Managing Mandatory Overtime with Open Shift Rotations

Last Updated: May 12, 2025

The Hero Schedule Open Shift Rotation feature allows administrators to establish a system for assigning Open Shifts based on specific criteria, such as when an employee was last assigned an overtime shift or the total number of overtime hours they've worked. This is particularly useful for managing mandatory overtime.

How It Works: Assigning Mandatory Overtime

When an open shift needs to be filled, especially under a mandatory assignment protocol:

1. Access Sorting Options: On the Approve Request page, when viewing an open shift and the list of employees eligible to fill it, you will see "Sort Employees" options.
2. Select Sorting Method:
   • Click on the "Sort Employees" dropdown.
   • Choose the relevant rotation you've set up (e.g., "Mandatory Overtime").
   • The list will re-sort, showing the employee who is "next up" for a mandatory assignment at the top of the list.
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3. Assign the Shift:
   • Identify the employee at the top of the sorted list. This is the person due for the mandatory assignment based on your chosen rotation method.
   • Assign the shift to this employee as you normally would.
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4. Credit the Shift to the Rotation:
   • During the assignment process for the open shift, you will see a checkbox corresponding to the Open Shift Rotation(s) you have configured (e.g., "Mandatory Overtime").
   • Ensure this box is checked if the assignment should count towards the mandatory overtime rotation.
   • Once the shift is approved and assigned with this box checked, the employee’s "last assigned date" (or hours, depending on the method) for this rotation is updated. They will then move to the bottom of the list for that specific rotation, effectively "resetting" their turn.
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5. Non-Credited Assignments:
   • If an employee takes an open shift, but it should not count towards their mandatory overtime obligation (e.g., they volunteered for an extra shift, or it's not considered part of the mandatory rotation), uncheck the box for the relevant rotation before finalizing the assignment. This will assign them the shift without affecting their position in the mandatory overtime rotation list.
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Setting Up an Open Shift Rotation for Mandatory Overtime

To begin tracking mandatory overtime, you first need to set up an Open Shift Rotation:

1. Go to Menu > Setup > Open Shift Setup 
2. Select the Open Shift Rotations tab
3. Click + New Open Shift Rotation 
4. Configure Rotation Details:
   • Name: Give your rotation a descriptive name (e.g., "Mandatory OT Rotation," "Special Assignment", etc.).
   • Use for Open Shift Pools: Select the employee pools this rotation will apply to
   • Rotation Method:
     • Choose Last Assigned for tracking based on the date when an employee was last given a mandatory shift. This will begin tracking dates from this moment.
     • Choose Open Shift Hours Assigned if you prefer to track based on the cumulative number of Open Shift hours assigned. This will begin tracking hours from this moment.
       • Select Rotation Time Periods - You will also select the period for hours accumulation (Per Pay Period, Per Calendar Month, Per Calendar Year).
   • Click Save
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5. Click Save