Configure time tracking

To ensure that time tracking functions works smoothly in your company, it is crucial that the framework conditions are set up carefully. This includes both the global basic settings and the specific assignment of user rightsin order to effectively control and manage working times.

In the following section, we will guide you through the configuration – from initial activation to individual fine-tuning for each employee and the use of time tracking.

For visual support, we have also put together practical video tutorials that illustrate the setup step by step.

Before employees can record their times, the corresponding parameters and authorizations must be set.

User rights

Under Extras → Settings → Users → Rights , you control in the Time Tracking category, which rights each user receives in the time sheet:

User settings of the time tracking: Authorized to change working times (target/actual) and other settings for other users.
Enter shutdown: Allows the storage of days with 00:00 hours target time for the entire team (via the calendar).
Edit vacation dates for all users: Allows leave requests to be set to “approved” or “canceled” and processed.
Visible working hours: Defines whether a user may only see their own times, those of the office group, the region group or all times.

Color coding in the task box / Quicksearch

You can use the administrative right “Color coding in task box” to control the visibility of the working time status within the software. This provides a quick overview of the current activity of team members directly below the Quicksearch in the task box. Your own task tracking status is always shown, the working time status is only shown if this right is activated.

1. Activation

The function is activated in the User settings → Rights tab → Category “Administrative rights” . As soon as the right is set, the user can recognize the status of other colleagues as well as their own tracking status in a differentiated way.
Additional users besides your own are added to the task box via the settings .

2. Status display

Time tracking active / inactive
Task tracking with task number

3. Mouseover details (extended information)

For a more detailed view, you can move the mouse over the name of the user or the task number (Hover/Mouseover). An info field appears with the following real-time data:

Today’s working time: The total working time recorded to date.
Started for the first time: The time at which the working time was started for the first time today.

User settings in the time tracking

You can find the personal parameters per employee under Edit → Time Tracking → Button: User settings.

Please note: All specific settings must be maintained individually by the administrator of the time tracking system.

Tab General:

Time tracking from: If time tracking is active, the start of time tracking for new users is set to the time when the user account is created. This time can be adjusted individually.
- Important: Do not change this date after the user has started recording working time! When the date is changed, the previous history is lost.
Remaining vacation: Remaining vacation from the previous year at the start of time tracking
Bish. Vacation: Number of vacation days already taken at the start of the time tracking in the year.
Company Vacation v.V.: Previous vacation before expiry
To date Sick: Number of sick days in the year before the start of time tracking
To date Balance: Total overtime or minus hours at the start of time tracking
Vacation entitlement: Total vacation entitlement per year
RU to: Remaining vacation until – date by which the remaining vacation must be taken
Personnel no.: Personnel number (e.g. for export to payroll accounting systems)
Rounding : Rounding of the start time to x minutes (0-30). The start of the working time is rounded to the nearest “x” minute interval, for x=15 a start at 08:05 becomes 08:15.
Max. Takeover: Maximum number of hours that may be carried over into the next month as overtime. These values are standard values that are used for the initial or new configuration of time tracking.
Checkbox Show deactivated User: Allows you to show and hide the working time settings of deactivated users.

User settings tab:

Table: Entry of the daily target working time and break time.
- Important: Vacation, sick days and other absences as well as the balance (overtime/minus hours) can only be calculated correctly if the target times are stored correctly.
Minimum pause time: This time is deducted from the daily working time if working time is not actively interrupted for the break.
Minimum total time: If this value (e.g. 2 hours) is not reached, the time for this day is not counted (protection against incorrect bookings).
Inclusive overtime: The plus balance only increases if the sum of target time + inclusive overtime is exceeded. These values are standard values that are used for the initial or new configuration of time tracking.
Max. Takeover: Maximum number of hours that may be carried over into the next month as overtime. These values are standard values that are used for the initial or new configuration of time tracking.
Time tracking from: The module only becomes active for the user from the date entered here. The date of creation of the user account is set for newly created users (see General tab)

Vacation settings tab

The vacation entitlement can be defined in days per year via the Year drop-down menu. Initially, the information from the tab User settings → “Remaining leave valid until” is adopted.
Only users who actively use the working time recording function are listed.
Important: The field “Remaining leave valid until (DD.MM)” must be filled in so that remaining vacation days are correctly carried forward to the following year.

Global basic settings

Under Extras → Settings → Basic settings → Miscellaneous tab you define:

Retroactive editing: Number of days that the working time may be corrected retrospectively.
Central e-mail addresses: Store contacts for notifications for vacation requests (e.g. for deputies or users without a fixed group leader).

Export of working times

Via Extras → Data export you can export the overtime per month, vacation/sick leave per month or an annual overview of all vacation/sick leave to a CSV file for further processing in payroll accounting programs.

This requires the “Export data” user right in the Export / Print lists category.

Recommendation: Checking the tracked times

Check the recorded working times from time to time for plausibility. This helps to identify discrepancies at an early stage and make the necessary corrections promptly.

Scenario: Adjustment of contractual working hours

An employee reduces his working time from 40 hours (5 days) to 32 hours (4 days). His previous vacation entitlement was 29 days per year.

1. The right time

Execute the change exactly on the day on which the new contractual provision comes into force (e.g. on the 1st of the month).

2. adjustment of the target hours

Navigate to the user settings for time tracking:

Change the target working time from 40:00 to 32:00 hours.
IMPORTANT: Please do not change the original start date of the time tracking! This is the only way to retain the history (past months/years) and the previous balance correctly.

3. adjustment of the vacation entitlement

As the number of working days changes, the vacation entitlement should also be recalculated and adjusted, taking into account the vacation already taken.

Time Tracking