Workflow Template
Overtime Approval Workflow
Employees request overtime authorisation in advance with dates, hours, and reason. Managers approve or decline. On approval, payroll and the employee are notified; after the work is done, the employee confirms actual hours worked and the request is marked complete. On decline, the employee is notified with the reason.
Overtime requests scattered across email and Slack lead to missed approvals, payroll surprises, and disputes over hours worked. This workflow gives employees a structured way to request overtime with dates, hours, and a reason, lets managers approve or decline with a reason on record, and automatically notifies payroll and the employee once a decision is made. Managers run the approval step, payroll receives automatic notifications, and employees confirm actual hours after the work is done to close out the request.
Business Outcomes
- Cut overtime approval turnaround from days to hours
- Eliminate payroll errors from unrecorded or unapproved overtime
- Create an audit trail for every approval and decline decision
- Reduce disputes by capturing actual hours worked against the original request
- Free managers from manual email approval chains
Workflow Steps
Steps
- 1Create Overtime Request Recordcreate record
Registers the overtime request submitted by the employee.
- 2Set Status: Pending Approvalupdate record
Marks the request as pending manager approval.
- 3Request Manager Approvalrequest approval
Sends the overtime request to the employee's manager for approval before the work is performed.
- 4Route on Manager Decision
Branches based on whether the manager approved or declined the overtime request.
approval_status: "approved"→Set Status: Approvedapproval_status: "rejected"→Set Status: DeclinedDefault→End - 5Set Status: Approvedupdate record
Marks the overtime request as approved.
- 6Notify Payrollcreate task
Creates a task for payroll to record the authorised overtime.
- 7Notify Employee of Approvalsend email
Informs the employee that their overtime request has been approved.
- 8Request Actual Hours Confirmationrequest external input
Asks the employee to confirm the actual hours worked after completing the overtime.
- 9Record Actual Hours & Completeupdate record
Persists the confirmed actual hours worked and marks the request complete.
- 10Set Status: Declinedupdate record
Marks the overtime request as declined.
- 11Capture Decline Reasoncreate task
Manager records the reason for declining the overtime request.
- 12Save Decline Reasonupdate record
Persists the manager's decline reason to the record.
- 13Notify Employee of Declinesend email
Informs the employee that their overtime request was declined, including the reason.
Fields
- Employee Name*
- Employee Email*
- Overtime Date(s)*
- Estimated Overtime Hours*
- Business Reason for Overtime*
- Decline Reason
- +2 more fields
Forms
Overtime Authorisation Request
5 fields
Data Views
All Overtime Requests
employee_name, overtime_dates, estimated_hours, actual_hours +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Workflows
Similar Categories
FAQs
How do I set up this overtime approval workflow?
Publish the Overtime Approval template and it's live immediately — no setup project needed. You can adjust approval routing, notification recipients, and status labels directly inside assess.one before or after publishing. Your team can start submitting requests the same day.
What do I need before I turn this on?
You just need a list of managers who approve overtime and the payroll contact or team who should be notified on approval. Everything else, including form fields for dates, hours, and reasons, is already built into the template. You can edit any of these fields in minutes.
How long does implementation take?
Publishing takes minutes, not weeks. Once it's live, your team can submit and approve overtime requests immediately. There's no software installation or IT project required since the workflow runs entirely inside assess.one.
Can I customise the approval steps or add extra approvers?
Yes. You can add additional approval steps, change who approves based on department or seniority, and adjust notification logic directly in the platform. Roles, statuses, and routing rules are all editable without any coding.
Who needs access to this workflow?
Employees need access to submit requests, managers need access to approve or decline, and payroll needs to receive notifications on approval. You control exactly who sees what by assigning roles inside assess.one.
What happens if a manager declines the request?
The manager captures a decline reason, which is saved to the record, and the employee is automatically notified with that reason. This keeps a clear record of why overtime wasn't approved and avoids repeated back-and-forth.
How does payroll get informed about approved overtime?
As soon as a manager approves the request, payroll is automatically notified along with the employee. This removes the need for manual handoffs or separate emails to payroll teams.
What happens after the overtime work is completed?
The employee confirms the actual hours worked, which may differ from the originally requested hours. The workflow records the confirmed hours and marks the request complete, giving payroll an accurate final figure.
Is there an audit trail for compliance purposes?
Yes. Every request, approval, decline reason, and confirmed hours entry is logged automatically as part of the workflow record. This gives you a clear history for compliance reviews or payroll disputes without extra manual tracking.
Can this workflow handle different overtime policies for different teams?
Yes. You can duplicate and adjust the template per team or department, changing approval routing or notification rules as needed. Each version runs independently inside assess.one, so policies stay consistent without conflicting.
Ready to use this workflow?
Create a free account and customise this workflow for your business.