How FlowRota calculates shift duration and cost

FlowRota separates scheduled time , actual worked time , and paid time . This ensures payroll, reporting and compliance remain accurate — even when breaks, clocking, absence or overtime apply.

This article explains every factor that can influence how long a shift lasts and how much it costs.

1. Scheduled shift duration

A shift’s scheduled duration is calculated from:

• Start time
• End time
• Date (including overnight shifts)

If a shift ends after midnight, FlowRota automatically carries it into the following day.

2. Breaks

Breaks reduce the payable duration of a shift.

• Scheduled breaks on the shift
• Clocked breaks (when clocking is enabled)

Break time is deducted before any pay calculation is applied.

3. Clocking and actual worked time

When a shift is set to pay clocked time , FlowRota uses:

• Clock-on time
• Clock-off time
• Approved breaks

If clocking is required but no valid clock is recorded, the shift may not be paid once it has ended.

4. Absence and lateness

Absence can affect both duration and cost.

• Full unpaid absence — shift duration and cost are zero.
• Partial absence — only the absent portion is deducted.
• Unpaid lateness — late minutes are deducted from payable time.

Paid absence (such as sick leave or holiday) is handled using your organisation’s configured absence rates.

5. Pay rates and multipliers

Shift cost is calculated using:

• The employee’s hourly rate (including historical rate changes)
• Any shift rate multiplier (e.g. overtime, premium rate)

Costs are calculated per minute to ensure accuracy.

6. Salaried employees

For salaried employees, scheduled shifts usually do not generate an hourly cost.

Clocking and absence rules may still apply for reporting and compliance purposes.

7. Overtime and TOIL

Extra or shortfall time on a shift can be:

• Paid as overtime
• Converted to Time Off In Lieu (TOIL)
• Used to offset previous shortfalls

This prevents double-paying while keeping balances accurate.

8. Special cases and overrides

• Timesheet overrides — approved timesheets take precedence.
• Standby shifts — excluded from cost and duration.
• TOIL-only shifts — time is banked, not paid.

Summary

FlowRota calculates shift cost and duration by combining:

• Scheduled times
• Breaks
• Clocked work
• Absence and lateness
• Pay rates and multipliers
• Salaried and TOIL rules

This ensures accurate payroll, fair pay for employees, and clear reporting for managers.