Under the menu item "Time recording", all employees with the statement type "time recording with flexitime account" are listed under “Overview”. In the sidebar, you can select the displayed period: the calendar week, the month, or the year. You will see the number of jobs, actual and planned hours, surcharges, flextime hours, time-off and sick notes. The employee list also shows unapproved times, payments, the total of all times and remaining holidays. This provides you with a comprehensive overview of all hours worked in the selected period. Additionally, it is possible to show or hide all wage components by checking the hook an the left side. You can also group and subdivide the overview by departments using the drop-down menu on the right. The overall overview can be printed in PDF format or downloaded in CSV or XLSX format at the top.
By clicking on the color-highlighted booked jobs of an employee, you will get an overview of these jobs and can access the event dialog of each individual job by clicking again. By clicking on the color-highlighted personnel number, the individual employee, or their unapproved times, you will enter the time recording of this employee.
Via the sidebar, you can select individual employees or entire departments to view or approve their working hours. Alternatively, all times of an employee can be approved or rejected in one step at the bottom. This is possible in the weekly and monthly views of an employee.
If an employee is absent without excuse, this can be recorded via a dedicated time category. If you create a category with the account "Absent without excuse" under Administration > Time recording > Time categories, all times recorded under this category will be automatically deducted from the target hours. This can reduce the salary accordingly.
If you check the box “Month closed”, this is also visible for the corresponding employee as a green bar in the statement. Once the month has been closed for an employee, no times within that month can be changed or added. Who is allowed to "close" a month can be defined via user groups (Administration > General > User groups > Statements & Time recording). This makes it possible, for example, to assign this function to people from the HR department.
Here you see – for comparison – the times of the last three months. Under Information, in addition to the working hours in the selected period, you also see the number of jobs for which the employee was booked. By clicking on it, you first get a list of the jobs; by clicking again, you enter the event dialog of each individual job.
Below you will find a day-accurate list of working hours. This is calculated based on the statement period stored in the base data and the recording of working hours via time clock or manual time recording.
Additionally, you can check in the sidebar 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 the plus sign at the top right, you have the option in this view to create additional entries. These include, among others, additional working hours, holidays, sick notes, or payments. As usual, the list of working hours can be printed or displayed in PDF format and downloaded in CSV or XLSX format.
Here you see the working hours of an employee listed by month within a year. By clicking on the color-highlighted month, you enter the corresponding monthly view of the time recording. By clicking on the color-highlighted booked jobs, you again have the option to enter their event dialog.
In this view, you can also simulate the future working days, create further entries by clicking the plus sign at the top right, print the overview in PDF format, or download the data in CSV or XLSX format.
Even in the time recording overview, you have the option to set filters and save favorite filters. Thus, you can filter the time recording overview, for example, by departments or locations.
By clicking the plus sign at the top right, you can record “independent times” (working hours that do not relate to a specific job or project) or “working hours” (related to a job, project, or task) for the selected month. To do this, enter the time category, optionally the activity, and the date and time. Depending on the settings, the times may still need to be approved.
By clicking the plus sign at the top right, you can record time-off periods. To do this, click “add further time-off”, enter the period, optionally the reason and category. The latter is relevant for recording in the correct time account (holiday or flextime account). If the time-off is not all-day, uncheck the box at the corresponding place and enter a period. Also, "daily recurring periods" can be set here. Only vacation entries for the current month can be made in the time recording system. If you want to submit time off requests for future months, you can do so via My Account > Time Off.
You can record sick notes by clicking the plus sign at the top right. To do this, click “add further sick note”, enter the period and reason, and upload the corresponding sick note as a document. At the top right, via the printer icon, sick notes including the uploaded documents can be exported as PDF.
Here you can also record how balances should be compensated or adjusted by clicking the plus sign at the top right. Either in the form of holiday days or as a payment. If you select “Hours” as the “Type,” you can pay out overtime. To do this, enter the number of hours to be paid under ‘Value’ and the amount for a single hour under “Amount.” The amount per hour is displayed separately in the top right-hand corner. If you now click on “Save,” you will see the payment listed at the bottom of the time recording. Please note that the time recording always shows yesterday's current status. So if you create a payment today, you will not see the result until tomorrow.
If you would like to pay out time off, select “Time off” under “Type” and enter the corresponding number of time off days and the value for one time off day.
It is also possible to make flat-rate payments. Thus, for example, meal expenses, benefits in kind, or tips can also be paid out.
For payments, a category from the wage and wage components can also be selected. Behind this, a wage type (e.g., for DATEV) can be hidden, so that payments can also be transferred to the respective payroll system.
With the DATEV export, the working hours of employees can be exported for the DATEV products "Lodas" and "Lohn + Gehalt". The export can be accessed via the download icon at the top right. Individual employees can be activated or deactivated. In addition, the export on a monthly rather than daily basis is also supported for "Lohn + Gehalt".
Under Administration > Time recording > DATEV export, you can create different DATEV profiles (e.g., for permanent employees or mini-jobbers, etc.) that you can assign to your employees in Base data > Statements & Time recording.