Table of Contents
Overview
After creating the Rules you will be using for Overtime Approvals, you need to:
Create new Shift Presets for Overtime and Entitlement or Time Off In Lieu (TOIL).
Assign Rewards to the shifts as needed.
Multiple Rewards can be assigned to a single Overtime Shift Preset to support different overtime rates.
Once done, you're ready to use them in the Approval System's Overtime Settings.
🧠 Pro-tips: the 'Timings' portion of a Shift Preset is unnecessary when using Overtime shift presets in Approval System, as the times in requests are registered by the system automatically.
Configure Settings for Overtime Approvals
To configure your Overtime settings in the Approval System:
Go to Approval System > Overtime > Settings.
Click the ✏️ Edit icon in the 'Overtime Shift Preset' field and select a relevant shift preset from the resulting pop-up. Repeat for the '(TOIL) Entitlement Shift Preset' field.
To block requests that overlap with scheduled shifts, toggle the switch for 'Block requests overlapping with Scheduler'. You can toggle:
'Allow overlaps with 'OFF' schedules' (overtime requests overlapping 'OFF' schedules can be submitted). And;
'Allow overlaps with 'Flexi' schedules' (overtime requests overlapping 'FLEXI' schedules can be submitted).
Toggle on 'Allow selection of cost centre', to give the possibility to select a cost centre at the request submission.
Enable 'Allow overtime requests to be submitted/approved after send to payroll' to have requests submitted and approved in a period when send to payroll has already been performed.
⚠️ Careful: any requests submitted/approved for a locked period will NOT be automatically scheduled, calculated and sent to payroll. A manual intervention from payroll user will be needed to include Overtime in the respective payrolls. These overtime requests will still be available in the 'Overtime Requests' report.
Click Save Settings.
The next step 👇 is to configure the General Settings for Overtime.
Overtime General Settings
The General Settings button opens a drawer form on the right of the screen with several sets of options defining the Master Role, Actions to be taken when requests get stuck, and Notification settings.
Master Role
The Master Role gives a user the ability to amend or process anything anywhere in Approvals without restrictions. It should be used to handle blocked requests that are stuck for reasons outside those covered by the Actions. Users under this role will be able to bypass any rules and approvers, and have full control over Overtime requests.
🗒️ Note: this will ONLY apply to the current selected company.
Toggle the Show requests among team members / on behalf of switch on to allow users to view their team members requests or 'on behalf of' requests.
Actions
You can set the Approval System to take specific actions automatically when approval requests become blocked. Each Action has a tooltip to the right of the dropdown explaining what it handles.
Default Action: this is the action the Indigo Approval System will take when no Overtime rules have been created or no existing rule applies to the specific request. You can choose from No Action, Auto Approve, and Auto Decline.
Intermediate Action: this is the action the Indigo Approval System will take when the approval cannot progress further due to a lack of available approvers meeting rule criteria. Choose from No Action, Skip Approver(s), and Auto Decline.
Final Action: this is the action the Approval System will take when there are no valid approvers available that meet the rule criteria. Choose from No Action, Auto Approve, and Auto Decline.
Notifications
You can choose to have the Approval System notify employees when requests move through the different stages of the Approval process. Notifications are available for the Portal, Email, and SMS.
With the Default Notification Group setting (in General Settings), you can have the Approval System notify set users when a request falls into a Blocked state and requires a manual intervention from someone other than the assigned approvers to proceed.
You can decide to make a Reason and a Remark mandatory. Enabling these features will force employees to provide a reason and a remark when requesting Overtime in the Indigo Approval System.
There has to be at least one active reason to make reasons mandatory.
Once all of the above has been configured you can click on Save Settings at the bottom right of the drawer.
✅ Well done: now that your Approval System is fully configured, you can go ahead and give access to your employees.
⚠️ Attention: any settings configured in the Approval System will only apply to the currently selected company. Make sure to select the correct company from the company dropdown before editing any of the Approval System's settings.
Related Articles: