently a visual aid for the person planning the rotor and does not trigger automated notifications.
Will this feature calculate overtime for payroll?
Not at this stage. It is a scheduling tool meant for planning, not for payroll or overtime reporting.
Can I still add shifts if a person is in the "Red" status?
Yes. The system provides a warning but does not block you from adding additional time to a person's rota.
Does it show future changes to contracted hours? No. The system only displays the current contracted hours and does not account for future-dated changes in HR.
We're here to help
Any questions? Contact support by using the messaging feature at the bottom right of your screen 💬