> For the complete documentation index, see [llms.txt](https://help.allwage.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.allwage.com/modules/time-and-attendance/reports/employee-overview.md). # Employee Overview This report combines all clock and activity items per employee into a single report, providing a summarised view of an employee's hours and activities per day. Watch this video on the [Employee Overview Report](https://youtu.be/dGCIIjEE7Zk?si=H7B3eUZhep-N9EO5). {% embed url="" %} Employee Overview Report {% endembed %} Navigation In the navigation menu select the Labour Solution module and click on: Reports > [Employee Overview](https://app.allwage.com/#/reports/manager/employee-overview). This report allows you to: 1. **Date Period and Employee/Team Filtering**: Users can select any date range and filter the data for specific employees or teams. 2. **Interpreting Clocking Information**: The report uses [clock templates](/modules/time-and-attendance/configuration.md#clock-templates) to interpret all clocking data of employees, ensuring that the information displayed is accurate and adheres to the configured templates. 3. **Viewing, Editing, and Validating Data**: Users have the capability to view and edit existing data. This feature is essential for validating that all calculations, including hours worked and overtime, are correct. 4. **Managing Exceptions with Warnings and Errors**: The report highlights any warnings or errors. This functionality assists users in identifying and managing exceptions for employees over the selected period, ensuring compliance and accuracy in time and attendance reporting. ## Time & Attendance Concepts Please refer to this section for additional concepts and explanations: [T\&A Terminology](/modules/time-and-attendance/introduction.md#t-and-a-terminology). ### Aggregated Metrics The normal hours, overtime and short time for each day are calculated based on the **budget hours** and the **shift** setup specified for that day. When aggregating the hours for a week, they are categorised based on days of the week. This categorisation includes **Weekdays** (Monday to Friday), **Saturdays**, **Sundays**, and **Public Holidays**. This approach ensures that the calculation of hours worked, including normal hours and overtime, is accurately aligned with the specific working conditions of each day of the week.

Metric Name	Measurement Unit	Day of the Week	Description
Weekday Normal Hours	Hourly	Monday - Friday	The total normal hours worked on weekdays.
Weekday Overtime Hours	Hourly	Monday - Friday	The total overtime hours worked on weekdays.
Saturday Normal Hours	Hourly	Saturday	The total normal hours worked on a Saturday.
Saturday Overtime	Hourly	Saturday	The total overtime hours worked on a Saturday.
Sunday Normal Hours	Hourly	Sunday	The total normal hours worked on a Sunday.
Sunday Overtime	Hourly	Sunday	The total overtime worked on a Sunday.
Public Holiday Ordinary Hours	Hourly	Public Holiday on any day of the week, given that the day is not marked as optional in the clock template	Ordinary pay for the employee on the public holiday, regardless of whether the employee worked on this day.
Public Holiday Normal Hours	Hourly	Public holiday on any day of the week where an employee worked	The total normal hours worked on a public holiday.
Public Holiday Overtime	Hourly	Any public holiday where an employee worked	The total overtime worked on a public holiday.
Short Time	Hourly	Any day of the week, given that the day is not marked as optional in the clock template	All hours worked less than budget hours on a day. On an absent day all budget hours are added as short hours.
Absent Days	Daily	Any day of the week, given that the day is not marked as optional in the clock template	If there are budget hours for a day and the day is not marked as optional and there are no activity for an employee, they are counted as absent.
Leave (Annual, Sick, Family Responsibility, Maternity, Special and Unpaid)	Hourly	Any day of the week, given that the day is not marked as optional in the clock template	Leave is only applicable to days that are included in the ordinary working hours.
Night Shift	Daily	Any day of the week	When an employee works within the configured night shift window. The default window is 20:00 to 04:00 but can be adjusted per clock template. See Night Shift Window.

## Parameters Watch this video on [How to generate the Employee Overview Report](https://youtu.be/dGCIIjEE7Zk?si=SGdDvrVQwRSiyVst\&t=3).

