Paid days and overtime are settled from punches, leave and shifts before payroll

Each month the AI checks every person's punches against their shift and their leave, asks the shift supervisors to confirm what differs and puts the agreed paid days and overtime into greytHR.

Used day to day by
  • HR team
  • Shift supervisors
  • Plant heads

How it runs with AI

On the 1st, the AI lines up each person's punches against their rostered shift and their leave in greytHR, day by day. Each day that differs goes to the supervisor of that shift, in the roster sheet they already keep. The confirmed paid days, overtime and night shifts go into greytHR, and HR settles the few days left before locking attendance.

How it is done today

At month end, the HR team exports the punch report from the plant's eSSL machines, opens the shift roster the supervisors keep in Google Sheets and checks every person's days against leave in greytHR. Shift swaps, extra hours and work on weekly offs are settled over calls with each supervisor. It takes the first days of the month, and missed night shifts come back as claims after payday.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Gathers the month's punches from eSSL, leave from greytHR and the shift roster from Google Sheets

    Needs to know: Machine locations, Shift pattern

    In eSSL , greytHR , Google Sheets

  2. Step 2, AI

    Checks each person's day against their rostered shift and their approved leave

    Needs to know: Grace time, Overtime rules, Weekly off rules

    In eSSL , greytHR , Google Sheets

  3. Step 3, AI

    Sends each day that differs to the supervisor of that shift, who confirms it in the roster sheet

    Needs to know: Supervisor for each shift, Confirmation deadline

    In Google Sheets

    Exception to step 3

    Lists every day still unconfirmed at the deadline for HR

  4. Step 4, AI

    Puts the confirmed paid days, overtime, night shifts and comp-offs into greytHR

    Needs to know: Overtime rules, Comp-off rules, Night shift rules

    In greytHR

  5. Step 5, Person

    Settles the days still open, then locks attendance for the payroll run

    In greytHR

What stays with a person

  • Settles the days still open, then locks attendance for the payroll run

Apps in this example

  • eSSL
  • greytHR
  • Google Sheets

The same flow works with the apps you use.

This fits you if

  • Your plant runs rotating shifts and the supervisors keep the roster in a shared sheet
  • Punches come from eSSL machines and leave is applied in greytHR
  • HR spends the first days of each month matching punches by hand
  • Overtime and night shift claims come back after payday

What to watch for

  • Supervisors confirm what happened on the floor. HR sets the pay rules that turn it into paid days and overtime, and decides every loss of pay and every case the rules do not cover
  • A machine that stops sending punches shows up as a whole shift without punches. The AI flags the machine to HR and holds those days, so nobody is marked absent for it
  • HR sets the rules up front, such as the grace time, the half-day threshold, when extra hours count as overtime and when a weekly off earns a comp-off
  • Supervisors see dates and shift times for their own shift. Pay figures stay in greytHR

Read more

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