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Planning Multiple Shifts, Additional Hours, and Overtime

Planering · Steg-för-steg-guide
Modul: Timeplan Bas
Tillvalsmodul: Schemamodul Bas för att lägga till arbetspass
För schemaläggare och attestansvariga
Uppdaterad 2026-11-12 10:50
Brief answer

First, check the employee's regular schedule and any agreed extra work. Plan the extra work as a separate shift with the correct Type on the Clockings and Balances page. Save both the shift and the day. When the work has been performed, verify the recorded time, select any compensation type in the Actions list, and follow up the balances.

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Before you begin

Find out whether you are to plan a standalone extra shift, add extra hours before or after a regular shift, or review work that arose without prior planning. Multiple shifts on the same day do not in themselves indicate additional hours or overtime.

  • Check the employee's Employment Contract and Basic Schedule and Periods. The agreed weekly working hours and the regular schedule are needed when assessing extra time.
  • To add work shifts via Clockings and Balances, your environment needs to have Basic Scheduling Module. The day must be covered by an employment contract and lie outside closed payroll periods.
  • Verify with the contract manager which shift type you use for the relevant extra work. The name of a shift type or absence code alone is not a description of how compensation is calculated.
Do not change the shift type or contract to achieve a certain payroll outcome

Start from what has actually been planned and worked. Another choice may change accounts, rounding, and compensation without correcting the original issue.

