The Overtime (OT) Policy refers to extra time a student stays outside of their scheduled hours such as for early drop-off or late pick-up. You can use it to track attendance and charge parents based on your center’s policy.
Record OT when a student:
- Arrives earlier than scheduled (early drop-off)
- Is picked up later than scheduled (late pick-up)
1. Create a New OT Policy #
Go to OT Policy
Click New Policy
Fill in the details:
Policy Name – Give your policy a unique name for easy reference
Schedule Operating Hours – Set the normal operating hours for each day (Monday to Sunday)
Enter Start Time and End Time for each day
2. Enable Early Drop-Off / Late Pick-Up #
You can enable policies for Early Drop Off and/or Late Pick Up. Each policy type has two charging methods:
A. Fixed Charges
Set a single flat rate for each time block, repeated as needed
How It Works:
Charge is applied per block, even if only part of the block is used
Repeats until Repeat Up To limit or Max Daily Charge is reached
Example:
(RM10 every 30 mins, Repeat Up To: 4 times, Max Daily Charge: RM40)
| Late Duration | Calculation | Fee |
|---|---|---|
| 10 mins | Block 1 (RM10, full 30-min block applies) | RM10 |
| 45 mins | Block 1 (RM10) + Block 2 (RM10) | RM20 |
| 70 mins | Block 1 (RM10) + Block 2 (RM10) + Block 3 (RM10) | RM30 |
| 150 mins | 5 blocks = RM50 → capped at Max Daily Charge | RM40 |
B. Tier-Based Charges
Different rates for different time ranges
How It Works:
- First tier applies for initial period
- Next tier applies for remaining time, repeating as per settings
- Stops when Max Daily Charge is reached
Example:
(Tier 1: RM5 for first 15 mins, Tier 2: RM10 every 15 mins × max 3 repeats, Max Daily Charge: RM35)
| Late Duration | Calculation | Fee |
|---|---|---|
| 10 mins | Tier 1 (RM5 covers first 15 mins) | RM5 |
| 25 mins | Tier 1 (RM5) + Tier 2 (RM10 for next 15 mins) | RM15 |
| 50 mins | Tier 1 (RM5) + Tier 2 (RM10 × 3 blocks = RM30) → capped at Max Daily Charge | RM35 |
| 80 mins | Already reached Max Daily Charge | RM35 |
3. Grace Period #
There is no separate grace period field. If you want to allow extra minutes (e.g., 10 mins) after the schedule end time, simply extend the End Time by that grace period
Example:
Normal operating hours: 8:00 AM – 6:00 PM
Grace period: 10 mins
Set End Time in schedule as: 6:10 PM
Important Notes
- Fixed charge always applies the full block rate, even for partial minutes.
- Tier-based charges repeat within each tier until the repeat up to limit or max daily charge is reached.
- Grace period delays when charges start but doesn’t shorten charge blocks.
- Changing student attendance updates OT calculations.
- You cannot change the OT policy if a student has clocked in but not clocked out.