Introduction
Gaining insights into how your team is scheduled is crucial for informed decision-making. The Hours Overview panel is designed to provide all the necessary information at a glance.
This panel offers a straightforward, real-time summary on the Schedule Board and Board Edit Mode of each team member's scheduled, remaining, and contract hours for the week. Additionally, the panel includes a summary of the total hours of all listed users. Admins have the flexibility to apply custom slash commands, setting specific hour conditions to filter and view the data relevant to their needs.
Accessing the Hours Overview Panel
To open the hours overview panel, click the 🕔 (clock) icon located at the bottom left when you're on a Schedule Board or in Board Edit Mode. You can also use the keyboard shortcut Ctrl + Alt + H for quick access. The overview will appear on the right side of the board once activated. The panel is only accessible to the team owner and admins. Members with "Can view" Board access cannot access it.
Understanding Team Member Hours
The panel offers three key types of insights for analysis: Scheduled, Remaining, and Contract hours. Choose the desired type from the options available at the top left of the modal.
Scheduled Hours
This metric represents the total hours a user is scheduled for during a specific week. It includes all unpublished and published events across all Boards the user is scheduled on. The calculation of total scheduled hours per user considers the user's actual/expected hours if these have been updated. Additionally, unpaid break time is not included in the scheduled hours, resulting in a sum of net paid/contract working hours.
For precise scheduling, the hours are displayed following each user's local or availability time zone. This ensures accurate and compliant hour tracking. Admins can modify the availability time zone of users in their contract settings. When the planner's display time zone differs from a user's availability time zone, the hours overview will display the user's availability time zone abbreviation to indicate that the hours are based on a different time zone.
In cases where scheduled hours extend into another week, such as overnight shifts from Monday to Sunday, the hours overview only counts the hours within the current week for each user. Furthermore, if a shift crosses midnight into another week and includes unpaid break time, the hours overview proportionally divides this break time over each day based on its duration percentage, given that the exact timing of the unpaid break is generally unknown.
Contract Hours
These represent the number of minimum working hours that each user should be scheduled for per week. You can set or update this parameter in the user contract settings. Note that when no minimum working hours value is provided (it has no value), the label displayed will be "-h" and not "0h". The "0h" label is shown only when "0" is explicitly entered as the value.
Remaining Hours
These represent the contract hours minus the scheduled hours, indicating the remaining hours that users still need to be scheduled. The remaining hours become negative when the contract value is exceeded. This approach ensures clear visibility when users are scheduled for more hours than specified in their contract
Total Hours
At the bottom of the hours overview panel, you'll find totals calculated separately for "scheduled", "remaining", and "contract" hours. These totals show the sum of all listed users and users' hours, providing a comprehensive view of your team's time allocation. For "remaining" hours, it's important to note that negative values are not included in the sum. This means that only users who are scheduled for fewer hours than their contract are considered in the sum.
User Visibility and Filtering Options
Who Appears in the Hours Overview
In the Hours Overview, users who are marked as "Not Visible" in the Board settings and those not added to the Board won't appear in the list. This ensures the list includes only relevant users for the specific Board's scheduling.
Utilize / Slash Commands for Filtering
A powerful way to view specific users of interest is by using Slash Commands to apply filters. For example, if you wish to identify users who require additional scheduling to meet their contract hours, select "Remaining" from the list and enter the command /show > 0 in the search field. It's important to note that totals displayed at the bottom of the hours overview are based on what is currently filtered and visible.
💡 Tip: Click on the [ / ] icon or enter "/" manually in the search field to view all the Slash Command options. Next, you can click on the command that you want to use. This action will place the command in the search field; you only need to specify the number.
Have Feedback for Us?
Your insights are vital in our journey to enhance and tailor the Hours Overview experience. We're eager to hear your ideas and suggestions. Please feel free to share them on our feedback page, send us an email, or contact us directly via our in-app chat.