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Introduction

In this article, we explored how users can utilize the Approval System module to submit overtime requests for themselves or on behalf of others - a straightforward procedure provided the necessary prerequisites are met!

Now, we’ll focus on what users with approver permissions need to do to manage the growing number of requests. With Indigo by your side and our guidance, you’ll feel more confident than ever to handle this task. Let’s get started!

Approving an Overtime Request ✅

To approve an Overtime Request, head over to the Approval System from the left-side menu of Indigo's main screen and select the Approvals tab.

Once there, they can:

Expand the request record using the small blue arrow on the far left. This will open a collapsible section where the request details can be consulted against the employee's week schedule.
Perform actions using the three buttons on the far right of the request box, such as:
- Opening the Request in a side drawer (this can be further expanded to a full screen, using the designated button on the top right corner of the drawer)
  - Further details can be consulted here, like: the Approvers, if there are any Approved Requests, the History, and Remarks.
- Approving the Overtime Request (button also available on the bottom right corner of the request drawer). A confirmation pop up will show, asking whether you want to proceed or not with the approval.
- Declining ❌ the Overtime Request (button also available on the bottom right corner of the request drawer).
🤔 Reminder: The way you set up Rules 👈 will determine the approval path the Overtime Request will follow after submitting it. That's why it's extremely important you set up rules according to your company requirements.

Post-Approval

Fixing Discrepancies ❗

The Overtime will show on the Scheduler as (r)Overtime in a green cell once the designated approvers approve it.

🗒️ Note: If the overtime overlaps the regular shift, an orange bar with an exclamation mark ❗will be displayed both in the shift and overtime cells. Learn how to fix it 👉 here.

Administrators can correct any discrepancy directly from the Overtime Request using the Open Shift and Open Attendance buttons on the top right corner of the request's collapsible section.

Open Shift button 📆

When clicking on it you can access the shift screen for that specific day.
The Schedule window for the requester will open showing six tabs:

Shift settings (not editable)
Custom schedule values
Rewards
Penalties
Attendance
Additional Info.

🗒️ Note: When an Overtime Request is submitted and approved, only the Rewards and Cost Centre can be modified. The other tabs will be read-only. You can find all the information you need on each tab by clicking on the arrows below.

Shift settings

Check this tab to have a the basic overview of the Overtime details (see image above)

Custom schedule values

Here you can just edit the Cost Centre field.

Rewards and Penalties

Here you can see which Reward is assigned to the Overtime shift, and amend it by ticking or unticking the needed checkboxes.

The Penalties screen has a similar view as for Rewards. It's greyed out if none are created

Attendance

This screen can only be consulted. You can see Employee's related details such as the full name, with the Occupation, the Work Schedule profile, the Overtime request date, and all the shift-related calculations and info. Also Clockings and Allocations are available in the bottom section of the window.

On the bottom right corner you can Recalculate the Attendance data, Refresh the data, and click on Open Attendance.

Additional Info

This tab simply provides very basic audit details about the Overtime Request such as who created or modified the request and when.

Open Attendance button ⏱️

Once you click on it, the Daily Attendance Allocation screen will open. Here you can correct the Allocations and the Clockings, have a graphic view of the shift Timeline, and add a Remark. Select Save to confirm your amendments.

💡 Tip: If you want to check other shifts and make corrections, you can click on the small > right and < left arrows located respectively on the top right and top left sides of the Daily Attendance Allocation window. This will allow you to navigate through the shifts without closing the window.

Fixing Overlapping Overtime Requests

If an employee submits an Overtime Request and you haven’t updated their shift on the Scheduler beforehand, the Overtime and the current assigned shift will overlap on the Scheduler. The entry will be tagged accordingly.

To fix this from the Overtime Request itself:

Click on the Open Shift button and then close the pop up window ✖️ to access the Scheduler.
Now, double click on the main shift (e.g. 'Office Hours') overlapping shift and modify it accordingly.
Once done, refresh 🔄 the Scheduler to show the corrections.
Don't forget to recalculate the employee to match the Scheduler with the clockings, before sending everything to Payroll.
- You can recalculate the week for all the employees in the Scheduler by clicking on the kebab menu next to the cogwheel ⚙️ on the top right corner of the Scheduler > Attendance > Calculate Week
- You can recalculate the employee's individual shifts for a day. Just pick the day and double click on every single shift available for that day. Select the Attendance tab > Update & Calculate
  - Clockings will be assigned and Rewards allocated in the Attendance tab for the shift you've just recalculated.
  🧠 Tip: You can follow the same logic, clicking on the Open Shift button in the Overtime Request itself > Attendance tab > Recalculate. Please note that this will apply only to the Overtime shift.
- You can also recalculate all the employee's attendance records or for selected employees in the Attendance > Attendance Exceptions.
- Select All, if you want to recalculate all the employees who have a shift assigned in the Scheduler, or clockings recorded or both.
- Click on Selected Employees to tick only the ones you want to recalculate.