Check out below topics or simply chat with us. Look for this icon and tap it to start the messenger where you can ask your questions. We'll try to answer as fast as possible.
Check out this youtube video which explains some basic features:
0) How do I set up my annual leave (vacation quota/allowance) and do a carry-over ?
- check out this page which includes a tutorial video
1) Any suggestions on how to enter a starting overtime / flextime balance ?
Do the following:
- Go to the date you want to start tracking (or one day before)
- Tap on 'My templates' and choose 'My startup balance'*
- Update the default flat hours value to the value you want to start with
- Page to the next day to start your daily entries
*Alternatively, if you do not find a pre-defined startup balance activity then you can create one. Please check FAQ 7 and go to settings to create a new activity record and set as Against Offset = Count, Flat time = ON and for Default
hours you may enter your total starting balance in hours.
2) How do I reduce my accrued Overtime balance ?
If you want to compensate your surplus balance by starting late or leaving early (as part of a flextime model) there is no special entry required as the daily total will show a negative balance if your working hours are less than the offset value for that day which reduces your overall year to date balance. Further options to reduce your balance are as follows:
Option A: Reduce balance by taking a working day off as compensation
- Go to the calendar day you want to compensate
- Tap the '+' to create a blank sheet
- Ensure the offset shows the required hours (eg. 8.00)
- Select 'Flextime burn' or 'Comp time' activity (whichever suits best)
- The total work hours will show 0 and the day’s balance will show a negative offset amount (eg. -8.00) which will ultimately reduce your total year to date balance.
- Run your reports to check that your total balance amount has been reduced.
Option B: Reduce your balance using “Clear Overtime Balance”
If you want to clear your overtime balance as per current or for a specific month or week, this feature will calculate your balance as at the specified “as per” date and create a negated value of that balance to reduce the overall overtime balance to zero.
- Go to Settings page and “Clear Overtime Balance” where you can indicate the “Balance as per” Date.
- Confirm with “Go” to reveal the balance for the “As per” date.
- Now you have the option to insert a timesheets at the desired date which will reduce the balance to zero. Please select the Activity name* which has been preset to reduce your balance.
- Please verify the inserted timesheet. You may wish to add the total monetary amount which you have been paid into the additional field provided. Please note that you may only enter a lump sum of the total payout (there is no hourly rate calculation made).
- Run your reports to check that your total overtime balance has been reduced. The amount field is included in the Detail Report.
*Alternatively, if you do not find a pre-defined activity then you can create one. Please check FAQ 7 and go to settings to create a new activity record and set as Against Offset = Count, Flat time = ON, Overtime reducer = ON.
**Please note that a Reducer Activity can be added to an existing timesheet. For example, “At work” activity and the Reducer Activity included in the same timesheet.
3) How do I identify my Overtime and hours at special rates ?
In the context of this app overtime refers to the total working hours which exceeds your daily offset hours which is shown at the bottom of the timesheet as the 'Day Balance'.
Here is a basic example of overtime: You have an 8 hour working day. This is referred to as the 'Offset' and your workday's activities totaled to 9.15 so your Overtime for that day is 1.15. This is also called ‘surplus’ time. You might want to track this surplus time as it builds up and redeem this from your employer. In those companies and
jobs where a variable and flexible work time model exists this might be called flextime. You might decide to compensate your surplus hours by coming in late or leaving early to burn your flextime balance or get extra pay for your surplus hours. Some industries have special regulations for surplus hours where extra pay may be considered when the total work hours per week exceed 40 hours as well as special rates on certain days (eg. for weekend work hours are calculated with a factor of 1.5x or 2x). The United States Labor Act classifies workers as 'exempt' or 'nonexempt'
from Overtime tracking. Days when special hourly factors apply
The app enables you to gross up your hours by a factor in the following ways;
- a) using Daily conditions
- b) using an Activity set up with an hourly multiplier
- c) or a combination of both
Here is an example: you worked on the weekend for 7 hours and your hours count as 1.5x of the standard rate resulting in 3.30 bonus hours. You could enter this in the following ways;
Option A: use Daily Conditions
- Go to a new timesheet page and tap on the upper right side icon
