Overtime and Staffing Alerts

The schedule automatically tracks working hours and staffing levels, alerting you to potential issues. Each staff member can have their own expected weekly hours, allowing personalized overtime tracking.

Expected Weekly Hours

Each staff member can have different expected hours:

Full-time staff - Typically 40 hours/week
Part-time staff - 20-30 hours/week
Senior staff - May work 45-50 hours
Flexible contracts - Variable hours

Setting Expected Hours

Go to Team > Staff
Edit the staff member
Set Expected Weekly Hours in their profile
Default is 40 hours if not set

Weekly Hours Display

Each staff row shows:

Current Hours - Total scheduled for the week
Expected Hours - Their target (e.g., "32.5h / 40h")
Overtime Badge - Orange indicator when over

Overtime Warnings

Personalized Overtime

Overtime is now calculated against each staff's expected hours:

Staff with 20h expected: Overtime starts at 20+
Staff with 40h expected: Overtime starts at 40+
Staff with 50h expected: Overtime starts at 50+

Visual Indicators

When a staff member exceeds their expected hours:

Hours display turns orange
+Xh overtime badge appears
Clock icon indicates overtime

Severe Overtime (48+ Hours)

When weekly hours exceed 48 (regardless of expected):

A red warning badge appears
May exceed legal limits
Urgent action required

Overtime Calculation

Overtime is calculated as:

Total weekly hours minus expected weekly hours
Includes all scheduled shifts
Excludes unpaid breaks (paid breaks count as work time)

Minimum Staffing Alerts

Low Staffing Warning

When fewer than 2 staff are scheduled for a day:

Amber "Low staffing" badge appears on that day
Indicates potential coverage issues
Consider scheduling additional staff

No Staff Warning

When zero staff are scheduled:

Red badge appears
Business may be unable to operate
Urgent action required

Using Alerts

For Overtime

Review staff with overtime warnings
Consider redistributing hours
Check if overtime is approved/necessary
Adjust schedule to comply with regulations

For Staffing

Review understaffed days
Schedule additional staff
Consider closing times if needed
Plan for coverage during busy periods

Use case scenarios

Scenario 1: Overtime budget hit

Anna's at 47h/40h. Orange overtime badge appears. Manager redistributes some shifts to a free colleague, brings her back to 40h.

Scenario 2: Saturday under-staffed

Saturday only has 2 stylists scheduled, threshold is 4. Red understaffed warning. Manager calls in additional coverage.

Scenario 3: Holiday period planning

Christmas week needs more staff than usual. The minimum threshold is configured higher for holidays. Alerts catch under-coverage before customers do.

Tips

Weekly review: catch problems before publishing.
Communicate overtime: staff should know when they're over.
Configure thresholds for your business: a 1-stylist salon's minimum is different from a 10-stylist one.
Templates maintain consistency: don't just react to alerts, prevent them.

Overtime and staffing alerts