Time tracking is linked to both the Time Tracking tab and the employee’s employment contract. Employees record their working hours in time tracking, while the employee’s working hours are defined in the employment contract so that the balance is calculated correctly.
Employment Contract Information
You can find employment contracts via the path:
→ Economy
→ Salaries
→ Contracts
To enable time tracking, employment contract details are required for each employee using time tracking, if payroll is processed in the system:
- Daily work time defines how long an employee must work for the day’s balance to be fulfilled. When working time exceeds this, a positive balance is accumulated. If working time falls short, a negative balance is formed.
NOTE: Daily working time is recorded in minutes. - Weekly work days determine which days are included in balance calculations. For example, if Wednesday is not marked as a working day, no negative balance will be generated for that day.
- Worktype timeframe defines whether the employee is paid monthly or hourly.
- The supervisor approves recorded hours, after which they can be transferred to payroll.
Balance
Time tracking allows monitoring of an employee’s balance. A balance is accumulated when the employee works more than defined. Conversely, if the employee works less, the balance becomes negative.
Example:
An employee works 7.5 hours on weekdays. In this case, the working days in the employment contract are set as Mon, Tue, Wed, Thu, and Fri. The daily working time is set to 450 minutes.
When the balance is zero, the time tracking view looks like this.
If the employee has a negative balance, the view looks like this. The balance shown at the top reflects the total accumulated balance, while the summary below applies only to the selected day.
Time tracking
You can find time tracking via the path:
→ CRM
→ Work
→ Time tracker
Time Tracking
On the Time Tracking tab, employees record their working hours.
Summary
The Summary tab displays a summary of all employees for whom you are assigned as a supervisor. The approve button is also visible here, allowing you to approve recorded hours. Once approved, the hours can be transferred to payroll.
At the end of each row, there is a three-dot menu where you can manually add or remove balance.
Please note that there is no separate report available for download from the system.
In the top right corner, you can filter the summaries:
- In the first option, “All”, you can choose to display either approved or unapproved hours.
- In the second option, “My Team”, you can filter to show your own hours, your team’s hours (employees for whom you are defined as supervisor in the payroll contract), or all users of time tracking.
- In the third option, “Month”, you can select to display the current month or all recorded hours.
The first circular icon allows you to select a desired date range from the calendar.
The circular arrows allow you to navigate between full months.
Settings
Mandatory lunch:
An option to automatically add a lunch break for the employee. The break is added within the selected time interval when the workday exceeds 6 hours. The lunch break duration is 30 minutes.
Salaryclasses:
This setting is used for additional pay components. For example, a Sunday bonus can be defined. Each Sunday entry will appear as its own row in the summary so it can be considered in payroll.
Sub worktypes:
An option to define different work types. If you want to track time spent on specific tasks, they are defined here. These work types are also visible to employees. You can define which employees see which types under the “Users” section.
