Labor Tracking &
Wage Settings

The Labor Tracking Report allows BackOffice managers to monitor each employee’s overtime, double time, and total hours worked in one report. Once wage settings are initially configured for the business in compliance with state and regional laws, managers verify employee time punches in the Time Clock each pay week to make sure records are correct, then run the Labor Tracking Report for an overview of all hours worked, including overtime and double time.

IMPORTANT

The Labor Tracking and Wage Settings features are limited pre-release beta versions. To learn what to expect and how to provide feedback, continue reading the article below.

Table of Contents

Labor Tracking Beta Overview

Before officially releasing the Labor Tracking Report and Wage Settings, we are allowing some ShopKeep customers the chance to use a beta version of these features. This section tells you what to expect from the beta version, what functionality is available, what future updates are planned, and how to provide feedback on this release.

What does Beta mean?

The Labor Tracking beta is a limited pre-release version of the Labor Tracking Report and Wage Settings features. As such, we are still working to make improvements and add functionality. We have tested the beta release to ensure it is reliable, but since it is not the final version, there may be issues we have not yet fixed.

Visit our troubleshooting guide for help with any problems you encounter.

What functionality is available in the beta?

Labor Tracking features currently available in this release:

  • Set your work week
  • Set up overtime and double time rules
  • Labor Tracking Report displays base, overtime, and double time hours for each employee
  • Report displays total base, overtime, and double time hours at the store level
  • Report’s date picker allows ranges of one or more pay weeks to be selected
  • Export the report
  • Print the report
  • What functionality is ShopKeep planning to add?

    Labor Tracking features not currently available but either planned or proposed for a future beta release or the first general release:

  • Enter employee wage rates
  • Track labor costs and net sales for individual employees
  • See store-level total labor cost
  • Track individual employee labor costs as a percentage of their net sales
  • See store-level labor cost as a percentage of total net sales
  • How do I provide feedback?

    Email productfeedback@shopkeep.com with suggestions and other feedback. Specifically, we want to hear:

  • How and when you use the Labor Tracking Report
  • How the report supports your business operations and decisions
  • What date ranges you run the report for
  • Which of your employees need access to the report and what permissions you would like them to have
  • If a Labor Cost report would be helpful and how you would use such a report
  • Which existing reports you would like to see labor cost data added to
  • Visit our Being a Beta Tester article to learn more about ShopKeep betas and how to provide feedback.

    Set Up Wage Settings

    Initial setup of wage settings in BackOffice must happen before running the Labor Tracking Report for the first time. These settings determine the start of your pay week and how the report will calculate overtime and double time hours. Settings take effect at the start of the following pay week and apply to hours worked from that point forward.

  • Not performing the steps in this section will prevent you from running the Labor Tracking Report.
  • Check your local overtime and double time laws with the US Department of Labor.
    1. In BackOffice, click ‘Settings’ and select ‘Staff Wages’.
    2. Set the start of the pay week.

      This is the day that begins your pay period. Pay weeks are used to determine weekly overtime and double time hours on the Labor Tracking Report. Once saved, this day cannot be changed.

      a From the drop-down, select the first day of your pay week.
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      b Review the message box and click ‘I understand’ to confirm.
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    3. Set rules for when overtime and double time hours are earned.

      Apply overtime after an employee works a specific number of hours in a day or pay week or apply double time after they work a certain number of hours in a day.

      Check your local overtime and double time laws with the US Department of Labor.

      a Check the box to enable a rule.
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      b Enter a number of hours as a threshold for the rule.
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      c (Optional) Repeat a – b for each additional rule needed.
    4. Choose how to handle overtime when an employee works seven days in a pay week.

      Select from:

      • No seventh day rule
      • Overtime
      • Overtime for the first eight hours and double time for the remaining hours.
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    5. Click ‘Save’.

      Settings activate at the start of the following pay week and apply to hours worked from then forward. After saving, a banner will confirm when your wage settings take effect.

    Verify Employee Hours

    Verify employee time clock punches each pay week before running the Labor Tracking Report to ensure the report will display the correct data. If clock punches are missing or incomplete, the report will not reflect the actual hours employees worked.

    Visit our Time Clock article to learn how employees clock in and out at the register.

    1. In BackOffice, click ‘Staff’ and select ‘Time Clock’.
    2. Click the date icon to choose a preset or custom range, then click ‘Retrieve’.
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    3. Review the report to make sure all employee hours are correct.
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    4. Fix mistakes on the report.

    Labor Tracking Report

    The Labor Tracking Report in BackOffice gives a view of employee overtime, double time, and total hours worked based on clock punches recorded in the Time Clock and the wage settings configured.

    Run the Report

    From BackOffice, run the Labor Tracking Report for an overview of the hours each employee worked. The report provides data for any number of pay weeks occurring after wage settings have gone into effect, however historical data from before wage settings were activated is not available.

  • Before running this report for the first time, you must set up wage settings and wait for them to take effect.
  • You must verify employee hours every time you run the report to ensure it will display correct information.
    1. In BackOffice, click ‘Staff’ and select ‘Labor Tracking’.
    2. Click the date icon to select a range, then click 'Retrieve'.
      • The report supports ranges of one or more pay weeks occurring after wage settings have taken effect. Historical data from before wage settings were activated is not available.
      • A partial week range can only be selected for the current pay week.
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    If your wage settings have not yet gone into effect, you will be unable to select a date range. A banner will show when the report will be available to run.

    Read the Report

    The Labor Tracking Report is grouped by employee and shows each person’s overtime, double time, and total hours worked in decimal* format for a range of pay weeks.

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    *Note: Decimals represent fractions of an hour, NOT total minutes. For the number of minutes, multiply the decimal by 60. For example, 8.1 hours is 8 hours and 6 minutes (0.1 x 60).

    Total (top row) | Total for each column of the report.
    Base Hours | Number of hours worked by the employee not subject to overtime or double time. This is Total Hours minus Overtime Hours and Double Time Hours.
    Overtime Hours | Number of daily and weekly overtime hours accrued by the employee based on the wage settings in effect when those hours were worked.

    Daily overtime is calculated first, then weekly overtime. Weekly overtime is determined by subtracting total daily overtime and double time hours from ‘Total Hours’, then subtracting the weekly overtime threshold. If the result is positive, it is counted as weekly overtime.

    Double Time Hours | Number of double time hours accrued by the employee based on the wage settings in effect when those hours were worked.
    Total Hours | Total number of hours worked by the employee.

    Export and Print

    View Labor Tracking Report data outside of BackOffice by either exporting it to analyze in your own spreadsheet software or printing it in our printer-friendly format that can be printed or saved.

    Export the Report

    1. Click 'Export'.
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    2. Wait for the export to be generated. Check the box to be notified by email when exports are ready for download (optional).

      Exports ready in a few seconds will automatically download. Click ‘Close’ to close the message box.

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      Exports that take more than a few seconds to generate are downloadable via the Export Center when ready. Click ‘OK’ to close the message box.

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    3. After downloading, the export is ready to open in any spreadsheet software.
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    Print the Report

    1. Click 'Print'.
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    2. Wait for the report to open in a new browser tab.
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    3. Click 'File' on the web browser’s menu, then 'Print'.

      Or choose to save the print view as a PDF for easy sharing.

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