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Planning extra work
Check the regular dayOpen the employee's Clockings and Balances page and select the date. Compare the day's work shifts with the regular schedule and decide which time you should add. #### Further details - Use the Weekly overview or Calendar when you need to see the work in a broader context. Also check shifts before and after the current day, especially for night work. - On the Basic Schedule and Periods page, compare the basic schedule to the agreed working hours. If a warning shows that the times do not match, the discrepancy must be investigated before you use the plan as a basis for extra work. - Maintain the difference between regular and extra time. If the extra work occurs directly after a regular shift, you should not simply extend the regular shift and assume that the new section qualifies for different compensation. - Check that the new time is not already included in another shift. A double or overlapping shift is not a method to indicate that the same working hours should receive more compensation.
Add the extra shiftSelect Add work shift. In the Work shift dialog, choose Company, Task, Time, and the Type that applies to the extra work. #### Further details - The company choice controls which tasks and collective agreements are shown in the dialog. If the correct task is missing, check the selection and the employee's organisational affiliation. Do not choose another task just to proceed, as the work will then be linked to the wrong part of the organisation. - Add an extra shift before or after the regular shift when only part of the day should have the special shift type. For a standalone extra shift, specify the entire start and end time of the extra work. - If the end time is earlier than the start time, it is interpreted as the next calendar day. Therefore, check the dates together with the times so that you do not accidentally create a night shift. - Type determines which of your Shift types is used on the shift. For a custom shift type, the rules for the planned work are taken from the contract. Choose the type on the shift itself; it is not enough that an absence code with a similar name exists. - An inactive shift type may remain on an older shift even if it cannot be selected for a new one. Ask the contract manager to verify which current type should be used instead of attempting to recreate an old choice.
Verify break and special choicesCheck Break, any Meal deduction, and Collective agreement before selecting Save in the Work shift dialog. > [!WARNING] > Be extra careful if the same day includes multiple collective agreements > When additional hours are calculated, Timeplan uses the agreement from the day’s first partial shift for full-time measure and additional hours account. A separate collective agreement on a later shift therefore does not guarantee that the additional hours receive that agreement’s values. Confirm such an arrangement with the payroll manager before using the result. #### Further details - The choice - under Break means you do not specify a particular break duration for the shift. This is not the same as No break, which explicitly indicates zero break. A selected break length is used as a manual break choice relative to the contract's break rule. - Check Meal deduction when that choice exists. If the shift has been copied or is based on earlier planning, you need to verify that the special options still fit the new working day. - Change Collective agreement only when a specific agreement should actually apply to the shift. This requires the permission Change collective agreement on a work shift. The choice - means no particular agreement is assigned to the shift; the otherwise applicable agreement connection is used. - Use the shift’s comment to explain any relevant exception, for example why the work was added as a separate extra shift. A clear explanation helps those who later review the day to distinguish an intentional arrangement from an error.
Save and check the planningWhen the dialog is closed, select Save on the Clockings and Balances page. Then reopen the shift and check the times, task, and shift type. #### Further details - Save in the dialog only adds the shift to the day. The page’s Save is required for the registration to be stored. If you add several shifts on the same day, you need to check them together before saving the day. - Italic shift text is not a reliable sign of overtime. It can also be due to, for example, a comment, a particular break, a different collective agreement, or a task in another company. Read the shift’s information box or open the dialog to see which choice actually applies. - If saving causes an error, reload the day and check what has been registered before trying again. Do not assume all parts have been automatically reset. - Check working time warnings before passing on the planning. The check of Working time per 24-hour period must be enabled and the shift type included in the working time act (ATL) control for the time to be counted. Break time is not included as working time for that check. - A 24-hour period does not have to start at midnight. Therefore, also compare adjacent shifts, not just the total for a calendar day. In arrangements with only night shifts, there is a known limitation in how daily boundaries are tested; a missing warning is not itself approval of the arrangement.
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Review worked time and compensation
Verify the actual clockingsWhen the work has been completed, open the day on Clockings and Balances. Compare the clockings and their absence codes with the work actually done. #### Further details - A saved shift is planning, not confirmation that the employee has worked. Check the actual time and the day’s calculation messages before assessing compensation. - For unplanned extra work, the correct absence code may be the intended route, without adding a new shift retroactively. The code must be permitted for the situation: Early clock-in, Late clock-out or No work shift on the Absence codes page. - A code for a custom shift type is linked to that specific shift type. The contract’s day profile has different rules for work without a shift, scheduled work, and work adjacent to a shift. The same amount of extra time can therefore yield different results in these three situations. - If the time continues past midnight, the next day’s day profile is also used for the part on that calendar day. Check this when a weekday evening continues into a holiday and the result differs between the parts. - If a clocking is missing, you first need to establish the actual time. Do not add an estimated clocking, an extra shift, or a manual balance solely to make a calculation message disappear.
Follow up additional hours and overtimeCheck which balances have been created and read any calculation messages. Compare the result with the employment’s weekly working hours and the contract’s rules before approving. #### Further details - Additional hours are calculated for an employment with weekly hours lower than the contract’s full-time measure. The setting Type of additional hours determines which period is used. For weekly calculation and rolling schedule periods, previous work in the same period affects how much space remains for additional hours. - For monthly calculation, the difference between agreed time and full-time measure is used for the month’s weekdays. The choice to create work shifts from the basic schedule on holidays affects which weekdays count. Therefore, do not assess the month’s additional hours by comparing only the current day with a full-time measure. - A daily limit for additional hours can restrict the day’s additional hours even if space remains in the period. Time left over is further treated as overtime. Read more about the settings in Account settings and Contract settings. - With Always give overtime for scheduled overtime (no additional hours for part-time employees), scheduled overtime and overtime directly adjacent to the shift are not additional hours. This setting is therefore important when two otherwise similar days have different results. - Rounding rules can cause the balance to differ from the raw clocking times. With Round additional hours as overtime, the overtime rule’s minimum time and credited time are also used for additional hours. For overtime, several separate time segments may be included in the same threshold and rounding calculation; do not count each short segment as a completely separate calculation. - If Calculate additional hours first is selected in the shift type settings and the work meets the conditions for additional hours, a selected Summary account shows the same time as the additional hours result. This applies to both scheduled and registered extra work that meets the conditions. Consider the summary account as a way to follow the time: it is not multiplied by the overtime rule’s factor and does not provide additional compensation. Check the ordinary additional hours account for the actual additional hours result and use the summary account for follow-up if you have chosen one. - Even the part of the work that becomes overtime is shown on a selected Summary account, regardless of whether Calculate additional hours first is selected. When overtime produces a valid result in time, money, or voluntary time, the summary account shows the rounded time but without the overtime rule’s multiplication factor. Regular working time before the overtime rule’s first threshold is not included. If no summary account is selected, only the parallel balance is missing; a still valid result for additional hours or overtime can still be created. - If the overtime calculation causes an error, the contract manager must also check which accounts are used simultaneously for the same result. The same account must not receive both the ordinary overtime result and a parallel result, for example from the Summary account or the account for time without a factor. In that case, the overtime rule produces an error instead of merging balances. This is not the same as an account appearing in two compensation options where only one is used for the result. Therefore, ask the contract manager to check the accounts actually used together instead of changing the compensation form just to bypass the error. - If the additional hours account is missing, the entire day’s overtime calculation may be halted with an error. If a rule or rounding setting is missing for the shift type, the contract needs to be supplemented. Contact the contract manager instead of switching to another code as a temporary solution.
Select compensation formOpen the Actions list, choose the relevant task and date interval, then select Show. Review the pending event and select the compensation form that has been decided. > [!WARNING] > An approval choice can change multiple balances > The selection applies to the employee, the date, and the task. It can change multiple balances that need approval, including those not currently shown. Therefore, check Show all balances before saving a decision with broader content than the row you initially viewed. #### Further details - Start with Approvals – To be handled to find pending cases. If the event is missing, check the dates, task selection, and which cases you are authorised to approve. A case not visible is not necessarily fully processed. - Approval as time is offered when a connected overtime rule has an account for time. Approval as money is offered when an account for money exists. Read what the options mean in your environment; visible texts may be customised and do not have to be named exactly the same everywhere. - Voluntary overtime is a special option for overtime when both the function and an account for voluntary time exist. It is not offered as a new choice for additional hours. An older saved choice may still be displayed after settings have changed, so do not conclude that all shown values can be selected again. - Changing to time or money can move the result between accounts and affect time multiplication. Having a balance already on the day does not mean it is approved; also check the approval. - Use Add comment when the decision needs explanation. The comment belongs to the employee’s approval for the date and task, and helps the payroll manager understand why the chosen compensation form was used.
Save the decision and check the resultSelect Save in the Actions list. When the calculation is complete, open the employee’s day again and verify that the correct time, account, and approval result are shown. #### Further details - Merely selecting a compensation form or writing a comment does not save the decision. The page’s Save is required. A changed approval decision that affects balances requests a new calculation; a comment alone does not. - If the row shows Calculation in progress, please wait., you need to await the new result before assessing the outcome. Read the messages again if the balance still does not correspond to the decided work. - Check the result together with the payroll manager before payroll transfer, especially if the day contains multiple agreements or different compensation forms. The disappearance of the case from the To be handled selection alone does not prove the correct account is used.
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Frequently asked questions
Do all extra shifts count as overtime?No. The number of shifts does not determine compensation. The shift type, absence code, employment’s weekly working hours, the contract’s period and rules, and the approval decision must align with the work performed.
Why was each short extra shift not rounded separately?Multiple separate time periods of the same shift type and rule variant can be included in the same threshold and rounding calculation. Check the whole day’s result together with the contract’s rules instead of rounding each small segment separately.
Does a changed schedule also need to be published?Saving a shift and publishing the schedule are different steps. Follow your routine and the guide Publishing Work Shifts when employees are to gain access to a changed schedule.