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Time Tracking

Use time tracking

Use for employees

Time tracking is active and is independent of mere logging into the software.

Start and stop working time

You can control the time tracking at the top right of each page:

  • Start/Stop: Click on Play  at the start and on Pause at the end or during breaks.
  • Mouseover info: Move the mouse over the box to see today’s actual hours and break times immediately.
  • Notice: The tracking runs synchronously in all browser tabs and must be actively terminated.
Arbeitszeiterfassung - Starten Stoppen Mouseover

The working time overview

Arbeitszeiterfassung - Überblick

You can access the central monthly view via the path Edit → Time Tracking . All working hours, absences and balances are clearly displayed here.

Navigation and administration

  • Monthly selection: Use the drop-down menu at the top right to select the desired month and year.
  • User change: Employees with appropriate administration rights can also call up and manage the data records of other users here.

The tabular daily overview

The main table lists all days of the month with the hours recorded in each case.

  • Detailed view: A small triangle in front of the date reveals the exact start and stop times for that day.
  • Manual corrections: The plus or trash can symbol on the right-hand side can be used to manually add, change or delete working time blocks. These entries are highlighted in red in the system; the mandatory justification can be viewed on mouseover. Notice: These symbols are only visible if the working time can be edited.
  • Status codes: The “Codes” column provides information on special features, such as edited times (E), public holidays (F), sick days (K), maternity leave or time tracking via the onOffice app (M).

Balances and time accounts

Below the table you will find a summary of the time accounts:

  • Hourly balance: A direct comparison of ACTUAL and TARGET hours including overtime carryover. In the case of agreed inclusive overtime, the plus balance is only updated when the total of target time and inclusive hours is exceeded.
  • Overtime payment: If authorized, the number of hours to be paid out can be adjusted directly here. These values only refer to the current month and do not overwrite the entry in the user settings for time tracking.
  • Inclusive overtime: If authorized, the number of hours to be paid out can be adjusted directly here. These values only refer to the current month and do not overwrite the entry in the user settings for time tracking.
  • Max. Takeover: Maximum number of hours that may be carried over into the next month as overtime. These values only refer to the current month and do not overwrite the entry in the user settings for time tracking.
  • Vacation and illness: Display of the days taken in the selected year and the current remaining vacation. In order for the remaining vacation to be transferred correctly, the “Remaining vacation valid until” field must be maintained in the settings.
  • Rest periods: The system logs here how often the preset rest period was fallen short of.

Print function

The Print  button can be used to export the entire monthly overview including all details for the documents. The user right “may print lists” is required for this.

Tip: Use the mouseover function for red entries to quickly find out the reason for subsequent changes by colleagues or administrators.

Absences: Vacation, illness & public holidays

Absences are controlled via appointment management and automatically transferred to the time sheet.

  • Request vacation:
    • Create a calendar appointment with the appointment type “Vacation” or “Vacation (half-day)”. Full-day vacations are scheduled as full-day appointments. For vacations over a longer period of time, create an all-day appointment and switch to the “Options” tab. Create a series appointment with “Repeat daily” for the duration of your vacation.  Weekdays and public holidays are automatically taken into account correctly.
    • In the appointment pop-up, select More actions → Request approval.
    • The group leader or person responsible for appointment approvals receives an e-mail with an approval link.
    • Important: After approval, the appointment is locked for the user (no longer editable). Privately set vacation dates can no longer be moved after approval, even by admins!
  • Sick note: Create an appointment with the type “Sick”. The target hours are automatically credited for this period.
  • Sick child, maternity leave, parental leave, school/university and special leave are also maintained as full-day appointments or serial appointments in the calendar and automatically transferred to the time sheet.,
  • Holidays: Are automatically taken into account based on the federal state that is stored in the user data under Basic data → Imprint .
  • Hint: Missing (system) appointment types can be activated in Administration . 

Overview of the codes

  • BR – Shutdown
  • E – Edited (reason in mouse-over)
  • EZ – Parental leave
  • F – Holiday
  • FH – School/University
  • K – Sick
  • KK – sick child
  • M – Mobile time tracking
  • MS – Maternity protection
  • RZ – Rest period not reached
  • S – Should be edited (reason in mouse-over)
  • SU – Special leave
  • U – Vacation

Extended tracking & tracking indicator

Task time tracking

In the task action bar, you can use the “Start/stop time tracking” button to record how much time is spent on a specific project.

  • Favorites: Mark frequent tasks (e.g. “Email processing”) as Favorite taskso that they appear directly in the dropdown of the time tracking box.
  • Sidebar: In the “Tasks” area of the sidebar , you can see who is currently working on which ticket.

Tracking indicator (dashboard widget)

  • Function: It calculates the ratio of “tracked time” (tasks/appointments) to “recorded working time”. You create the widget in the dashboard via the plus → Dashboard statistics → Tracking indicator . 
  • Tracking notice: A time value can be stored under User → Settings tab → Other . If a user works without tracking a task, a reminder pop-up appears after this time has elapsed.
  • No double tracking: If an appointment takes place at the same time as a task is being tracked, the system recognizes the overlap and simply counts the time.
Time Tracking