In this post, you'll find all the necessary information for comparing worked hours with theoretical or planned hours, whether calculated based on the contract, assigned schedule, or shift. 

First, keep in mind that, as an administrator, you must configure the method for calculating each employee's theoretical hours in Sesame's Automations.

In Configuration  >> Advanced configuration, choose one of these options: 

1. Count theoretical time based on the assigned schedule or shift 

Overtime will be calculated based on the difference between the time assigned to the employee through their schedule or shift and the time worked.

2. Count theoretical time based on contract

Overtime will be calculated based on the difference between the hours stated in the employee’s contract and the time worked. The time assigned by schedules or shifts will now be referred to as "planned time". Watch out! If you choose this option, Sesame will notify you of any employees whose contracts do not have time assigned.

By choosing the second option, Sesame will offer you two alternatives. On the one hand, you can choose to recalculate everything, so that all of your employees’ theoretical time, since your company started using Sesame, is recalculated based on their contract hours. On the other hand, you can set a specific start date, so that theoretical time is calculated based on contracts from that date onward, while any time prior to it remains based on the assigned schedule or shift.

If you change the theoretical time configuration to use the hours stated in employees’ contracts, several sections will reflect this new logic and notify you of this. You’ll see these changes in the Clock ins/outs, Shifts, Statistics, and Schedules sections.

From the Clock ins/outs section, when checking daily information, a menu will appear displaying the following details: 

• At the top, just below "This month", a comparison between worked and planned time will be shown (if an assigned schedule or shift exists). 
• You can switch to another comparison, which will show worked time versus theoretical time based on the contract. This option will only be visible for employees who have a contact with assigned hours. 

In this specific case, it should be noted that:

1. This comparison will only appear if the user has a valid contract with assigned hours.
2. If the user does not have a valid contract, a dash will appear in place of the theoretical time, as no contract data is available. 
3. Valid contracts without assigned hours will also prevent this comparison from being displayed. 
    

• Additionally, when you hover the cursor over the date, a menu will drop down displaying various concepts and values, such as: 
   

Worked time. The time the employee has clocked in/out.

Planned time. The time assigned by the administrator through a schedule or shift.

Theoretical time. The time corresponding to the contract hours of each employee.

Planned overtime. The planned time that exceeds the theoretical time.

Overtime balance. The difference between theoretical/planned time and worked time.

Let's go through some examples to help clarify these concepts.

Shift timetable

On the right side of the shift timetable, the comparison between the planned hours and the theoretical hours based on the contract will be shown for each employee. If the planned hours exceed the contract hours, they will be highlighted in red.

Statistics section 

In the Statistics section, this feature will be reflected under the concept of "Planned time", which refers to the time assigned by the administrator through a schedule or shift. Also, a new section will be added to display the time based on the employee's contract. 

It's important to note that, if the contract data appears with a slash, this indicates that the employee does not have hours assigned in their contract. 

If a number of hours appears, it will reflect the hours specified in the employee's contract. If an employee has multiple contracts for the checked period, a history of the hours for each contract will also be displayed.

Schedules section

In the Schedules section, at the top, a monthly comparison between worked time and theoretical time (based on the contract) will be displayed. Again, if the employee has no contract, a dash will appear.

On the right side of the Schedules section, you will be able to view a weekly comparison.

New feature in the automation of clock out time

First of all, it’s important to note that this automation, based on contract hours, will not take effect unless the theoretical time configuration based on contract hours has been enabled beforehand.

The automation that clocks out employees when they reach their established schedule now includes a new feature: the "Contract hours" option. This option is required if you choose to calculate theoretical time based on contract hours and want the automatic clock out to apply accordingly. For the automatic clock out to work based on contract hours, the employee’s contract must be fully updated in their profile.