Automatic overtime scheduling

Copper Contributor

hello all,


I am looking to automate my companies overtime scheduling. Overtime is awarded based on 3 criteria. First, hours worked (less hours get priority), department (ex: a press operator signing up for a press position will get priority over a packager signing up for the same position), and finally seniority (start date with the company). Where do I start? There are no good youtube videos for this specific issue.

1 Reply


Automating overtime scheduling in Excel can be a complex task, but it is certainly possible. To get started, you will need to create a system that calculates and assigns overtime based on the criteria you mentioned: hours worked, department, and seniority. Here is a step-by-step guide to help you build an automated overtime scheduling system in Excel:

  1. Data Collection: Start by gathering all the necessary data. You will need employee information, including hours worked, department, and seniority (start date). Ensure that this data is organized in a structured format, like an Excel spreadsheet, with columns for each data point.
  2. Define Overtime Rules: Clearly define your overtime rules, such as how many hours trigger overtime, the order of priority for department assignments, and how seniority is measured (e.g., years of service).
  3. Calculate Overtime Hours: Create formulas to calculate the total hours worked by each employee. You can use Excel functions like SUMIFS to sum the hours worked based on criteria like department and seniority.
  4. Determine Overtime Eligibility: Use Excel's IF statements or other logical functions to determine which employees are eligible for overtime based on the defined rules. For example, you can set a condition that if an employee works more than 40 hours, they are eligible for overtime.
  5. Assign Overtime Priority: Create a formula or custom function to assign priority scores to employees based on department and seniority. Assign higher scores to employees who meet the priority criteria.
  6. Sort Employees by Priority: Use Excel's sorting or filtering functions to arrange employees in descending order of priority. This will ensure that employees with higher priority get first dibs on available overtime.
  7. Allocate Overtime: Create a mechanism to allocate available overtime hours to eligible employees in the sorted order. You can use Excel's built-in features like Data Validation for employees to select available overtime slots.
  8. Track Overtime Usage: Implement a tracking system to monitor how much overtime each employee has used and enforce any limits or rules you have in place.
  9. Automation and Validation: To make the process as automated as possible, consider using Excel VBA (Visual Basic for Applications) to create custom macros and forms that streamline the overtime scheduling process. You can add buttons and user forms to make it user-friendly.
  10. Testing and Validation: Thoroughly test your automated system with sample data to ensure it works correctly and that employees are assigned overtime fairly according to your criteria.
  11. Documentation and Training: Document the entire process, including how to use the automated system, and provide training to the relevant staff members.
  12. Regular Updates: Overtime scheduling rules and employee data may change over time. Ensure that your automated system can handle updates and changes gracefully.
  13. Excel Templates: Whatever you use Excel for, there are customizable design templates that will help you get started on your next project. Find templates that will jumpstart your work the next time you need to crunch some numbers.

Creating an automated overtime scheduling system in Excel may require advanced Excel skills, especially if you decide to use VBA for more complex automation. If you are not familiar with VBA, you may want to consider consulting with an Excel expert or programmer to help you develop the system. Additionally, you can explore dedicated workforce management software that may offer more advanced features for overtime scheduling and employee management.


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Hope this will help you.

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