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Working Time Recording

Introduction

The working time recording module enables employees and managers to always be up to date and react to difficulties at an early stage. The overtime accounts of the employees are managed automatically. Enforced breaks are deducted automatically from the daily working time if break rules are not followed.

Here is an overview of the most important functionalities of the working time recording module:

  • Easy booking of attendance and absence times immediately from the start page. No cumbersome navigation, but quick access to the core functionality
  • Graphical representation of the total balance of the time account
  • Display of bookings for the current week directly on the home page
  • Quick and easy booking of times via "punch in" and "punch out" buttons or click on the calendar
  • Overview of the daily balances and all bookings of a month

Home page

The home page contains all the essential information and functionalities to enable the registered user to effectively record their attendance and absence times. The home page is shown as an example in the illustration. The individual elements of the start page are explained below.

Home page

The home page includes the following functionalities:

  1. Element "User setting": Various information on the current employee are shown here:
    1. First name and Last name: First and last name of the current employee.
    2. Profile picture: Profile picture which can be set in the user profile (gear icon top right corner).
    3. Balance: Current balance of the time account.
    4. Current time model: Time model that is valid for the current date.
  2. Element "Navigation":
    1. Home: Homepage as described in this chapter
    2. Calendar: Calendar view with daily balances and bookings made; see chapter Calendar
    3. Teamcalendar: Calendar view containing bookings of all team members; see chapter Teamcalendar
    4. Time Account: Overview of a complete month with daily balances and bookings made in the form of a table; see chapter Time Account
    5. Employee Overview: Overview of all team members (for team managers) or of all employees (for administration and works council), see chapter Employee Overview
  3. Element "Punch in / Punch out": With the help of the two buttons "Punch in" and "Punch out" new bookings can be generated for the current time.
    1. When using the "Punch in" button, the date is pre-assigned with the current day and the start time with the current time. The end time remains empty.
    2. If the "Punch out" button is used, the most recent booking without an end time is opened for editing and the end time is pre-assigned with the current time.
  4. Element "Account balance graph": Representation of the account balance as a number and as a line chart of the last three months.
  5. Element "Statistics": There are two different views:
    1. Donut chart of the distribution of the bookings of the last 3 months according to the various booking types.
    2. Table of the number of sick days. This statistic is calculated since the beginning of the current booking period.
  6. Element "Week display with bookings": The current week is displayed with all bookings made. You can use the arrows to switch between the weeks.
    • With a click on an empty cell, a new booking can be created for this day and hour
    • With a click on an existing booking this booking can be edited

Time booking

A time booking can be made on almost any page. There are bookings with time information (present, business trip, etc.) and all-day bookings without time information (vacation, illness, training, etc.). The input mask adjusts itself accordingly.

Time Booking

Booking

Explanation of dialog "Time Entry":

  1. Drop-down field "Booking Type": Selection of a booking type from a predefined list. Depending on the type of booking type, punch in and punch out times are displayed. The desired booking type can be found very quickly by typing the first letters.
  2. Field "Date": Select the start date either by entering it or using the calendar symbol and conveniently selecting the date from the menu.
  3. Field "Punch in": The punch in time in the format HHMM (H - hour, M - minute), H:M or via a clock component.
  4. Field "Until": Select the end date either by entering it or using the calendar symbol and conveniently selecting the date from the menu.
  5. Field "Punch out": The punch out time (can be left empty).
  6. Field "Comment": Enter an optional comment on this booking.

No time must be provided for booking an all day booking type.

A dialog will open when you try to book a booking type thats needs approval.

Dialog

A booking type that needs approval can only be saved by starting this approval process, see chapter approval process.

Special rules for bookings

There are some special rules for bookings:

  • There can only be one full day booking per day.
    • If a booking with punch in and punch out times is to be made, the full-day booking must first be deleted on that day.
    • If a full-day booking is to be made, the booking with the punch in and punch out times on that day must first be deleted.
  • There can be multiple bookings with punch in and punch out times per day. However, these booking must not overlap.
  • There may be other restrictions that you can ask your HR department about. Examples are:
    1. No bookings on certain days, such as Sundays
    2. No bookings of certain punch in and punch out times outside of a certain time frame

Time Account and Calendar

The navigation items "Time Account" and "Calendar" present bookings and daily balances for a complete month.

