Choose paid overtime or TOIL
Decide whether the overtime duration is paid or banked as time off in lieu.
Manage paid overtime and TOIL in the same staff rota Overtime shifts with flexible rewards
Schedule overtime like any other shift, then choose whether the employee is paid or the shift duration is added to their TOIL balance.
Overtime can carry its own team, role, location, tags, notes and pay type. It stays visible on the rota, can be swapped with another employee and connects directly to the time staff have earned back.
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Record overtime as real scheduled work, not a separate calculation
FlowRota overtime shifts behave like normal shifts while adding one important choice: pay the employee for the overtime or bank the duration as time off in lieu. That keeps the work, its reward and the employee’s rota connected.
Overtime records that work with the rest of the rota
Managers can schedule the extra work properly while retaining a clear record of how the employee should be compensated.
Track each TOIL balance
Keep the employee’s accrued time visible instead of relying on a separate note or spreadsheet.
Reuse normal shift details
Add teams, roles, locations, tags, notes and the relevant pay type.
Keep overtime on the rota
Show the extra work beside the employee’s other scheduled shifts.
Allow shift swaps
Let overtime move through the same employee swap process as normal shifts.
Turn banked time into leave
Use TOIL against later shifts or convert the balance into annual leave allowance.
Decide how each overtime shift should be rewarded
The choice belongs to the overtime record itself, so managers can see whether the employee will receive pay or time back.
Pay the overtime
Mark the overtime for payment and use the pay type that applies to the work.
The shift can retain- The employee who is working
- The overtime start and finish times
- The selected pay type
- The assigned team, role and location
- Any tags or notes added by the manager
Benefit: The overtime pay decision remains attached to the scheduled work that created it.
Bank the duration as TOIL
Add the overtime duration to the employee’s time off in lieu balance instead of paying it.
The balance can support- Shortening another scheduled shift
- Taking time away from a later shift
- Tracking how much time the employee has earned back
- Conversion into annual leave allowance
- A clearer manager record of outstanding TOIL
Benefit: Earned time stays measurable and available for the employee to use later.
| Overtime choice | What happens | Where it is recorded |
|---|---|---|
| Paid overtime | The overtime is marked for payment using the relevant pay type. | The overtime shift and its rota details. |
| TOIL | The overtime duration is added to the employee’s banked time instead of being paid. | The overtime shift and the employee’s TOIL balance. |
How overtime works in FlowRota
Overtime follows a familiar shift workflow, with the compensation choice added where the manager needs it.
Create the overtime shift
Set its date, start and finish times, then assign the employee and relevant shift details.
Choose pay or TOIL
Decide whether the overtime should be paid or added to the employee’s TOIL balance.
Publish it on the rota
The overtime appears with the employee’s normal scheduled work and can be managed in the same place.
Pay or bank the time
Keep the overtime linked to its chosen outcome, including the employee’s updated TOIL balance where applicable.
The extra work and its reward stay together.
Managers do not need to rebuild the same overtime record elsewhere
simply to remember whether it is paid or banked.
Give earned TOIL somewhere useful to go
A TOIL balance represents overtime the employee has worked but chosen to receive back as time rather than pay.
Build the balance from overtime
When an overtime shift is set to TOIL, its duration is added to the employee’s balance.
This creates a record of- The overtime shift that earned the time
- The duration added to the balance
- The employee who owns the banked time
- The remaining time available to use
Use TOIL against a scheduled shift
Employees can request to shorten a later shift or take time away from it using their available balance.
The request can show- The scheduled shift being shortened
- The amount of TOIL being requested
- The employee’s available balance
- The resulting time away from work
See the employee-facing process on the leave and TOIL requests page .
Convert TOIL into annual leave
Managers can move an employee’s banked TOIL into their annual leave allowance when that is the more useful way to provide the time back.
Why it helps- Keep both balances under manager control
- Make earned time available through leave planning
- Avoid losing track of manually agreed conversions
- Keep allowance changes visible in FlowRota
Explore wider leave allowance management in FlowRota.