- Select the Daily Condition criteria for "Time" from 9:00am with factor at 1.50, Tick the Apply to Balance
- From default use the button "Fast check-in" or from the "My Activities" select "At work"
- Change the Activity to "In Office" (tap and select from list) which deducts the breaktime
- Tap on the Start field and set to: 9:00am and set End to 5:00pm with 1.00 hr break
- Update the Offset value to read 7.00 hrs
these entries will result in:
- Hours accounted: 7.00
- Bonus hours: 3.30
- Hours total: 10.30
- Day balance: 3.30
Option B: use an Activity with hourly multiplier
- Go to a new timesheet page and remove any previous Daily conditions
- From default use the button "My Activities" select "At work 1.5 rate"
- Tap on the Start field and set to: 9:00am and set End to 5:00pm with 1.00 hr break
- Update the Offset value to read 7.00 hrs
Please run the reports to verify your results. You may want to add the overtime pay you expect into the amount field. To have your pay calculated you simply activate the amount field for your Activity. To do this, please tap on the settings icon next to the activity name and switch on the Amount field as Hourly rate type (see FAQ #7 for more around defining your Activities). In the event where the weekend counts as pure overtime you could simply set the Offset value to 0.00 (instead of 7.00) which would result in a Daily balance of 10.30. On payday the predefined Activity 'Payments account' may be used (or use 'My payments account' template) to enter the total hours and amount which will reduce your overtime balance accordingly (see more under FAQ #2 option B)
Weekly Overtime: when special hourly factors apply for weekly accumulated hours in excess of X hours
Here is an example: your weekly work schedule has a 40 hours offset (daily 8 hr work day) and you are given a 1.5 hourly factor for every hour exceeding the 40 hours. You worked 45 hours (net of breaks). In this case, your daily timesheets would show your daily balance which would accumulate to 5 hours at the end of that week (check “My Overtime” report to see total balance at end of that week). To calculate the 5 hrs by the 1.5 factor (5hrs * 1.5 = 7.30) and log the awarded 2.30 hrs to your balance you would use the “Overtime for Period” feature which will insert a timesheet with
the 2.30 hours for that week.
4) Please explain the feature “Overtime for Period"
This enables you to identify those working hours which exceed a given threshold for the selected period and which should be calculated at special rates after (or exceeding) standard overtime for the period. These “bonus“ hours can
be stored as a timesheet which will add to your overtime balance.
For example, you have a standard 8.00 hours offset from Monday to Friday but you worked 9 hour days. This makes a total of 40 offset hours against a total of 45 working hours which result in 5.00 hours of standard overtime (or flextime). If your company grants an hourly bonus of 1.5 rate for hours which exceed a threshold of 40 working hours this feature will produce 2.30 hours (5.00 x 1.5 = 7.30 of which 2.30 is the bonus portion) which can be added to your balance from the list of Activity names (only flat type Activities considered).
5) What is meant by 'Offset' ?
This refers to the scheduled standard daily working hours set by your employer (a.k.a. standard, plan or prescribed hours). Normally, the daily offset is net of the lunch break as lunch is considered to be 'off-the-clock' time, ie. unpaid. The app is designed to
enable tracking your work time against your daily offset. However, some jobs may have a weekly or monthly working hours arrangement which may not be broken down to daily offset hours. In this case, the daily offset facility can be used for the weekly or monthly hours at the start of the period with all other daily offset set to zero. To assist with this, two weekly style templates are provided.
6) What is the definition of 'Activity' in the context of this app?
The term 'Activity' is used to describe a unit against which you would like to track your hours. You may decide that a different term is more appropriate for the way you would like to use this app. For example, in some jobs this unit might rather be called a 'Task' or 'Project' or 'Shift'. In addition, you may consider using an Activity as an 'account' for deposits or balances (eg. overtime rate balances). A range of standard activities (including 'my templates') have been set up for you as part of the initial download to give you an understanding of possible ways to track your hours.
However, you are free to change these to more detailed actions (eg. 'in Office' can be broken out to 'Office task A', 'Office task B', etc) or create accounts (eg. overtime special rate, special rate payouts)
7) How can I customize my activities ?
- Go to Settings and ‘Define Activities’ to find a pre-defined list of Activities
- The list can be updated to your preference by renaming, deleting, changing the order or creating new Activity records.
- Tap on any Activity to see the detail view. The parameters will determine how you see the input fields and the calculations applied for that Activity.
