> ## Documentation Index
> Fetch the complete documentation index at: https://help.breakpointcrm.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Monitor and Manage Worker Overtime with TimeKeeper

> TimeKeeper automatically calculates overtime based on your shift rules and sends alerts when workers approach or exceed overtime thresholds.

Unplanned overtime is one of the most controllable labor costs on the floor — but only if supervisors have enough warning to act before a worker crosses the threshold. TimeKeeper tracks every worker's cumulative hours in real time, compares them against your configured daily and weekly overtime thresholds, and sends pre-overtime warnings with enough lead time for supervisors to reassign work, end shifts early, or bring in additional coverage. When a threshold is reached, the Console flags the record automatically so the overtime event is documented and ready for supervisor approval before it reaches payroll.

## How Overtime Is Calculated

TimeKeeper calculates overtime using two independent thresholds that you configure per shift or per department:

* **Daily OT threshold**: Total hours worked in a single shift day. The most common configuration is 8 hours, after which all additional time is flagged as overtime.
* **Weekly OT threshold**: Total hours worked across all shifts in a calendar week (Sunday–Saturday by default, or a custom work week start day). The most common configuration is 40 hours.

Both thresholds run simultaneously. If a worker hits the daily threshold on a day where they are still under the weekly threshold, the daily OT flag fires. The weekly threshold tracks independently and fires when cumulative weekly hours cross the limit — regardless of whether any single day triggered a daily OT event.

Break time marked as unpaid is excluded from both calculations. Paid breaks count toward worked hours.

## Configuring Overtime Thresholds

<Steps>
  <Step title="Open Shift Settings">
    In the BreakPoint Console, navigate to **Settings → Shifts**. Click the shift you want to configure, or click **Create Shift** for a new shift definition.
  </Step>

  <Step title="Navigate to the Overtime Tab">
    Inside the shift editor, click the **Overtime** tab to access all OT configuration options.
  </Step>

  <Step title="Set the Daily OT Threshold">
    Enter the number of hours per day after which work is considered overtime. For example, enter **8** for a standard 8-hour workday. Leave blank to disable daily OT tracking for this shift.
  </Step>

  <Step title="Set the Weekly OT Threshold">
    Enter the total hours per week after which cumulative time is flagged as overtime. For example, enter **40** for a standard 40-hour work week. Set your work week start day using the **Week Start** dropdown (default: Sunday).
  </Step>

  <Step title="Configure Pre-Overtime Warning Lead Time">
    Enter the number of minutes before the OT threshold at which supervisors should receive a pre-overtime warning. A lead time of **30 minutes** is recommended — enough time to make staffing adjustments without rushing. You can configure separate lead times for daily and weekly thresholds.
  </Step>

  <Step title="Set Worker Wearable Notification">
    Toggle **Notify Worker** on or off. When enabled, the worker receives a haptic buzz and an amber LED pulse on their wearable when they are approaching their OT threshold, giving them visibility alongside the supervisor.
  </Step>

  <Step title="Save and Apply">
    Click **Save Shift**. Overtime tracking begins immediately for all workers clocked into this shift. Changes apply prospectively — they do not recalculate hours already recorded in previous shifts.
  </Step>
</Steps>

## Overtime Alert Types, Triggers, and Recipients

| Alert Type                  | Trigger                                                                                                 | Recipients                                            |
| --------------------------- | ------------------------------------------------------------------------------------------------------- | ----------------------------------------------------- |
| **Pre-OT Warning (Daily)**  | Worker is within the configured lead time of the daily OT threshold                                     | Assigned supervisor, optional: department manager     |
| **Pre-OT Warning (Weekly)** | Worker's cumulative weekly hours are within the configured lead time of the weekly threshold            | Assigned supervisor, optional: department manager     |
| **Daily OT Reached**        | Worker's shift hours cross the daily OT threshold                                                       | Assigned supervisor + worker wearable (if enabled)    |
| **Weekly OT Reached**       | Worker's total weekly hours cross the weekly OT threshold                                               | Assigned supervisor + HR notification (if configured) |
| **Unapproved OT**           | Worker has crossed an OT threshold and the record has not been reviewed by a supervisor within 24 hours | Assigned supervisor + department manager              |

## Reviewing Overtime in the Console

Navigate to **TimeKeeper → Overtime** to access the full overtime dashboard.

The dashboard provides three views:

* **Worker OT Log**: A chronological list of every overtime event across the selected date range, showing the worker's name, shift date, hours worked, OT hours, threshold type (daily or weekly), and approval status.
* **Per-Worker OT Summary**: Total OT hours per worker for the selected period, sortable by total OT hours descending — useful for identifying workers consistently near or over threshold.
* **Department OT Rollup**: Aggregated OT hours by department, giving operations managers and HR a high-level view of where overtime spend is concentrated.

Use the date range picker to view the current pay period, a custom week, or a rolling 30-day window.

<Tip>
  Use pre-overtime warnings proactively rather than reactively. When a warning fires 30 minutes before a worker hits their daily threshold, that is your window to reassign remaining tasks to a different worker, approve the OT deliberately, or arrange a controlled early clock-out. Waiting for the OT threshold alert means the cost is already committed.
</Tip>

## Approving and Flagging Overtime Records

Every overtime event requires supervisor review before the record is considered finalized. Unreviewed OT records appear with a yellow **Pending Review** badge in the Overtime Log.

To review an OT record:

1. Navigate to **TimeKeeper → Overtime → Worker OT Log**.
2. Click the OT record you want to review. The detail panel shows the full shift timeline, total hours, OT hours, and the alert history for that shift.
3. Select one of two actions:
   * **Approve**: Confirms the overtime was authorized. Add an optional approval note (for example, "Approved — short-staffed due to two absences").
   * **Flag for Review**: Marks the record for follow-up, typically when the OT was unplanned or unauthorized. Add a note explaining the flag.
4. Click **Save**. The record is updated with your name, timestamp, and note in the audit trail.

<Note>
  Flagged overtime records are visible in the HR compliance report under **TimeKeeper → Reports → Overtime Compliance**. Your payroll team can filter approved vs. flagged OT records during payroll processing.
</Note>

## Exporting Overtime Reports

To export overtime data for payroll or HR review:

1. Navigate to **TimeKeeper → Reports → Overtime Export**.
2. Select the date range, department(s), and whether to include all OT records or only approved records.
3. Choose **CSV** for payroll platform import or **PDF** for printed review records.
4. Click **Export**. The file includes each worker's name, employee ID, shift dates, regular hours, OT hours, threshold type, approval status, and supervisor notes.


## Related topics

- [Pairing and Assigning BreakPoint Wearables to Workers](/getting-started/pairing-your-wearable.md)
- [What Is TimeKeeper? Automated Frontline Time Tracking](/timekeeper/what-is-timekeeper.md)
- [How BreakPoint Works: Wearable, Cloud, and Console](/getting-started/overview.md)