Provide parameters before generating the report

* **Date range**: Select a start and end date for a specific period * **Teams** (Optional): Filter one or more [teams](/fundamentals/users-and-employees/employees.md) * **Employees** (Optional): Filter one or more [employees](/fundamentals/users-and-employees/employees.md) ### Action Toolbar

Additional actions when using the report

* **Learn**: Click here for information on how to use the Employee Overview report * [Export report information](https://youtu.be/dGCIIjEE7Zk?si=_dRncGhPSPfdoJ1w\&t=442) (This option is only available once the report is generated): * **Export totals**: Aggregated hours categorised in the main categories mentioned in the [Metrics ](#metrics)section above and leave categorised by type. * **Export Full**: All values in totals export but including daily normal hours and daily overtime * Custom Export: * **Total Hours**: Aggregated hours excluding leave * **Leave**: Aggregated leave totals * **Daily Hours**: Normal hours per day * **Daily Overtime**: Overtime hours per day * **Daily In & Out**: Daily clock in and out times * **Total Activities**: Total number of units per activity * **Total Harvesting**: Total number of harvested units per produce * **Payroll Metrics:** Aggregated hours in specific categories. More information below: * **Download Logs**: Click here to download a change log (Excel format) for the date range of the generated Employee Overview Report. * **Audit Logs**: Click here to view changes made to data for the date range of the generated Employee Overview Report. * Data review - Quick actions to navigate to [captured information](/modules/time-and-attendance/data-capture.md) on the device * When using these quick actions to navigate to the data review section the date period will automatically be set to the period on the employee overview report ## Generate Result Click on the Generate button to view the result. ### Actions

* **Search**: Search for employee name or number * **Exceptions:** Use this option to filter the table for specific exceptions. When this option is activated, only the employees and days that contains the exception will be displayed in the table. Use this option to effortlessly manage all exceptions. * **Detailed View**: View all activities per day. ### Employee Timeline Click on any cell in the table to open the employee timeline for that day. This is where you go to answer "what actually happened on this day?" — and it is where you correct it. The timeline holds four things, top to bottom: 1. **The shift graphic** — a visual bar of the day showing the shift, the hours worked, breaks, and any overtime or short time. 2. **Capture locations** — a map of where the day's records were captured, when they carry a GPS position. 3. **Filters** — chips to narrow the day down to one kind of record, or to only the records flagged for review. 4. **The day's records** — every clock, leave, activity item and harvest item for the day, each on its own card. You can also add overrides here, or add missing information for the employee on that day. Watch this video on [how to view the Employee Timeline](https://youtu.be/dGCIIjEE7Zk?si=yRNE__Xi_WZWqORU\&t=258) and on [how to add overrides from the employee timeline](https://youtu.be/dGCIIjEE7Zk?si=kRIVvkDRRCo9QIZB\&t=305).