Please find the following settings available:
- Against Offset: determines whether the work hours will count or not count towards the daily offset value. A ‘not count’ situation will apply if you want to compensate a flexday (more in FAQ #2).
- Flat break deduction: enable a lump sum deduction from your working hours or disable for real time tracking
- Own Account mode: means that the hours will be accounted for under a separate column within the Detail Report and will not count for the overtime balance
- Hourly rate (multiplier): will multiply the hours (net of break deduction if applicable) by the factor indicated. Best used for activities with special rates like weekend work and call duty.
- Amount: can be used for lump sum or hourly wages. If set to hourly rate this field will calculate the amount based on the total hours of the activity.
- Planned: in days or hours, the value is used to check the total planned hours or days against your logged timesheets. Commonly used for monitoring project budget and your annual vacation bank. See FAQ #11 for more.
- Flat time mode: will replace start and end time with a single lump sum hours field. Option to auto-populate this field with the Offset value which is how the pre-defined Vacation and Sick day Activity records have been set up.
- Overtime reducer: hours entered against this activity will reduce the daily balance. Best used in connection with overtime payouts. For more see FAQ #2 option B.
The timesheet picker will list the Activity names in the same order as found in the settings
8) If I change an activity setting why is this not applied to previous timesheets ?
Changes in Activity settings will be applied on new time sheets in order to protect historic data. To apply changes to historic data you must go back to each existing sheet and reselect the activity for the change to become effective (for
example: name change, flat mode on/off, Against Offset: Count yes/no, etc)
9) If I have two jobs which I want to track, does that work?
The app was basically designed for one job as the reports will show just one overtime total rather than a breakout out by job. However, you have the following options:
- If your second job is on a different day you can set a different offset on that day. You may want to create an activity for that job, for example: 'Job 2'.
- A different approach is to install the App on another device to track that job. You only need to purchase once and can install it on as many device at no extra cost.
10) What is meant by “Templates” ?
Templates enable you to store typical activities which you would use repetitively as a predefined timesheet. For example, you might like to re-use a previous week's timesheet, need same activities every week or a combination of activities you need once a month for special occasions. You can start with the default templates as provided with the 'My Templates' button which you can change to suit your needs. In addition, you can create a template for each day of the week within Settings in the 'Set working days' section.
11) What is the purpose of Time Bank Report ?
Allows tracking the remaining balances of your annual leave, sick days credit or any other project or budgeted time. To use this report you must fill-in your plan time in hours or days in the settings page in section “Set Time Bank”
(check the example provided for activity named Vacation..). For example, if you have an annual leave allotment of 20 days with 8 hrs daily offset then you can set the planned hours to 160.00 hours (8 hours * 20 days). The report's grand total will display in Days based on your working day formula for “Hours to Days”.
Create a vacation bank for your annual leave quota. Check these instructions on our Youtube page.
12) How can I analyze my data beyond the standard reports ?
You may wish to transfer your data to a spreadsheet where further filters, comments and formatting as well as graphical elements can be added. We suggest you run the “Detail Report” which contains all details of the timesheets and send the results to your computer in MS-Excel format (Settings “Report Send Options”). Alternatively, if you use a different spreadsheet application you may wish to save the report in the csv or html file format and copy or import the data to that spreadsheet application. The Detail Report includes the Total values in minutes to facilitate additional
calculations you may wish to make (refer to the Detail Report filter where fields can be included or excluded).
13) How do I print my data ?
Run the desired report and email your results as a file attachment. Then:
- Open the file attachment from a computer which has printing capability.
- Open the file attachment from within your mobile device mailbox and ensure your wireless printer is connected.
14) How can I keep my data safe ?
You must do a backup regularly to avoid data loss if something happens to your device. One way to do this is to use the 'Backup & Mail' feature regularly to keep a copy of your data (timesheet history and settings) in a compressed
format (.motad) in your email inbox.
To restore from an e-mail back-up follow these steps:
- make sure this app is installed on the receiving device. Download it from the Play Store or App Store and restore your in-app purchases first if applicable.
- open the email and tap on the attachment and confirm 'open with my overtime' when asked.
- the app will be restarted and you should now see all your time sheets from that back-up.
- finally, please run your reports and check your settings to ensure all is as expected.
Alternatively, if you use the “Schedule Backup” feature you will be able to recover your data from backup files made to your Dropbox account (see FAQ #16) or to your device’s local path (Android only). Another option is to use the backup utility of
your device which will allow you to reset and recover all your device’s content. Please consult your device’s instructions regarding backup utilities.
