Under Administration > Time recording > General you can set where employees are allowed to record times, whether these times need to be approved, whether they may be changed afterwards, and much more. In addition, you can configure in the user groups that schedulers and project managers have the right to approve working hours for employees in their job.
¶ Working hours main job
In the job under the working hours icon, you will first see the target and actual times for the specified subjobs. The name of the subjob is displayed above. You can choose at the top via dropdown whether you want to specify or view the working hours of the job for all employees or only for a specific employee - depending on your access rights.
From this view, the times for all subtasks can be entered manually. To do this, select the relevant employee and job from the first drop-down menu and then enter the corresponding target or actual times, as described below. .
¶ List
If you are in the list view of working hours, you can enter the target and actual times separately. In both cases, fill in the grey shaded fields. The activity is optional depending on the settings (Administration > Time recording > General > Activity / Description of working time). Important are the date and the start and end times at "actual times".
¶ Target times
The specified times essentially replace a subjob, because one or more employees can be assigned different start or end times. Normally, if employees need to be there at different times, you would create a separate subjob. However, if it only concerns individual employees, you can simply work with the target times instead. For example, if an employee should already be present half an hour before the shift starts Or if it is sufficient for one of the employees to show up two hours later, for example, this can be regulated via the target times. Under Administration > Time recording > General > Activities / Description of working time you can choose how and whether the activity should be recorded. You can also copy the target times from other employees or use them for all employees.
If you hover the mouse over the checkmark icon, you see who approved the working hours and when. Hovering over the Roman numeral one icon shows who manually recorded the target times and when. Clicking on copy will create exactly the same line - with activity and time period - directly below again. This way, you do not have to enter everything anew for the same time specifications.
Clicking on the three dots gives you an overview of the working hours of the respective employee for the respective job.
Clicking on the red cross deletes the respective line with the working hours.
Below the line, you can select all recorded working hours and copy them, use them for all employees, or delete them.
¶ Actual times
The actual times, i.e. the time actually spent on a specific activity, can be recorded either manually or via time clock. You can see how they were recorded by the icon of the Roman numeral one (manually recorded) or the screen (recorded via time clock in the desktop version) or cell phone (recorded via time clock in the app). Hover over these icons to find out who recorded the times and when and how. Depending on the settings (Administration > Statements/Time recording > General), the entered times may still need to be approved. Clicking on copy will create exactly the same line - with activity and time period - directly below again. This way, you do not have to enter everything anew for the same time specifications.
Clicking on the three dots gives you an overview of the working hours of the respective employee for the respective job.
Clicking on the red cross deletes the respective line with the working hours.
Below the line, you can select all recorded working hours and copy them, use them for all employees, or delete them.
If the same working hours apply to several employees, you can at the very bottom copy the times from other employees or use the entered times for selected employees. Here, both individual employees and groups such as "booked", "without times", or subcontractors can be selected. This way, subcontractor employees can also be selectively included or excluded.This means you can enter the same times for many employees with just a few clicks.
¶ Time clocks
In the time clock view, you can clock individual employees in and out by clicking on the relevant employee (the frame turns yellow) and then clicking on “ In” or “ Pause,” or, when they finish work, on “ Out.” This view is particularly useful if employees do not participate in time recording themselves, but are clocked in and out, for example, by the project manager (who has preset access to the times in the job in which he is stored as project manager) or another person with the appropriate rights. This view is also available on the tablet or in the app. This allows a project manager on site to specify exactly who started or finished their work and when.
¶ Working hours subjobs
To record the working hours for the subjobs of a main job, go to the list view in the main job, open the first dropdown field ("Please choose"), and select the corresponding subjob there. Then proceed exactly as described above in "Working hours main job".
Working hours for subjobs can also be recorded directly in the subjobs. To do this, click on the "Subjobs" icon. In the overview, you will see the clock icon in front of each employee. Click on it to manually record the working hours as described above under "Working hours main job".
If working hours have already been recorded for an employee, you can see this by the color of the clock:
green = actual working time has been recorded
yellow = target times have been recorded
red = the recorded working time deviates significantly from the target times
black = no working time has been recorded yet
When you hover the mouse over the colored clock, a window opens with information about the target and actual times of the employee and who recorded them when and how. Click on "Edit working hours" to view or edit the times of the employee for this subjob - depending on access rights.