#### Records for the Day Every record captured for the employee on that day appears as a card, in time order with the earliest first. Each card is labelled with what kind of record it is and shows the detail that matters for that kind. | Card | What it shows | | ---------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | **Clock In** / **Clock Out** | The time, the activity the employee clocked on to, the site, the supervisor who captured it, and the device it came from | | **Activity Item** | The time, the activity, the quantity with its unit, the calculated total, the site and the supervisor | | **Harvest Item** | The time, the variant and its crop, the quantity with its unit, the calculated total, the batch number, the site and the supervisor | | **Leave** | The leave period, the leave type, how much of this day it covers, whether it has been approved, the note, and any attachments | **Leave sits at the top, under an "All day" heading.** Leave applies to the whole day rather than a moment in it, so it is grouped separately from the records that happened at a particular time. **Click any card to open it.** This is where you correct a clock's time, activity or site, change a quantity, approve leave, or delete a record. Clock ins and clock outs can be deleted from here — watch this video on [how to delete clock ins and outs](https://youtu.be/dGCIIjEE7Zk?si=_ft6-jwraBR21pnT\&t=381). **Records flagged for review.** Any of these records can be flagged for review, and the reason the person left when they flagged it is shown on the card itself. You no longer need to go to Data Review to find out why something was queried. {% hint style="info" %} **A clock with no supervisor is not missing information.** Clocks from a fixed biometric device have no supervisor, because nobody captured them on the employee's behalf — the employee clocked themselves at the device. These cards show that they came from a device instead of naming a supervisor. {% endhint %} **Dates on cards.** A day on this screen follows the employee's shift, not the calendar. When a record falls on a different calendar day to the one you are viewing, the card shows its date as well as its time. This is what lets you read a night shift correctly — a clock in on the 31st and a clock out on the 1st. See [Night Shifts & Extended Days](/modules/time-and-attendance/night-shifts-and-extended-days.md). #### Capture Locations Records captured on a device usually carry a GPS position. Those positions are plotted on a map above the day's records, with each pin coloured to match the type of record it came from. Your [site geofences](/fundamentals/regions-sites-and-geofences.md) are drawn on the map as well, so you can see how each capture sits relative to the sites the employee was expected to be at. The map tells you how many of the day's records carry a position, because not every record has one. Clocks from fixed devices and records added from the portal have no GPS position and do not appear on the map, though they still appear as cards. **To find a single record on the map**, click **View location** on its card. The map moves to that record's position. Only cards whose record has a position offer this. {% hint style="info" %} **The map shows you where things happened — it does not judge them.** Geofences are drawn for reference so you can see the relationship between a capture and a site boundary and decide for yourself whether it looks right. A pin outside a boundary is not the system flagging a problem. GPS drifts, signal is weak indoors, and a capture can be metres out for entirely innocent reasons. {% endhint %} **If no record on the day carries a position, there is no map** — the section is left out entirely rather than showing an empty one. On profiles where all clocking happens at fixed devices, you will not see a map at all.

**Looking at more than one employee?** Use the [Geolocation Clocks](/modules/time-and-attendance/reports/geolocation-clocks.md) report instead. That report plots every employee's clocks across a whole day; this map covers one employee's day in the context of their own records. #### Filtering the Records On a busy day — a full day of harvesting or piecework can produce forty or more records — the filter chips narrow the list down. There is one chip for each kind of record present on the day, plus a **Needs review** chip. A chip only appears if the day actually contains that kind of record. Chips can be combined, and how they combine depends on what you pick: * **Two or more record types** — the list shows all of them. Selecting Clocks and Activity Items shows both. * **A record type plus Needs review** — the list narrows to the flagged records of that type. Selecting Clocks and Needs review shows clocks that need review. * **Needs review on its own** — every flagged record on the day, whatever its type. The number on each chip counts the records for the whole day, so it does not change as you turn other chips on and off. ### Exceptions Efficiently managing exceptions in time and attendance data is crucial, and the employee overview report simplifies this task with integrated filters and bulk management tools. This report highlights several key exceptions: * **Absent**: Indicates a lack of employee activity (clocks or piecework) on a day where the budget hours exceed zero and the day is not marked as optional. * **Missing Clock In/Out**: Occurs when an employee has either clocked in without clocking out, or vice versa. * **Overtime**: Identified when the hours worked surpass the day's budget hours. * **Short Time**: Recognized when the hours worked fall short of the day's budget hours. * **Extended Day**: Indicates when an employee's workday extends into the next calendar day. See [Night Shifts & Extended Days](/modules/time-and-attendance/night-shifts-and-extended-days.md) for how these shifts are handled. * **Missing Template**: The employee is not linked to a clock template on a specific day. This can be caused because the employee is not linked to a team, or the team the employee is linked to is not associated with a [clock template](/modules/time-and-attendance/configuration.md#clock-templates). * Missing template on a weekend can be caused when the clock template is not configured for all the days of the week. * When configuring [clock templates](/modules/time-and-attendance/configuration.md#clock-templates) for different seasons of the year make sure that the templates are linked to each calendar month of the year. * **Inactive Payroll Period**: The employee does not have an open active period for this day. [How to add an active period](/modules/payroll/recurring-pay-runs/employee-pay-run-view.md#creating-a-new-active-period) #### Filter exceptions

Total exceptions for all employees in the selected period.

