Time Tracking Software Resources

Overtime surprises happen when you build the schedule without visibility into cumulative hours. A few ways to stay ahead of it: Review hours and labor cost projections before publishing. When I Work shows a running total of scheduled hours and estimated labor costs as you build the schedule. If a scheduled shift would push an employee into overtime or labor costs are higher than expected, you can make adjustments before the schedule is published. Set employee hour thresholds. When I Work lets you set maximum weekly hours per employee and alerts you if a scheduled shift would push them over. This helps prevent overtime while also managing part-time schedules, youth labor restrictions, and other employee-specific hour limits. Get real-time alerts during the week. Overtime doesn't only come from over-scheduling — early clock-ins, late clock-outs, and unplanned coverage shifts add up. When I Work sends real-time alerts if an employee is approaching overtime during their actual shift, not just on the planned schedule.

A solid attendance policy helps employees understand what’s expected of them while giving managers a consistent framework for handling attendance concerns. Definitions: Clear definitions reduce confusion and help employees understand expectations. Notification requirements: How far in advance employees must notify their manager, and through what channel. Many policies specify how employees should report an absence or late arrival, whether by phone, text, or through a scheduling app. If you’re using a scheduling app like When I Work you can also manage these notifications within the app for easy tracking. Documentation: When a doctor's note or other documentation is required — typically after a set number of consecutive days out. Clocking compliance: What happens when an employee repeatedly forgets to clock in or out. Accountability process: Employees should understand what happens when attendance issues become recurring, including coaching, documentation, and opportunities to improve as well as clear next steps if attendance issues continue. Legal protections: Reference to applicable leave laws (FMLA and relevant state laws) so employees understand their protected rights alongside your expectations. Positive reinforcement: Acknowledge employees with strong attendance. Recognition reinforces the behavior you want to see more of. Have all employees sign and date the policy, and keep copies in their employee files. Tools like When I Work create a shared record of clock-ins, absences, and attendance trends, helping managers apply policies consistently and reducing confusion for employees. Free attendance policy template available at wheniwork.com/blog/attendance-policy-template.

Hi, Kristie here with the Customer Care team at When I Work! 24/7 coverage requires enough teams to rotate through shifts without gaps. The most common patterns: DuPont schedule: Four teams on a four-week cycle rotating through 12-hour day and night shifts. Gives employees periodic stretches of days off for recovery. Common in manufacturing, healthcare, and logistics. Pitman (2-2-3) schedule: Four teams on a two-week cycle. Teams work two days on, two off, three days on, then reverse. Produces every other weekend off, which employees tend to prefer. Three-shift 8-hour model: Day, swing, and night shifts at 8 hours each. Requires 15+ employees for full coverage. Less sleep-disruptive if employees stay on the same shift phase rather than rotating frequently. Key setup principles: get employee input before finalizing the pattern; rotate shifts forward (day → evening → night), not backward, as forward rotation is less disruptive to sleep; and builds in recovery time when transitioning between phases. When I Work supports all of these patterns with repeating shift cycles, so you're not rebuilding the rotation from scratch each week. Full guide at wheniwork.com/blog/complete-guide-to-rotating-schedules.