Purpose Statement

• Guide Scheduling Admins on how to add holdover hours to shift assignments when personnel are required to remain on duty past their scheduled end time.

• Holdover functionality ensures accurate time tracking, payroll, and operational reporting.

Background Information

• Holdover hours represent time worked beyond a scheduled shift’s standard end time, often due to call overruns, mandatory staffing, or late relief.

• Adding holdover within the Shift Board ensures that extended work hours are properly documented and reflected in payroll exports or labor analysis.

• 👥 Common use cases include:

  • ✅ Emergency calls requiring extended coverage

  • ✅ Personnel holding over until backfill arrives

  • ✅ Late relief due to unforeseen circumstances

Required Permissions 🔑

• Access Scheduling – to enter the Scheduling module

• Access Shift Board – to view and edit shift assignments

• Scheduling – Add Holdover – to add holdover hours to personnel assignments

Video

Step-by-Step Guide

1. Click on Scheduling > Shift Board.

2. Click on the three vertical dots next to the assignment that you need to add Holdover Hours to.

3. Click on Add Holdover hours.

4. Document the: 

1. Start and End Time. When these are documented, the duration will fill automatically. 
2. Work Type and Subtype if needed.
3. Project code, if applicable. 
4. Add any Notes relevant to the holdover. 
5. Click Save when Done. 

5. The holdover hours will appear to the right of the individual's names, showing the shortcode for the work type selected. 

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Best Practices ⭐

• ✅ Do:

  • ✔️ Confirm holdover approvals according to department policies before adding.

  • ✔️ Document holdover reasons clearly in notes for payroll and compliance audits.

  • ✔️ Review scheduling reports after adding holdovers to ensure accurate total hours.

• ❌ Don’t:

  • ✖️ Forget to save after entering holdover hours, as unsaved entries will not update.

• ⚠️ Common Mistakes to Avoid:

  • Entering incorrect durations when specifying extended end times

Troubleshooting & FAQs 🛠️

• ❓ I don’t see the Add Holdover option. Why?
  ➡️ Ensure you have the Scheduling – Add Holdover permission and are in the correct assignment view. Contact your system administrator if needed.

• ❓ Can holdover hours be edited after they are saved?
  ➡️ Yes, return to the assignment, click Add Holdover Hours, adjust the duration or end time, and save again.