Extra hours
The Extra Hours section allows you to create, manage, and track staff extra hours requests. From submission to approval, flagging, and cover management.
Administration > Time and attendance > Extra Hours
Extra hours section
This section explains how to create, manage, and track staff extra hours requests. From submitting a new request to approving, flagging, or adding cover details, the following topics cover the complete workflow.
Create an extra hours request for a staff member
Click Add Extra Hours.
Enter Staff Name: Select the staff member from the dropdown list.
Select the Action:
Choose Accrue or Taken.
Select Category: (Optional) Select category from the dropdown list.
Enter Description: Provide a brief explanation for the request.
Select Approver: Choose the designated approver from the dropdown list.
Specify Date and Duration:
Click Submit to finalise the request.
Export a spreadsheet of staff extra hours requests
Click Export as PDF.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff extra hours requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage extra hours requests search results
The grid displays filtered results for staff requests for extra hours, with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Indicators of extra hours activity
Accrual or Usage: Each extra hours request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Request status:
Disabled badges: Indicate that the request is pending approval.
Enabled badges: Indicate that the request has been approved.
Approved time calculation: Approved extra hours time will be included in the Calculated Total of Extra Hours displayed in the toolbar.
Flag extra hours records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of progress of staff extra hours requests
Approved
Pending approval
Declined
Add cover details to a staff extra hours request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff extra hours request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff extra hours request
View or modify details of a staff extra hours request
Locate the staff extra hours request in the system.
Click the Edit icon button to open the request form.
Make your changes.
Click Save.
Actions in a staff extra hours form
Approve a staff extra hours request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to Approved.
The approval date will appear in the Approved On column.
The staff member will receive an approval email notification.
Decline a staff extra hours request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to Declined.
The decline date will appear in the Declined On column.
The staff member, leave approvers and leave managers will receive a declined email notification.
Delete a staff extra hours request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion.
Note: This action cannot be undone.
The request will be permanently removed from the system.
Extra hours summary section
Track staff extra hours with ease. Use this section to filter requests, monitor accruals and usage, and export records as needed.
Filter and search staff extra hours requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export a spreadsheet of staff extra hours summaries
Click Export as PDF.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Manage extra hours requests search results
The grid displays the filtered list of staff extra hours requests. For each staff member, it shows their overall balance alongside their individual activity hours, whether accrued or taken.
Indicators of extra hours activity
Accrual or Usage: Each extra hours request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Overall Balance: Combined balance of hours.
Activity - Extra Hours: Current balance of Extra Hours.