Overtime Management
Track, prevent, and manage overtime to control labor costs.
Overview
SimpleStaff helps you track and manage overtime to keep labor costs in check while ensuring compliance with labor laws. The system monitors scheduled and actual hours against your configured overtime thresholds.
Real-time tracking
See overtime as you build schedules
Proactive warnings
Alerts before overtime is scheduled
Configurable rules
Set thresholds for your jurisdiction
Reports
Analyze overtime patterns over time
Configuring Overtime Rules
Go to Overtime Settings
Navigate to Settings → Rules → Overtime.
Set Weekly Overtime Threshold
Default is 40 hours. Adjust based on your local labor laws or company policy.
Set Daily Overtime Threshold (Optional)
Some jurisdictions require overtime after 8 hours in a single day. Enable if applicable.
Configure Double Time (Optional)
Set thresholds for double-time pay (e.g., after 12 hours/day or 60 hours/week).
Set Work Week Start Day
Choose which day your work week starts for overtime calculations (usually Sunday or Monday).
Common Overtime Rules by Region
| Region | Weekly OT | Daily OT |
|---|---|---|
| US (Federal) | > 40 hours | — |
| California | > 40 hours | > 8 hours |
| Canada (Federal) | > 40 hours | > 8 hours |
| Ontario | > 44 hours | — |
| UK | Per contract | — |
Always verify overtime rules with your local labor authority. This is general guidance only.
Viewing Overtime in Schedules
SimpleStaff shows overtime indicators throughout the scheduling interface:
Hours Summary Panel
Shows total hours, regular hours, and overtime hours for each employee in the current week view.
Shift Color Coding
Shifts that push an employee into overtime are highlighted in orange. Double-time shifts are highlighted in red.
Employee Row Indicator
A warning icon appears next to employees approaching or exceeding overtime thresholds.
Overtime Warnings
Configure when to show overtime warnings:
Tip: Enable "Block overtime scheduling" in settings to prevent managers from scheduling shifts that would create overtime without approval.
Overtime Approval Workflow
If you enable overtime approval requirements:
- 1.Manager attempts to schedule overtime shift
- 2.System prompts for justification
- 3.Shift is marked as "Pending OT Approval"
- 4.Owner/admin receives notification
- 5.Once approved, shift is confirmed and employee is notified
Overtime Reports
Track overtime patterns in Reports → Labor → Overtime:
Weekly Overtime Summary
Total overtime hours per week, broken down by employee and department.
Overtime Cost Report
Estimated cost of overtime based on employee pay rates.
Overtime Trends
Charts showing overtime patterns over weeks/months to identify chronic issues.
Best Practices
Use AI scheduling
AI scheduling automatically distributes hours to minimize overtime.
Set target hours
Configure max hours per employee to keep scheduling within bounds.
Review weekly reports
Check overtime reports weekly to catch patterns before they become expensive.
Need help with overtime settings?
Contact Support