Time Account

Time Account

Explanation of the "Time Account" view

  1. Field and navigation "Month": The selected month is displayed here. The month can be changed with the "<" and ">" symbols. A menu for selecting the month can be opened with the calendar symbol.
  2. "New booking" button: Create a new booking.
  3. "Download" symbol: Download the balances and bookings of a period as an Excel file.
  4. Row "Daily balance": Daily balance of a single day
    1. Column "Day": day of the month with indication of the day of the week
    2. Column "Target": target working time from the current time model
    3. Column "Actual": Actual working time calculated from the bookings of the day without deduction of mandatory breaks
    4. Column "Actual net": Actual working time calculated from the bookings of the day after deduction of mandatory breaks
    5. Column "Balance": Daily balance = actual net - target
    6. Column "Correction": Time corrections made by the HR department
    7. Column "Total balance": Continuous total balance on the date shown
  5. Row "Booking": One or more bookings per day. By clicking on the line, the corresponding booking can be edited or deleted.
    1. Column "Booking Type": Booking type for booking
    2. Column "Punch in" (only for booking types with times): Punch in time in the format HH:MM (H - hour, M - minute).
    3. Column "Punch out" (only for booking types with times): Punch out time in the format HH:MM (H - hour, M - minute).

Time Account (print view)

With the help of the print function of the browser, the entire month is displayed in a customized print format and can be printed out.

Download as an Excel file

The account statement can be downloaded as an Excel file with the arrow symbol at the top right. To do this, select the desired period in the first step. Then click the "OK" button.

There are two worksheets in the Excel file:

  • Worksheet "Balances": This Excel worksheet shows all daily balances and the total balance
  • Worksheet "Time entries": This Excel worksheet shows all bookings individually.

Explanation of the worksheet "Balances" of the Excel download:

  1. Column "Date": Date
  2. Column "Target": Target working time from the current time model
  3. Column "Actual": Actual working time calculated from the bookings of the day without deduction of mandatory breaks
  4. Column "Actual net": Actual working time calculated from the bookings of the day after deduction of mandatory breaks
  5. Column "Balance": Daily balance = actual net - target
  6. Column "Balance type":
    1. Empty if normal booking
    2. "Correction" if a correction booking is available
  7. Column "Running total": Continuous total balance

Explanation of the worksheet "Time entries" of the Excel download:

  1. Column "Date": Date of booking. Only days with existing bookings are listed
  2. Column "Booking Type": Booking type for booking
  3. Column "Punch in": The column is empty for full-day bookings, otherwise "Punch in" time
  4. Column "Punch out": The column is empty for full day bookings, otherwise "Punch out" time
  5. Column "Comment": Optional comment
  6. Column "Status": Approved / pending approval (only relevant if vacation module is licensed)

Calendar

While the time account shows a tabular view of a month, the navigation item "Calendar" shows a month or a week in calendar view.

Month view

Explanation of the calendar display:

  1. Field and navigation "Month": The selected month is displayed here. The month can be changed with the "<" and ">" symbols.
  2. Navigation "Month / Week": With the two symbols you can switch between monthly and weekly view.
  3. "New time entry" button: This button can be used to make a new booking.
  4. Representation of a "day":
    1. Calculated "daily balance": top left (green - positive value, red - negative value)
    2. Presentation of the bookings using color-coded circles.
    3. When you click on a day, the bookings made are displayed with details.

Employee Overview

Access to the employee accounts is available via a separate menu item "Employee Overview" and is only available for certain roles:

  • Human Resources Department: Sees all employees and can make and change bookings for them
  • General Manager / Works Council: Sees all employees, but cannot make or change bookings
  • Manager: Only sees the members of his team and all bookings for these employees, which however cannot be changed

Team overview

Explanation of the "employee overview":

  1. Element "Filter": The table can be filtered by entering a search text. If you enter "schmitz", all lines containing the term "schmitz" are displayed. Upper and lower case are ignored.
  2. Element "Column headings": By clicking on the column heading, the relevant column can be sorted in ascending or descending order. "Last name" field: By clicking on the last name, you can switch to the employee's time account.
  3. Column "Updated at": Date of the last balance calculation and the option to update the balance using the sync symbol. It may take some time to update the balance depending on the system performance. The recalculation can only be carried out for a single employee. The balance is automatically recalculated when the employee makes a new booking.
  4. Element "Page filter": The number of employees per page can be set via the drop-down element (from 10 to 100). You can switch between pages using the arrow keys.

Approval Process

An approval process will be started when you save a booking type that needs approval. The approval process will send an approval request to all superiors of your team.

As long as the approval request is not approved the linked booking will stay in the state "approval pending"

Ausstehend

When one of superiors approves the approval request the linked booking will be set from the state "approval pending" to the state "approved".

Genehmigt