Scheduled labor cost

Scheduled labor cost shows what a week on your Schedule is expected to cost. For every person you get their scheduled hours, their overtime hours and an estimated cost, and the same three figures for the location as a whole. The numbers come from the shifts you have scheduled and the pay rates you have entered. They are an estimate of the plan, not a record of hours people actually worked.

You open it from the Schedule page: the Labor cost button sits next to the week you are looking at. On a phone, open the Schedule menu (⋯) and choose Scheduled labor cost.

What is counted

Schedio looks at the week you have open on the Schedule and counts every shift that is assigned to someone. Hours are paid hours: the shift less its unpaid breaks, so a 9-hour shift with a 30-minute unpaid break counts as 8.5 hours. This is the same number every other part of Schedio reports, including the daily totals on the grid, the overtime card, the schedule email and the shifts export.

Open shifts sit on their own line under Scheduled hours and stay out of the totals until you assign them to someone. That line appears when you are looking at every department, without a filter. A shift you remove from the schedule is not counted at all.

Where rates come from

Every person is costed at an hourly rate in US dollars. Schedio looks for that rate in this order:

1. The person's own rate – set on their card on the People page (see Managing people). Use it when someone is paid differently from everyone else in their position.
2. The position's rate – set under People › Manage departments & roles, on the job title itself (see Departments and job titles). Each shift uses the rate of the position it is scheduled as, so someone who covers two positions in a week is costed at both rates.

If neither is set, that row shows No rate and stays out of the totals. The window tells you how many people still need a rate, so you know how much of the estimate is missing.

Workspaces created from an industry preset start with typical New York rates for each position. They are there so the estimate is not empty on your first day. Please review them and replace them with your own figures.

Rates are always read as they are today. If you change a rate and then open or export an earlier week, that week is recalculated at the new rate.

Overtime

Overtime is counted per person, per week, on paid hours. The weekly limit is 40 hours. If your location uses a union rule pack from Scheduling rules, the limit is 35 hours for non-tipped positions and 40 hours for tipped positions.

Hours over the limit add half the rate on top of the regular pay. Positions whose seniority is set to Salaried / fixed schedule are costed at their hourly value and never add an overtime premium. When someone is scheduled across several positions in one week, the premium uses the average of their rates for that week.

Reading the table

The table opens grouped the way your roster reads: by department, and inside each department by position, so everyone doing the same job sits together.

Click any column heading to sort by it. Click it again to reverse the order, and once more to return to the grouped view. The two lists above the table narrow it down by department and by position, and the three figures at the top follow whatever you have filtered, so a department head can read their own number without doing any arithmetic.

Who can see it

• Owners always see pay rates and labor cost.
• Managers see them when Managers can see labor cost is on under Settings › General (see Workspace settings). It is on by default. Turn it off to keep pay and cost to owners only, and managers will see the change the next time they open Schedio.
• Staff never see pay rates or cost, on their schedule or anywhere else in Schedio.

Export

You can export the week as CSV or Excel with the buttons at the bottom of the window. The file has one row per person per week, with these columns: week of, employee, department, position, scheduled hours, overtime hours, rate (USD per hour), estimated cost (USD) and a note. The note reads "No rate", "Average of several rates" or "Salaried" where one of those applies.

After each week there is a total line. It sums hours and overtime for everyone, and the estimated cost for the people who have a rate. If anyone is still missing a rate, the note on that line tells you how many.