At any point during a scheduling period it's important to keep a close eye on how many hours you or your employees have scheduled.
The Contracted hours - overview page is an easy way to get all the information you need in one glance. This allows you to view and manage the working hours for your employees, flexibly.
If you just started using Planday, you can find an overview of your employees' working hours in Schedule > Contracted Hours.
If you have been using Planday for a while and you cannot find the Contracted hours overview page, please contact our support team. There may be some settings or features on your portal that interfere with this feature and require special consideration (e.g. deviations from schedule when using Punch clock).
As a standard, this feature can only be accessed by users that are in an Admin Security group. This can be customized to fit your needs, by contacting our support team.
You can see the default Security groups and the differences between the permission levels: here.
Briefly, the overview page displays a list of Employees, for the selected Department, within the selected range and their:
- Scheduled hours - working hours from the shifts planned, excluding unpaid breaks.
- Approved hours - past shifts, approved for payroll
- Contracted hours - the amount of working hours required and specified by your contract rules, within the primary interval.
- Deviation in hours - the difference between Approved hours and Contracted hours. This shows a total amount, disregarding previous transfers.
- Hours to transfer - the amount of hours eligible to be transferred to an employees Overtime account balance. This takes into account previously transferred hours and recent changes triggered by Approved hours.
- Transferred hours - the number of hours previously transferred, within the selected period.
- Overtime account balance - the current balance extra worked hours or needed working hours for an employee. The balance is displayed as an overall total, not restricted by the selected period.
Contracted hours overview: Set up guide
The overview page gathers in one place information about: your employees, the schedule and contract rules. For the information to be accurate, you should make sure that a few things are in place:
- You have set up all the necessary Contract rules, in Planday. These rules ensure that the agreement between you and your employees is respected, in terms of working hours.
The overview page will highlight if there are no contract rules in place and will guide you to Setup contract rules (you can access this also through Settings > People > Contract rules).
From the top left corner, you can select which Contract rule to overview.
If you select a rule that is not assigned to any employee, you get the opportunity to do this directly from the Contracted hours page, through "See Employees".
To assign a contract rule, you will need to Edit > Employee details > Contract rule for each employee.
You can make sure that everything is set up and assigned correctly following this guide.
Once a Contract rule is set and assigned, the list will display all the Employees within a date range that you select, and from the Departments that you choose.
- All of your employees need to have an Overtime account attached to their profile. This will be the tool you will use to track the variation in working hours, from one date range to another.If this is not in place for one or more of your employees, you will be notified with the "Account not set up" message in the Overtime balance column (first column, from the right).
An Overtime account template is created from Settings > Absence, Vacation and Overtime > Account Type. After you create the template, this needs to be assigned to each employee ( individually ). This will allow every employee to have their own Overtime account balance, based on the same model. To assign a template to an employee, you will need to go to Schedule > Absence accounts and follow the steps highlighted in this guide.
Working with Contracted hours
From the top bar, you can select how to filter the overview list.
Contract Rules: will list all the Contract rules that are set up on your portal. Once you select a rule, the list will use the primary interval to show you the hourly overview per employee.
Keep in mind that the amount of hours displayed is determined by the Shift types selected for the contract rule ( visible when editing a rule, in Settings > People > Contract Rules > Edit ✎. You can access this quickly from ⚙️ Open settings in the top right corner, as well ).
Contract Period: is closely connected to the Contract Rule. The primary interval of the contract rule determines the format to display the contract period. This means the start and end date showed will always cover the full length of an interval.
If a contract rule is set to reset every 2 weeks, the contract period will also be 2 weeks.
Departments: you can filter the employees in the list by the departments they are part of. This filter complies with the department restrictions set through your security groups. The hours displayed are not affected by the department filter.
If an employee had a shift in a different department, the hours worked there will be included in the overview.
Every column can be used to sort the list, by clicking on the top label of that column.
The Contracted hours feature comes with the flexibility you need to monitor worked hours continuously.
That relies on being able to balance out the extra hours one of your employees worked in a period of time with the hours they need to work in another period of time.
You can do that effectively with Transfer hours to Overtime balance, for each employee.
The entry in the Hours to transfer column will highlight whether a transfer is necessary or not. Specifically, a positive balance indicates the employee exceeded their required contracted hours, which can be added to the Overtime balance. A negative balance indicates the employee did not meet the required hours, yet. The negative deviation balance can be covered from the Overtime balance.
Both actions can be completed by transferring the hours.
On the left side of the Employee column, you can find a checkbox that allows you to select all the employees you would like to transfer hours for.
Upon selecting, you will see the available actions, at the bottom of the screen. One of the actions is Transfer hours ( → ). This will perform the necessary transfer from or to the Overtime balance, so that hours to transfer reaches a neutral 0.
If a transfer was already performed for an employee, you will see a blocking indicator if you try to select the same employee again. This is to avoid miscalculations in the amount of hours transferred.
A transfer of hours like this, is also shown in Employee > Edit > Overtime (+/-), as an adjustment.
From the top right corner, you can also export the overview data, as a copy in an Excel file.
This will generate a file that looks like similar to the one below.
Currently, the start date of a contract rule and hired date of an employee are not linked for the contracted hours calculations. This functionality is in development, along with the ability to create a yearly overview.