Keep TOIL decisions traceable
The manager can follow the route from overtime worked, to time banked, to the later shift or leave allowance where that time is used.
Need the practical manager steps? See the FlowRota TOIL manager guide .
Give overtime the same operational detail as a normal shift
Overtime is still scheduled work. FlowRota lets managers add the context needed by the employee, the team and anyone reviewing the rota later.
Teams, roles and locations
Place the overtime within the part of the business where the work will actually happen.
Assign the overtime to- The relevant team
- The employee’s role for the shift
- The work location
- The correct date and working times
Tags and notes
Add labels and free-text context when the overtime needs more explanation than its times alone provide.
Useful for- Identifying the reason for extra cover
- Grouping similar overtime work
- Recording instructions for the employee
- Leaving context for another manager
Different pay types
When the overtime is paid, select the pay type that applies to the scheduled work.
Why it helps- Keep the pay treatment attached to the overtime
- Distinguish different kinds of paid work
- Give managers a clearer cost record
- Reduce separate payroll notes
Keep overtime visible, publishable and swappable
An overtime shift appears on the rota alongside the employee’s other work rather than living in a separate overtime list.
Manage overtime through the normal shift workflow
Managers can see the overtime when reviewing the week, while employees can treat it as part of their published schedule. If circumstances change, the shift can be swapped with another member of staff.
Features- Overtime displayed on the staff rota
- Shift details available to the assigned employee
- Overtime included in the shift-swap process
- Team and role context retained after assignment
- Notes remain attached to the scheduled work
- Avoid a second rota just for overtime
- Keep extra hours visible during staffing decisions
- Give employees a familiar way to request a swap
Use employee and manager notifications to keep people updated when rota activity needs their attention.
Make overtime easier to understand for managers and staff
A clear overtime record answers three practical questions: what extra work was scheduled, who worked it and whether they receive money or time back.
Clearer compensation
Record whether each overtime shift is paid or contributes to the employee’s TOIL balance.
Less manual tracking
Keep banked time in FlowRota instead of maintaining a separate manager spreadsheet.
More flexible time back
Let earned TOIL shorten another shift or become annual leave allowance.
A more complete rota
Include overtime in the same operational schedule as the rest of the employee’s work.
Connect overtime with leave, requests and working-time planning
These FlowRota pages explain what happens after TOIL is earned and provide useful context for managing additional working hours.
Frequently asked questions about FlowRota overtime
What is an overtime shift in FlowRota?
An overtime shift works like a normal scheduled shift, but its duration can be paid to the employee or added to their TOIL balance.
Can overtime be paid or added to TOIL?
Yes. Each overtime shift can be set to pay the employee or bank its duration as time off in lieu.
What is an employee TOIL balance?
The TOIL balance records overtime duration that has been banked as time off instead of being paid.
How can employees use their TOIL?
Employees can request to use their TOIL balance to shorten or take time away from another scheduled shift.
Can TOIL be converted to annual leave?
Yes. Managers can convert an employee’s TOIL balance into annual leave allowance when needed.
Can overtime shifts use different pay types?
Yes. A paid overtime shift can use the appropriate pay type configured for the work.
Can overtime shifts have teams, roles and locations?
Yes. Overtime can be organised with teams, roles and locations in the same way as other scheduled work.
Can managers add tags and notes to overtime?
Yes. Tags and notes can add useful context to an overtime shift.
Can employees swap overtime shifts?
Yes. Overtime appears on the rota like other shifts and can be included in the employee shift-swap process.
How much does FlowRota cost?
FlowRota costs £1 per user per month after a 30-day free trial. No credit card is required to start the trial. Visit the pricing page for full details.
Manage your next overtime shift with FlowRota
Schedule the extra work, choose paid overtime or TOIL and keep the result connected to the employee’s rota. The trial is free for 30 days, no credit card is required, and continued access costs just £1 per user per month.
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