Click on the exceptions button in the actions section to view the total number of exceptions for all employees in the selected period. Click on one of the exceptions in the list to filter employees and days for the selected exception. Watch this video to see how to [Filter exceptions](https://youtu.be/dGCIIjEE7Zk?si=Aih2ctYd_Ruizb39\&t=240). Click on Clear to reset the table to all the information. #### Daily Exceptions Watch this video on [Daily Exceptions](https://youtu.be/dGCIIjEE7Zk?si=1jeBoQIupXS5XbUs\&t=73).

Exceptions and daily summaries below the date in each column

Below the date of each column, a summary of all the exceptions will be represented by round colour icons. Hover over these icons to view the types of exceptions and the total number of employees applicable to this exception. Click on these icons to perform bulk actions for each of the exception types.

The following bulk actions are available for each type of exception: * **Absentees**: Add full days, clock ins and outs or add leave for all absent employees * **Missing clock in or out**: Add bulk clock ins or outs for all employees * **Overtime**: Override employee hours and adjust the total hours worked * **Short time**: Override employee hours and adjust the total hours worked ### Bulk Overrides Bulk overrides allow for efficient handling of attendance exceptions in the employee overview report. They can be applied when there are the following exceptions: **Absent**, **Overtime**, and **Short Time**. This video explains [Bulk Overrides](https://youtu.be/dGCIIjEE7Zk?si=l-KUEGEO27BDdI4z\&t=106), with examples. #### How to Add Bulk Overrides

1. Click on the date exception indicators located at the top of the table, below each date, to access the daily exceptions view.

1. Navigate to the specific exception—**Absent**, **Overtime**, or **Short Time**. 2. Select the employees affected and click on 'Bulk Override'. You'll then have several options: * **Default to Budget Hours**: This will adjust the total hours to match the budget hours set in the clock template for the selected employees. * **Set Overtime**: Enter the amount of overtime to be added for each employee. Their total hours will be their budget hours plus the provided overtime. * **Set Short Time**: Enter the short time hours to be added for each employee. Their total hours will be their budget hours minus the provided short time. * **Set the Total Hours**: Specify the total hours for the selected employees, which may result in overtime or short time depending on how it compares to the budgeted hours. #### Remove all overrides If you wish to remove all overrides for a given day, click on the gear icon next to the date in the header row and select "Remove all overrides" Watch this video on [How to Remove all overrides.](https://youtu.be/dGCIIjEE7Zk?si=FnJA_AtLMwHayXac\&t=528)

### Overrides #### Total Hours Override Overrides enable the adjustment of an employee's total daily hours worked, while maintaining the original clocking data. The configured budget hours in the clock template are still used for calculating normal hours and overtime. When overriding the hours, you only provide the total duration that the employee worked; start and end times are not needed.

When an override is applied for a day the background color of that cell will change. Click on the override label to edit the override.

Overrides can be added in the following two ways: * Access the [**Employee Timeline**](#employee-timeline) and clicking on the "Add Override" button. * Viewing daily exceptions for overtime and short time. Refer to this section for more information: [Daily Exceptions](#daily-exceptions). When selecting the add override option the following dialog will appear. If the employee has existing information it will be prefilled:

1. Add overrides for more than one activity. Click here to add an additional line. 2. Change the existing activity. If the employee have existing information for the day the activities will be pre-populated on this list. 3. Add a block (Optional): Associate this activity and hours with a specific area or block. 4. Specify the duration in hours and minutes for this activity. You can specify a duration per activity that will be aggregated to calculate the total hours for the day. 5. The budget hours for the day as configured on the clock template shift. Overtime or short time will also be indicated here if applicable. 6. Night shift: If this option is enabled this day will be counted as a night shift on the [metrics](#metrics). 7. Add or update the current override. 8. Remove items: Remove all activities and durations for this day. 9. Delete the override by clicking on the trashcan icon. #### Add Clock Template (shift) Override Use this feature to adjust an employee's working hours on a day. Common use-cases include weather disruptions or break alterations. Watch this video on [How to override working hours](https://youtu.be/dGCIIjEE7Zk?si=yv9xKvsjilg1RvKW\&t=534). {% hint style="danger" %} Use this feature cautiously, as it may impact payroll calculations. When changing the shift on a specific day, it will also affect the total ordinary working hours in the week. {% endhint %} To add a clock template override for all employees in the the table: 1. Click on the cogwheel in the date row to add overrides in bulk. 2. Click on "Working hours overrides" * Please note that when adding bulk overrides for clock templates all employees in the table will be selected automatically.

