HS Time and Attendance: Punch Record Exceptions Page – Hotschedules

Overview

The Exceptions page allows managers to review exceptions created by schedule changes and differences between an employee's scheduled and actual worked time during an open pay period.

Managers can use this page to:

Review Schedule Edit and Work Variance exceptions
Determine whether an exception is Voluntary or Involuntary
View details about the schedule change or work variance
See whether an employee has acknowledged an exception
Filter and search for specific exceptions

Employee acknowledgment does not approve or deny an exception. It confirms that the employee has reviewed the reason associated with the schedule edit or work variance.

Exceptions can be identified from the Punch Records page and, when applicable, reviewed from the dedicated Exceptions page from the Staff tab.

Access the Exceptions Page

From the Punch Records page, exceptions are identified within an employee's expanded Punch Records. The Exceptions column displays the type of exception associated with the punch.

Select the exception to view additional information about why the Punch Record was flagged.

When Pay Exceptions require additional review before a pay period can be locked, a notification also displays at the top of the Punch Records page. Select Review Pay Exceptions to open the Exceptions page and review the outstanding exceptions.

Understanding Punch Record Exceptions

Exceptions can be created when an employee's schedule is changed or when their actual worked time differs from what was scheduled.

There are two exception types:

Schedule Edit

A Schedule Edit exception is created when a scheduled shift is added, deleted, or adjusted.

Schedule Edit exceptions can include information about the original shift, actual shift, manager who made the change, and the reason for the change.

Work Variance

A Work Variance exception occurs when the employee's actual worked time differs from their scheduled time.

Work Variance exceptions display the employee's scheduled and actual worked duration so managers can review the difference.

Understanding the Exceptions Page

Each exception displays summary information in the first row.

Employee Name — Employee associated with the exception.

Exception Type — Indicates whether the exception is a Schedule Edit or Work Variance.

Shift Date — Date of the affected shift.

Edit Date — Date the change was made. A checkmark indicates that the employee has acknowledged the exception.

Reason Type — Displays whether the exception is Voluntary, Involuntary, or awaiting manager review.

Selecting an exception expands the record and displays additional information.

Schedule Edit Details

A Schedule Edit exception may display:

Original Shift — The employee's shift before the change. If this field is blank, a new shift was added.

Actual Shift — The resulting shift after the change. If this field is blank, the original shift was deleted.

Reviewed By — Manager associated with reviewing or making the change.

Comments — Additional information entered when the reason type was selected.

Work Variance Details

A Work Variance exception may display:

Work Duration — Employee's actual worked hours.

Scheduled Duration — Employee's scheduled hours.

Reviewed By — Manager who designated the variance as Voluntary or Involuntary.

Comments — Additional information entered when the reason type was selected.

Filter and Search Exceptions

Use the filters at the top of the Exceptions page to narrow the records displayed.

Available filters include:

Exception Type
Reason Type
Acknowledgment

You can also use Search Staff to locate exceptions for a specific employee.

Update the Reason Type

Managers can designate an exception as Voluntary or Involuntary while the pay period is open.

Voluntary

Select Voluntary when the change was initiated or requested by the employee.

Examples may include an employee:

Volunteering to leave early
Volunteering to work longer than scheduled
Picking up work through a voluntary standby process

Involuntary

Select Involuntary when the change was initiated by management rather than requested by the employee.

Examples may include:

Sending an employee home early
Changing a scheduled shift without an employee request

Note: Depending on your organization's configuration and applicable labor requirements, an involuntary schedule change may affect predictability pay.

For Work Variance exceptions, the reason may display as Pending until a manager designates the exception as Voluntary or Involuntary.

Employee Acknowledgment

Employees may be required to acknowledge schedule edits, work variances, and punch adjustments.

Acknowledgment occurs when the employee logs in to the HotSchedules web or mobile application and reviews the applicable change.

Acknowledgment does not approve or deny the exception. It confirms that the employee has reviewed the reason associated with the change.

Once an exception has been acknowledged, a checkmark displays with the exception on the Exceptions page. Exceptions without a checkmark are still awaiting employee acknowledgment.

If the employee also has pending punch adjustments, those adjustments may appear with the schedule exception during the acknowledgment process.