The Special Hours feature is a powerful tool designed to help organizations efficiently manage and categorize hours that fall outside regular daily operations. This feature is particularly useful for situations such as special events, holidays, or unique projects that require workers to perform tasks at an adjusted pay rate. By using this feature, you can ensure accurate compensation and clear record-keeping for these non-standard hours. Below, we provide a detailed guide to help you set up and use the Special Hours feature effectively, complete with examples and step-by-step instructions.
What Are Special Hours?
Special Hours allow you to define and track a distinct category of working hours, separate from the usual hours recorded within an order. For instance, if workers are scheduled for work on a Federal holiday that they should be paid 1.5x their regular pay rate for, you can create a specific "Special Hours" category for Holiday pay. These hours are displayed on the worker's timesheet and are highlighted on the invoice with a customized label for clarity.
Example:
Imagine a worker named Sarah is assigned to work on December 25th, where she earns 1.5x her standard pay rate. Using the Special Hours feature, you can create a category named "Holiday Pay," and assign the multiplier as 1.5). When Sarah's timesheet is reviewed, Admins can view the hour category and allocate all or a portion of the hours worked during that shift to the special hour category.
Enabling Special Hours on the Platform
To use the Special Hours feature, it must first be activated by WOLF. Contact a member of the WOLF team via Intercom or email at help@fromwolf.com to enable the feature. Once activated, follow the steps below:
Navigate to the Configuration Page: Go to Configuration → Candidate Experience → Timesheets.
Locate Special Hours Settings: Scroll to the bottom of the page and find the button labeled Configure Special Hours. Click this button to proceed.
Create a Special Hours Category: On the Special Hours configuration page, click the + icon at the top right of the screen, next to the "Special Hours" header. This will open a form with three input fields:
Name: Enter a descriptive name for the category (e.g., "Holiday Pay," "Night Shift Bonus").
Multiplier: Specify the pay rate multiplier (e.g., 2.0 for double pay or 1.5 for time-and-a-half).
Label Text: Enter the text you want displayed on the invoice (e.g., "Holiday Event Hours").
Click Save once all fields are completed to create the category.
Using Special Hours on Timesheets
After creating a Special Hours category, you can assign and track these hours on worker timesheets. Follow these steps:
Review the Timesheet:
Open the worker’s timesheet for the relevant period. You will see the Special Hours category you created.
Assign Special Hours:
Input the number of hours worked under the Special Hours category.
Click Save to apply the changes.
Approve the Timesheet:
After saving, approve the timesheet. The Special Hours category will now be visible as an invoice at the bottom of the timesheet.
Categorize and View the Invoice:
If the special hours have not yet been categorized, add the item to the appropriate invoice and click the Disc Icon to save.
Return to the invoice, where the status will change from "Categorize" to "Invoice." Open the invoice to verify that the Special Hours are accurately displayed, including the label text and total pay amount.
For information on how to troubleshoot special hours, please see the dedicated article.
Benefits of Using Special Hours
Accurate Compensation: Ensures workers are paid correctly for non-standard hours, eliminating manual calculations.
Transparency: Provides clear labeling and categorization on invoices, making it easier to review and audit.
Efficiency: Streamlines timesheet management for unique events or scenarios.
Need Help?
If you encounter any issues or have questions about setting up or using Special Hours, feel free to contact the WOLF team via Intercom or email us at help@fromwolf.com.