Overview
Overtime tracking systems monitor employee work hours in real-time, automatically alerting managers when workers approach or exceed standard hours to enable intervention before expensive overtime occurs.
Key Features
Threshold Alerts
- Warning at 35 hours/week (approaching overtime)
- Alert at 40 hours (overtime threshold)
- Daily overtime notifications
- Excessive overtime flags (50+ hours)
Multi-Level Notifications
- Employee: "You're approaching 40 hours"
- Manager: "Employee X at 38 hours this week"
- HR: Weekly overtime summary
- Executive: Overtime cost reports
Automatic Calculations
- Weekly hour totals
- Daily overtime
- Compliance with state laws (CA, etc.)
- Holiday/weekend differentials
- Overtime cost projections
Use Cases
Prevent Unplanned Overtime
Manager gets alert when employee at 38 hours, can redistribute work.
FLSA Compliance
Ensure non-exempt employees paid for all overtime worked.
Cost Control
Overtime costs 1.5-2x regular rate—prevention saves money.
Burnout Prevention
Consistent overtime indicates under-staffing or poor workload distribution.
Alert Configuration
Standard Setup
- 35 hours: Warning (yellow)
- 40 hours: Overtime threshold (orange)
- 50 hours: Excessive overtime (red)
- 60 hours: Critical alert (requires explanation)
Custom Rules
- Different thresholds by role/department
- Seasonal adjustments
- Project-specific limits
- Individual employee caps
Manager Actions
When Alert Received
- Redistribute Work: Move tasks to other team members
- Authorize Overtime: If necessary and budgeted
- Send Home Early: If nearing limit unnecessarily
- Investigate: Why is overtime needed?
Proactive Management
- Weekly capacity review
- Adjust schedules before overtime occurs
- Identify chronic overtime patterns
- Address root causes (understaffing, inefficiency)
Compliance Benefits
FLSA Requirements
- Accurate overtime payment
- Documentation of hours worked
- Protection against wage claims
State-Specific Rules
- California: Daily overtime (8+ hours/day)
- Other states: Weekly only (40+ hours/week)
- Automatic compliance with local laws
Cost Savings
Organizations using overtime alerts report:
- 15-30% reduction in unplanned overtime
- $50,000-$200,000 annual savings (mid-sized companies)
- Better work-life balance (less burnout)
- Improved scheduling accuracy
- Workyard: Real-time GPS + overtime tracking
- Homebase: Automated alerts, schedule optimization
- Deputy: Predictive overtime warnings
- When I Work: Schedule compliance alerts
- ClockShark: Field service overtime tracking
