Forum Discussion
How calculate working hours
See the attached version. I used formulas that should work in all versions of Excel. If you have Excel 2019 or Excel in Microsoft 365, they could be simplified by using MINIFS and MAXIFS.
| E | TIME |
| 2021/02/01 | 7:36:00 AM (Clock In) |
| 2021/02/01 | 8:39:00 AM (Clock In again) |
| 2021/02/01 | 5:01:19 PM (Clock out) |
| 2021/02/02 | 7:03:07 AM |
| 2021/02/02 | 7:18:54 AM |
| 2021/02/02 | 8:02:42 AM |
| 2021/02/02 | 8:32:28 AM |
| 2021/02/02 | 5:03:20 PM |
| 2021/02/02 | 5:53:42 PM |
Above the table is an employee's attendance record. However, the standard of working hours in our company starts from 8 am till 5 pm. The lunch hour will be deducted for 1 hour. You may see the example above, there is the double clock in which are 7:36 am and 8:39 am. Then, I'd like to calculate it start from 7:36 am but not 08:39 am and end at 5:01:19 pm. Now, I don't have an idea of how to formulate it. Hopefully, professor Excel could help me solve this problem.
See the attached version. I used formulas that should work in all versions of Excel. If you have Excel 2019 or Excel in Microsoft 365, they could be simplified by using MINIFS and MAXIFS.
- Thanks for the prompt reply. And thanks again for helping me formulate the working time.
ANNABELLABLOG In case you are not on a Mac, using Excel 2013 or later and interested in a solution that doesn't involve a large number of formulae, perhaps Power Query is something for you.
I looked at the file you uploaded ("sample 1"), and notice you have data for several employees and months. I assume that the data will grow over time and that you want to summarise the working hours by employee/month (or perhaps by week). Then it would be easier to clean-up the time records and transform them into a neat table (via Power query) that can be the basis for a pivot table. I also noticed several instances where employees checked IN, but not OUT. Or IN twice but not OUT. Or OUT but not IN. Obviously, these entries will cause errors in an automated solution, with out extra measures. And I may not have spotted them all.
For what it's worth, the attached workbook takes your data into Power Query and presents a pivot table, summarising working hours (OUT -/- IN -/- 1 hour for lunch) per employee/month. It will take some learning, but certainly worth it if this is a recurring task involving large data sets. Set it up properly once and it will take a few seconds to refresh, whenever you need.
