In Day.io’s time‑management platform, an on‑call shift represents the period when an employee is available outside of normal working hours, while on‑call working time records the portion of that shift when they were actually called in to work.
Accurate on‑call records help payroll teams calculate overtime correctly and allow managers to support critical functions such as IT support, emergency maintenance or customer service.
Only admins and supervisors can create and approve on‑call entries, but employees with the “Request and View On‑Call” permission can submit their own working time for approval.
Key actions or configuration
Navigate to the On Call page:
In the main menu, choose Attendance → On Call.
View existing entries using the Employee, Date range, Type and Status filters.
If the tab is not visible, ask an administrator to grant the “Request and View On‑Call” permission.
Create a new on‑call entry:
Select New On‑Call to open the creation panel.
Use Search Employee to select a single person, or choose Multiple employees for group assignments.
Under Category, pick On‑Call Shift (availability) or On‑Call Working Time (actual work).
Enter the Start date and Time, then the End date and Time for the entry.
Finish by clicking Create.
Example: assign a support engineer to be on call from 10 p.m. 15 July to 6 a.m. 16 July as an On‑Call Shift. If they answer a call from 2 a.m. to 3 a.m., record that as an On‑Call Working Time entry.
Monitor, approve or delete entries:
Filter by Employee, Type or Status to locate requests.
Click a row to open its detail panel (shows dates, times, category and approver).
If the status is Pending, click Approve to validate the entry.
To remove an entry, select Delete On‑Call; deletion occurs immediately and shows a green success message.
Generate overtime reports:
Navigate to Reports and choose the Hours Worked or Frequency Sheet report.
Select the employee and date range, then generate the report.
Add the On‑Call Shift and On‑Call Working Time columns to see compensated hours.
Export the report to PDF or Excel for payroll or auditing.
Tips or troubleshooting
Missing access: if the On Call menu is not visible, ensure your role includes the “Request and View On‑Call” permission.
Choose the right category: select On‑Call Working Time only when the employee performed actual work; this influences overtime calculations.
No edit option: entries cannot be edited. Delete incorrect records and create new ones.
Deletion is final: clicking Delete On‑Call removes the entry immediately. Double‑check dates and times before deleting.
Best practices
Define compensation rules. Configure your pay policies so on‑call shifts and working time are remunerated correctly before you start using the feature.
Use multiple selection. When several team members share the same shift, use the multi‑select option to create one entry for all, reducing administrative work.
Regularly review statuses. Filter by Pending to approve or deny requests promptly and maintain accurate data.
Document working time promptly. Encourage team leads to record the exact start and end time of actual calls as soon as they occur.
Frequently Asked Questions
Can employees submit their own on‑call requests? Yes. When granted the appropriate permission, employees can submit On‑Call Working Time for themselves; it will remain pending until a supervisor approves it.
Can I edit an on‑call entry once it’s created? No. You must delete the existing record and create a new one.
What’s the difference between “On‑Call Shift” and “On‑Call Working Time”? On‑Call Shift tracks availability, while On‑Call Working Time records actual working hours during the shift.
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