You can configure the system to send automatic email summaries to managers when employees exceed a set number of work hours on a daily, weekly, or monthly basis. This helps you manage overtime proactively and ensure compliance.
This guide will walk you through setting up all three types of alerts.
General Setup Instructions
The first few steps are the same for any alert you create.
- Navigate to the Alerts
- Click “Create new alert”.
- Name the Alert: Give your alert a descriptive name for internal use (e.g., “Weekly Overtime Alert” or “Monthly Hours Exceeded”).
- Select Employees: Choose which employees the alert should monitor. You can select individual employees, specific groups, or check “Get alerts for all users” to apply the rule to everyone.
- Select Recipients: Choose which managers should receive the email alert. You can select more than one manager.
Now, proceed to the specific configuration for the type of summary you want to create.
1. Configure a Daily Hours Alert
Use this to get a daily notification if an employee works more than a specified number of hours.
- In the “Daily summary” section, check the box for “Daily hours overreach”.
- Hours per day: Enter the maximum number of hours an employee should work before the alert is triggered (e.g.,
10hours). - Time to receive daily summary: Set the time of day you wish to receive the email notification. The alert will be sent the following day at this time, summarizing the previous day’s data.
In this case, the manager will receive a file containing data about employees who worked more than three hours yesterday at 17:30 every day.
2. Configure a Weekly Hours Alert
Use this to receive a weekly summary of employee overtime or total hours worked.
- In the “Weekly summary” section, choose the type of alert:
- Overtime summary: This will send a report of the total calculated overtime hours for each employee based on their work agreement.
- Weekly hours overreach: This will trigger an alert if an employee’s total work hours for the week exceed a specific number you define.
- Hours per week: If you choose “Weekly hours overreach,” enter the maximum number of hours to trigger the alert.
- Period: Select whether the summary should be for the Previous week or the Current week.
- Day of the week to receive alert: Choose which day you want to receive the summary email (e.g., Sunday).
- Time to receive alert: Set the time of day for the email to be sent.
In this case, the manager will receive data about employees who have worked more than eight hours this week every Friday at 17:00.
3. Configure a Monthly Hours Alert
Use this to get a monthly report of employees who have worked too many or too few hours.
- In the “Monthly summary” section, choose the type of alert:
- Monthly lack and overtime alert: This sends a report showing employees who have worked more or fewer hours than their standard monthly requirement.
- Monthly hours overreach: Triggers an alert only for employees who have exceeded a specific number of total hours.
- Hours per month: If you chose “Monthly hours overreach,” enter the maximum number of hours to trigger the alert.
- Period: Select whether the summary should be for the Current month or the Previous month.
- Day of the month to receive alert: Choose the date you want to receive the summary (e.g., 1st of the month).
- Time to receive alert: Set the time of day for the email to be sent.
In this case, the manager will receive the file containing data on employees who worked more than 40 hours in the previous month on the 1st day of each month.
Finally, once your configuration is complete, click Save to activate the alert.