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PlanIt Police Blog

How to Fairly Manage & Schedule Police Overtime Hours

Is there a fair way to allocate overtime hours? So many factors come into play like hours worked, seniority, and union rules. So what is really fair and how do you manage it?

How Do Overtime Lists Work?

We understand that some law enforcement agencies are required to sort employees a certain way to fill open shifts. For example, by:

  • Years of service / Seniority
  • Ranking
  • First come first serve / Date of submission
  • Open shift hours awarded in a certain period of time
  • Number of worked hours in a certain period of time
  • A combination of more than one of the options above

Some departments may choose whatever process they see as fair or may not even have a process in place. It is definitely suggested to have a process in place so that officers/deputies do not feel they are being treated unfairly. It is also important to be transparent about the list to avoid any confusion or miscommunication.

Example overtime employee list


But how can you manage these complex lists? How can you let people know where they stand on the list and why? Most departments handle their lists in Excel or on a piece of paper. This typically makes for poor visibility and can quickly become cumbersome.


PlanIt Police scheduling software has a Lists tool that allows you to create and manage such lists inside of the system. You can create multiple lists, track each change to the list, and allow employees to see their spot on the list.

There are 3 types of lists currently in the system for you to choose from:

  • Fixed
  • Position
  • Point

A fixed list maintains the same order day to day. You may only change the list order from this administration screen. This type of list is good for seniority. A position list will track employee movement as they move up and down position in the list. A supervisor screen is available to reorder the list. All changes to employee positions on the list will be logged. This type of list is good for next up lists. A point list will track a points system and rank employees accordingly within the list. A supervisor screen is available to credit or deduct points. All changes to employee points on the list will be recorded. This type of list is good for offered hours.

Form to add overtime employee list

These three types cover the basics of the rules we have learned about over the years. As we gain more feedback from our customers, we will adjust the tool to be as useful as possible for their specific instances.


For administrators, the benefits of this tool includes that the lists become:

  • Traceable
  • Easier to manage
  • More transparent

Overall, the lists too will improve administrators accuracy and efficiency, all while improving employee satisfaction as well. Learn more about the tool in PlanIt today on our features page!


Interested in what else the PlanIt Scheduling system can do?

Request a free live online demonstration today!

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About Us

PlanIt Police scheduling software is extremely powerful yet easy-to-use. It is meant to simplify scheduling and enhance communication for law enforcement agencies. PlanIt was developed by Ragnasoft, Inc who have specialized in public safety scheduling solutions for over 10 years.

Contact Us

PO BOX 4903
Lancaster PA 17604
717-925-3908 (fax)
Contact Us
PlanIt Police

PlanIt Police is an online scheduling system for police departments. PlanIt is developed by Ragnasoft, Inc which has specialized in public safety scheduling solutions for over 10 years.

Our Contacts

PO BOX 4903
Lancaster, PA 17604
Phone: 1-866-471-2001
Fax: 1-717-925-3908
Email: sales@planitschedule.com