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Understanding how hours and labour costs are calculated in the employee mini-profile (BETA)

Ryan Fiedler
  • Updated
Note: Some features or functions mentioned in this article are currently in beta trials and may not be visible in your account.

This article explains how Deputy calculates hours and labor costs in the employee's mini-profile on the Schedule. Understanding how these values are calculated can help you compare planned and worked labor, review team member costs, and understand why totals may change throughout the week.

Before you read

  • Target audience: This article is for users with System Administrator and Location Manager access.
  • Plan restrictions: This feature is available on all Deputy plans.

This article covers:

How are these hours and labor costs calculated?

On the Deputy Schedule tab, you can view employee hours and labor costs based on the period you are viewing. Deputy calculates and displays hours and labor costs in an employee's mini-profile differently depending on whether you are viewing a past, current, or future schedule period (regardless of your schedule view: weekly, fortnightly, or monthly).

Use the sections below to understand how Scheduled, Actual, and Projected values are calculated and when they will appear.

Scheduled

Scheduled hours and labor costs represent the work planned for a team member during the selected schedule period, and will be displayed on past, current and future schedules.

This gives you a clear view of an employee's planned workload across any timeframe, allowing you to balance rosters fairly and compare planned hours against actual outcomes.

Scheduled values include:

Scheduled values do not include completed or in-progress timesheets.

Actual

Actual hours and labor costs reflect fully completed work periods and are only displayed when looking at a past schedule.

This provides a way to view historic data and compare between what was planned and what happened, to help you make better scheduling decisions in future.

Actual values include:

Actual values do not include any discarded timesheets.

Projected

Projected hours and labor costs reflect both completed and scheduled work for the current period, and are only displayed when looking at a current schedule that includes today.

They provide the best estimate of the final hours and labor costs for the period before all work is completed allowing managers to compare to planned labor and adjust as the week progresses.

Projected values combine information from several sources.

  • Submitted timesheets that are approved or pending approval, including any additional allowances,
  • Scheduled shifts that do not yet have completed timesheets,
  • Unscheduled shifts in progress, and
  • If Include leave in schedule calculations is turned on they will also include
    • Leave timesheets, and
    • Leave requests that have not yet generated leave timesheets.

Projected values do not include any discarded timesheets.

In-progress timesheets

When a team member has started a timesheet that matches a scheduled shift, Deputy estimates the final hours by using:

  • The scheduled shift end time,
  • The actual timesheet start time, and
  • Any completed unpaid meal breaks.

However, Deputy will not:

  • Calculate any unpaid meal breaks before they are completed.
  • Account for overtime or late finishes during an active shift. Projected values rely on original shift lengths until the submitted timesheet replaces it.

Unscheduled in-progress timesheets

If an in-progress timesheet does not match a scheduled shift, Deputy estimates the duration using the team member's employment conditions. (regular working hours?)

Deputy uses:

Note: The Standard Hours field will only appear if you have already assigned to this employee:

  • A pay rate
  • A leave entitlement that is tracked in days (not hours)

If no average daily hours have been configured, Deputy uses a default duration of one hour and will recalculate after the timesheet is submitted.

How does leave affect calculations?

System Administrators can choose whether leave is included in Schedule calculations.

When Include leave in schedule calculations is turned on:

  • Leave requests are included in Scheduled values.
  • Leave timesheets are included in Actual values.
  • Projected values include leave timesheets and future leave requests that have not yet generated leave timesheets.

When the setting is turned off, leave is excluded from these calculations.

Example of how calculations work

You're viewing the current week for a team member who has:

  • One completed timesheet,
  • One in-progress timesheet,
  • One scheduled shift that has not yet been worked.
  • One approved leave timesheet.
  • One future leave request.

The projected hours and labor costs will combine each of these records to provide the best estimate of the team's final hours and labor costs for the current week.

As additional work is completed and timesheets are finalised, the projected values update until they become Actual values at the end of the schedule period.
 

FAQs

Why don't my Scheduled and Actual values match?

Scheduled values represent planned work, while Actual values represent completed work. Differences are expected when:

  • Shifts have not yet been worked.
  • Timesheets are still in progress.
  • Scheduled shifts do not yet have completed timesheets.
  • Leave has been requested but not yet recorded as a leave timesheet.

Why do my totals change during the week?

The schedule updates as work is completed.

Your totals may change when:

  • A timesheet is started or completed.
  • A manager edits or approves a timesheet.
  • A leave request generates a leave timesheet.
  • A leave request is created, edited, approved, or declined.

Why don't my projected values exactly match the final totals?

Projected values are estimates based on the information available at the time you view the schedule.

Final hours and labor costs may change if team members finish earlier or later than scheduled, managers edit timesheets, or additional leave or timesheet information is recorded.

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