15) What is the 'Backup & Mail' used for ?
- to transfer your data to another device per e-mail
- to keep a copy of your data per e-mail in case something happens to your device
- for scheduling backups use the Dropbox facility (see FAQ 16)
16) What is 'Dropbox' and how does it work ?
This is a service which allows you to store a regular backup of your data (a history of all your time sheets) on an external server (cloud) with a provider named 'Dropbox'. This is more convenient than creating backups manually via e-mail (see FAQ #15). Your backup file can be restored back to your device in case you you have lost your data or would like to transfer your data to another device (the app must be installed on that device). Please note that this is not a database synchronization service.
To use this feature you will need a Dropbox account and internet connection. During setup you will be asked to create a Dropbox account or Login and link to an existing account. Dropbox gives you limited free space which is sufficient
for the purpose of the backup files (under 10kb per file). As part of the backup process a compressed file is created(.motad) for every backup made along with a timestamp in a specific folder path on Dropbox (APPS..). Further, please take note of the following points:
- During backup if your device is not connected to the internet the backup file will stay on your device and synchronize with the cloud the next time you start the app and you are connected to the internet.
- Scheduled backups (eg. every Tuesday) will be triggered if you open the app on the day the backup is scheduled.
- The .motad file format can only be read by this app as part of the restore process
- To view a list of all your backup files you can use the “List & Restore” button or look up your Dropbox account under the APPS.. path.
- To restore a backup file simply tap on that file name and follow the instructions.
- You can delete older versions from the backup path as you wish from within your Dropbox account.
17) How can I transfer my app to a newly purchased device ?
Follow these steps:
- install this app on the new device. You can re-install from the Play Store or App Store. To restore your previous purchases go to the In-App-Purchase page and scroll down to use the Restore button. If restore is successful you should see a green check mark next to the restored item.
- run the 'Backup & Mail' from the old device and send it to the new device’s mailbox.
- open the email and tap on the attachment and confirm 'Open with My Overtime' when asked. Please close the My Overtime app for importing.
- the app is restarted and you should now see all your old time sheets on the new device.
- finally, please run your reports and check your settings to ensure all is as expected.
18) Can I transfer my timesheets between Apple and Android devices ?
Yes, you can because both versions are identical. You can download this
app from the App Store or Google Play Store with the same features. The App Store offers a choice of the full upfront version “My Overtime” and a free version named “My Overtime IAP” with the same In-App-Purchase options as found in the
Android version. To transfer your data please use the "Backup & Mail" feature on this device to create a complete backup of all your historic timesheets, templates and settings ready to be imported to your new device. One thing; unfortunately due to incompatible payment systems purchases cannot be transferred between Apple and Android which means you will need to buy the app once again. However, rest assured that your investment will go towards the further development of this app.
19) How do I collect my staff’s data ?
This app is not designed as a multi-user solution. However, you can use this app in the following way:
- Ask your staff to install the app and send you their tracking results periodically. The “My Overtime“ or “Detail Report“ (if you prefer activity details) can easily be exported and sent via Email or saved to a shared cloud server in several formats. The PDF version has an option to add a signing section to the end of the report (see under Settings > My Details).
- You might like to maintain a master log of all your staff’s results on a central spreadsheet for further analysis. In this case, you may ask your colleagues to send you their results in xls, csv or html format. In a few easy steps you can open the file on your computer and paste or import the data into the central spreadsheet.
- We recommend "Staff Times", our cloud solution, which enables automatically consolidating your team's timesheets from one central admin center. Look out for our special offer if you are considering switching.
20) What are the future plans for this App ?
A lot of feedback has come in since its first release in August 2011. Many of the reported issues and suggestions have been implemented to make this app a stable, robust and useful companion. Looking at the App Store / Play Store, on one hand there are apps focusing on project management and billing and on the other hand there are time tracking tools for specific trades and industries. We would certainly like to be your first choice for your personal time tracking providing overtime. flextime & attendance monitoring. The more we hear back from you about the good and the bad the better we can explore new features – just email us or chat with us. Last
but not least, we hope this app well contribute to keeping the right work-life balance for you. As part of a growing user community, congratulations for discovering this app and welcome to the club !