Add overrides for a single day or for all employees on a day.

To add a clock template override for an individual employee: 1. Access the [**Employee Timeline**](#employee-timeline) and click on the "Add Override" button. 2. Click on "Add clock template override"

Add clock template override to an individual employee

Add an override for the shift on the selected day:

Please refer to the clock template section in configuration for more information on how to setup shifts: [Clock Templates](/modules/time-and-attendance/configuration.md#clock-templates). ### Employee Totals The first column in the table contains each employee's information and aggregated hours. {% hint style="warning" %} Resigned employees will be included on this report if there are any information captured within the selected period. A resigned label will be present below their totals. {% endhint %}

Refer to the [metrics ](#metrics)section on more information on how hours are aggregated in this column. ### Detailed view Enable the detailed view in the [report actions ](#actions)to view additional information on each employee. This video explains the [Detailed view](https://youtu.be/dGCIIjEE7Zk?si=wWOoEYPhyFmRazZy\&t=423) option.

When detailed view is enabled the following information will also be displayed in addition to the hours worked: * Hours spent on each activity * Measurement units allocated to each employee for an activity * Harvesting units per produce. ## Exports Export hourly results to excel for Payroll and other platforms. ### Custom Export Combine multiple hourly metrics on a single export sheet #### Payroll Metrics (Hours) Refer to this section for a detailed breakdown on how daily hours are calculated: * [Introduction](/modules/time-and-attendance/introduction.md#t-and-a-terminology) - Introduction to hourly calculations * [#aggregated-metrics](#aggregated-metrics "mention") - Detailed metric breakdown Select this option to export the following hourly metrics: * Employee Details: * Employee Number * Name + Surname * Team * Label * Normal Hours (Weekdays) - All hours clocked on weekdays less than budget hours * Overtime (Weekdays) - All hours clocked on weekdays more than budget hours * Saturday Normal + Overtime - Total hours clocked on Saturdays * Saturday Normal Hours - All hours clocked on a Saturday less than budget hours * Saturday Overtime - All hours clocked on a Saturday more than budget hours * Sunday Normal + Overtime - Total hours clocked on Sundays * Sunday Normal Hours - All hours clocked on a Sunday more than budget hours * Sunday Overtime - All hours clocked on a Sunday more than budget hours * Public Holiday Required Hours - If on a requried working day, ordinary pay for the employee on the public holiday, regardless of whether the employee worked on this day * Public Holiday Clocked Hours - All hours worked on Public Holidays that falls on required working days * Public Holiday Clocked Optional Day Hours - All hours worked on Public Holidays that falls on optional working days * Leave * Annual Leave * Sick Leave * Family Responsibility Leave * Maternity Leave * Special Leave * Unpaid Leave #### Payroll Metrics (Days) Select this option to export the following daily metrics: * Present T\&A Days (Only clocked days) - Present days with any clocking activity. Includes missing clock in and missing clock out days. * Present Days (All activities) - Present days with any activity (Employee activities) * Present Weekdays - Present days between Mo. to Fr. * Present Saturday Days - Present days on Saturdays * Present Sunday Days - Present days on Sundays * Present Public Holiday Days - Present days on Public Holidays * Public Holiday Days - All Public Holidays on required working days (irrespective if employees work on these days) * Absent Days - Required working days where employees did not have any activity * Fractional Required Days - All days on required working days * Fractional Optional Days - All days on optional working days * Required Present Days More Than 7 Hours (BIBC) - Present day counter for required working days more than 7 hours #### Payroll Metrics (Periodic Hours) Refer to this section to configure periodic grouping of hours: [Configuration](/modules/time-and-attendance/configuration.md#weekly-and-period-overtime-aggregation) * Weekly Normal Hours * Weekly Overtime Hours * Period Normal Hours * Period Overtime Hours * Total Budget Hours --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.allwage.com/modules/time-and-attendance/reports/employee-overview.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.