Overtime Management

When to use

Use this feature to manage and edit overtime records efficiently. The Overtime Batch Editing feature allows authorized HR staff to edit multiple overtime records at once, without needing separate approvals for each change.

What is Overtime Batch Editing?

Normally, overtime records go through an approval process. Once they're approved by a department head and director, they typically can't be changed.

Overtime Batch Editing gives certain HR staff special permission to edit these records directly, even after they're approved. This is useful for:

• Correcting errors — Fix mistakes in overtime hours, dates, or employee information
• Making bulk changes — Update multiple records at once instead of one by one
• Adjusting approved records — Change overtime details without re-submitting for approval
• Administrative updates — Handle last-minute changes or special situations

Who can use this?

Only users with the OT_BATCH_EDIT_ANY permission can use this feature.

How to check permissions:

1. Go to System Settings → Permissions (Cấu hình hệ thống → Phân quyền)
2. Find your role or user
3. Look for OT_BATCH_EDIT_ANY in the permission list

If you don't have this permission, ask your system administrator to grant it.

How to edit overtime records

Step 1: Go to overtime management

1. Menu Attendance & Time → Manage Overtime Batches (Chấm công & Thời gian → Quản lý tăng ca)
2. You'll see a list of all overtime batches (created by you, your team, or others)

Step 2: Find and open a batch

1. Look for the overtime batch you want to edit
2. Click the batch to open it
3. You can search by date, department, or employee name

Step 3: Edit the batch

Once you open a batch, you can:

• Change the work date — Update the date the overtime was performed
• Edit hours — Adjust start time and end time for each employee
• Change shift type — Switch between regular day, holiday, or day-off overtime
• Update notes — Add or edit work content description
• Add or remove employees — Add new employees or remove them from the batch
• Change work content — Update the reason or type of work

Step 4: Save your changes

1. Review your changes carefully
2. Click Save to update the batch
3. The batch is updated immediately — no additional approval needed

Key differences from regular overtime requests

Aspect	Regular OT Request	Batch Editing
How to start	Create from scratch	Edit existing record
Approval	Needs approval from manager & director	No approval needed
Who can do it	Employees, managers	HR staff with OT_BATCH_EDIT_ANY
When to use	New overtime to request	Fix errors, make changes
Time	Takes time for approvals	Instant updates

Use cases and examples

Example 1: Fix a calculation error

An overtime batch was approved with incorrect hours. Instead of canceling and re-creating it, an HR admin with batch editing permission can:

1. Open the approved overtime batch
2. Correct the start time or end time
3. Save — the hours automatically recalculate
4. The change is applied immediately

Example 2: Update multiple records at once

The company policy for overtime changed mid-month. HR needs to update 10 overtime batches to use the new work content category:

1. Open the first batch
2. Change the work content
3. Save
4. Repeat for other batches
5. All batches are updated in minutes instead of hours

Example 3: Handle special request from management

A director asks to adjust overtime records for a specific department due to a system downtime. HR staff with the OT_BATCH_EDIT_ANY permission can:

1. Find all batches for that department and date
2. Edit each one to reflect the actual overtime worked
3. Make all changes at once — no back-and-forth approvals needed

Important notes

• You are responsible — When you edit overtime using batch editing, you're making the final decision. Use this power carefully.
• No approval step — Changes take effect immediately. Double-check before saving.
• Audit trail — All edits are recorded in the system history so you can see who made what changes.
• Only approved batches — You can only edit batches that are already in "Approved" status (not drafts or rejected ones).

Troubleshooting

Q: I don't see the "Edit" option for an overtime batch.

A: Check if the batch is in "Approved" status. You can only edit approved batches. If it's a draft or pending approval, the department head or director needs to handle it first.

Q: I have the OT_BATCH_EDIT_ANY permission but still can't edit.

A: Try refreshing your browser or logging out and back in. Sometimes the permission takes a moment to apply.

Q: Can I undo a change I made?

A: No, there's no undo function for batch edits. The system keeps a history you can review, but you'll need to manually change the record back to the original value.

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