Time recording

Under the "Time Tracking" menu item, under "Overview," all employees with a flexitime account are listed. In the sidebar, you can select the listed period: the calendar week, the month, or the year. You will see the number of jobs, actual and target times, vacation days and sick leaves, flexitime hours, and flexitime capping. In the employee list, you will also see unapproved times, payouts, the total of all times, the balance, and the remaining vacation days. This provides you with an overview of all hours worked in the selected period. Additionally, it is possible to show or hide all salary components. You can also group and subdivide the overview by departments. You can print the overall summary in PDF format at the top or download it in CSV or XLSX format.

Click on the highlighted booked jobs of an employee to get an overview of these jobs, and by clicking again, you can enter the appointment dialog for each individual job. By clicking on the highlighted personnel number, the individual employee, or their unapproved times, you will enter the time tracking for that employee.

Through the sidebar, you can select individual employees or entire departments to view or approve their working hours. Alternatively, you can approve or reject all times for an employee in one step at the bottom. This is possible in both weekly and monthly views.

If you check "Month closed," this is also visible for the corresponding employee through a green bar in the statement. Who is allowed to "close" a month can be defined via the user groups (Administration > General > User Groups > Billing & Time Tracking). Thus, it is possible, for example, to entrust personnel department members with this function.

Week and Month View

Here you can see, for comparison, the times of the last three months. Under information, in addition to the working hours for the selected period, you will also see the number of jobs the employee was booked for. Clicking on it will first give you a list of jobs; clicking again will take you to the appointment dialog for each individual job.

Below, you will find a day-by-day breakdown of the working hours. This is calculated based on the billing period stored in the master data and the recording of working hours either through a time clock or manual time tracking.

Additionally, in the sidebar, you can check whether the exact working hours and breaks should be displayed in the overview or not. By checking "simulate future days," you will see how many hours the employee is expected to work until the end of the current month.

By clicking on the plus sign at the top right, you have the option to create additional entries in this view. These include additional working hours, vacations, sick leaves, or payouts. As usual, the list of working hours can be printed or displayed in PDF format and downloaded in CSV or XLSX format.

Yearly View

Here you can see the working hours of an employee listed by month within a year. By clicking on the highlighted month, you can access the corresponding month view of the time tracking. Clicking on the highlighted booked jobs also gives you the option to access their appointment dialog.

In this view as well, you can simulate future workdays, create additional entries by clicking on the plus sign at the top right, print the overview in PDF format, or download the data in CSV or XLSX format.

Filter & Filter Favorites

In the time tracking overview, you also have the option to set filters and save filter favorites. This allows you to, for example, filter by departments or locations in the time tracking overview.

Creating Times

By clicking on the plus sign at the top right, you can record "independent times" (working hours not related to a specific job) or "working times" (related to a job, project, or task) for the selected month. Enter the time category, optionally the activity, date, and time. Depending on the settings, the times may need to be approved first.

Creating Vacation

By clicking on the plus sign at the top right, you can enter vacation periods. Click on "add more vacation," enter the period, optionally the reason and the category. The latter is relevant for recording in the correct time account (vacation or flexitime account). If the vacation is not for the whole day, uncheck the box at the appropriate place and enter a period. Also, "daily recurring periods" can be set here.

Creating Sick Leave

Within the monthly statement of an individual employee, freelancer, or service provider, you can record sick leave by clicking on the plus sign at the top right. Click on "add more sick leave," enter the period and the reason, and upload the corresponding sick leave document. At the top right, using the printer icon, you can export the sick leave, including the attached documents, as a PDF.

Payout

Within the monthly statement of an individual employee, freelancer, or service provider, you can record how balances should be settled or adjusted by clicking on the plus sign at the top right. This can be either in the form of vacation days or as a payout. In the case of billing, the balances refer to vacation days and the salary account, while for time tracking, they refer to vacation days and the hours account. Additionally, in time tracking, you can also manage a daily account, allowing for the payout of full days.

Furthermore, it is possible to make lump-sum payouts. This allows, for example, meal expenses, benefits in kind, or tips to be paid out.

In addition, a category from the salary components can be chosen for the payouts. Behind this, there can in turn be a wage type (e.g., for DATEV), so that payouts can also be transferred to the respective payroll accounting system.

DATEV Export

"The DATEV Export allows the export of employees' working hours for the DATEV products "Lodas" and "Lohn + Gehalt". The export can be accessed through the download icon at the top right. Individual employees can be enabled or disabled for the export. Additionally, for "Lohn + Gehalt", the export is supported on a monthly basis instead of daily.

Under Administration > Time Tracking > DATEV Export, you can create different DATEV profiles (e.g., for full-time employees or mini-jobbers), which you can then assign to your employees in Master Data > Billing & Time Tracking."