The time recording allows the control, evaluation and management of working time bookings of your personnel.

Summary

What do i use the time recording for?

The time recording module gives you access to your personnel's working time bookings and evaluates them based on various criteria. Furthermore, you have the opportunity to view the history of existing bookings, can add, correct and delete time bookings. Under the tab cost centers you have an overview of all current active cost centers of your company as well as the totals of the booked times, grouped by activities.

Users who have enabled the time recording on their displays can make time bookings. In addition, the user also has the option to assign a new booking to an existing cost center or, if desired, to create a new cost center.

General basics of the module

To any time booking belongs always an activity that on the one hand fundamentally describes whether a time booking is part of working hours and on the other hand, a way to group time bookings. A time booking can also be assigned to a cost center. The duration of an activity is the time between this and another activity. In other words, each activity ends the previous activity. The standard activity "Go" or "End of work" ends the current activity and automatically starts a break or rest period.

Requirements

Access to the time recording module can be booked as an option. From this point of time on you can grant access to time recording to each of your users.

Functions of time recording

Bookings

The booking overview allows a check or evaluation of the working hours of all persons with time bookings. After selecting a person, evaluation of the last month is displayed.

Using the button for switching the type of data presentation  , you can switch between the calendar view and shift-based processing of the data.

From the views, it is also possible to display the detailed bookings of a period. Such a period can be either a single day, a week or even the entire selected period in the calendar view. In the evaluation by shift days, the possible periods are either a single shift or the entire period.

The detail view is again subdivided into 3 ways of representation. First, a purely tabular edition with the exactly booked times. This table can also be displayed in a graphic evaluation. Here, the individual time bookings are entered on a bar per day. The colors in the graphical representation correspond to the color of the activity assigned to each time booking. The third possible view is the editor, in which it is possible to change, delete or create new bookings. In the Editor view, a change history is displayed for each booking day, if any.

From every view a export to PDF, Excel or CSV file is possible. The content of the files depends on the data currently displayed.

Schaltflächen:
	Reload	Reloads the current view

Cost centers

The cost center overview allows a quick evaluation of all active cost centers of the company. Each cost center is displayed in the overview with its own tile.

The basic structure of each cost center tile is the same, however, depending on the set parameters, there are different representations of this structure. If a planned duration has been defined for a cost center, a progress bar is displayed next to the account name in the tile. The same behavior exists for the individual activities that were booked to a cost center. If a planned duration defined for an activity within a cost center, a progress bar is displayed for this in the overview in the appropriate tile. These progress bars fill up with each successful time booking made to a cost center.

Via the action menu  you have the possibility to view the detail view of the booked activities for this cost center (more about this point under the item "display cost center bookings). You can also change the settings of a cost center that have already been made here. Among other things, you can set to allow only certain activities or persons for a cost center.
If you want to close a cost center so that no new bookings can be made, then you will find the corresponding function in the same action menu.

Schaltflächen:
	Reload	Reload cost center overview
	create new cost center	Opens the wizard. This takes you through all necessary steps to create a new cost center

Create new cost center

You will be guided through all necessary steps by an assistent to create a new cost center.

cost center basic data

In first step of the assistent you can set common data for your new cost center. Choose a description, an identification, the valid time range and a planned duration. Valid to and planned duration are optional and can be left empty. The planned duration can also be filled automatically during next step.

It is possible to finish the assistent after this step. All further data is optional.

activities

In next step you define activities which should be booked to this cost center. It is optional to set a duration for these activities. If you have chosen at least two activities, the total duration will be displayed. Select 'set planned duration to total duration' to adjust the planned duration from step 1 to the value of total duration. By clicking 'allow other activities' it is also possible to define wether only the set activities or also other activities should be able to book to your cost center.

If you have set a planned duration manually in step 1 and now assigned activities which total duration is longer than the planned duration, you will get a hint about that. Again you can decide if you want to adjust planned duration automatically.

To delete an activity click on  symbol behind the corresponding activity. You are also able to sort your activities. Click and hold the symbol and drag the actvity to the desired position to do so. This influences the order in which the activities will be shown in portal and on the displays of your personnel.

personnel

In third step you can assign personnel to your cost center. If you do not assign any persons, be default all personnel can book to this cost center. To choose a personnel, select an optional group first and afterwards the desired person. Choose 'all persons' if you want to add all persons of currently selected group.

To delete personnel, click on   symbol behind the person. If you have chosen at least two persons, you can also reset the entire assignment by clicking 'deselect all'.

done

With following step you finish creating the cost center. All your set data will be summarized.

Edit basic data

Change here the global data of a cost center such as: name, validity or planned duration

Edit activities

Define here which activities can be booked within this cost center. If you have not made any restrictions here, all active activities can be booked automatically.
It is also possible to define certain activities with a planned duration while still allowing all other active activities. After assigning the first activity, you have a check box below the allocation table.

Edit personnel

If you only have certain people in your company who are allowed to book into a cost center, then here you have the option to define them.

Close cost center

Close a cost center by setting a new "valid to" date. This always corresponds to the current date and time.

Display cost center bookings

Gives you a tabular overview of all time bookings of a selected cost center. The default view automatically displays all postings of all persons involved over the entire period of the cost center.
The time entries of a cost center are displayed grouped according to activities and booking days. This structure of the overview table is the same for every cost center.

Schaltflächen:
	Back to cost center overview	Opens the cost center overview with all active cost centers
	Reload	Reload the cost center bookings overview
	Create new time booking	Opens a dialog to quickly create a booking for this cost center

Settings

Work time profiles

Every person in your organization is automatically linked to a default profile once time recording has been activated.
A working time profile is the specification for a person such as Overtime is calculated, when a working time is considered night work or from when to when the core working time applies.
Each profile that you create or has created, always has a validity. For active, still valid profiles, the end date is either free (infinitely valid) or it is in the future. Inactive profiles always have an end date that is in the past.
Each working time profile can have its own, self-defined, pause control record. This break rule is based on the German Working Hours Act by default for each new working time profile. You can deposit up to 3 different break levels here. As standard, the breaks are according to ArbZG: from 6 hours working = 30 minutes break, from 9 hours = 45 minutes break. Only breaks that are at least 15 minutes long are taken into account. The value of when a booked break is also considered as a break, you can adjust the setting "break threshold" in the working time profile.

Changes to the break regulation always have an effect on the following 2 evaluation columns: Working time according to working time profile (formerly shift working time according to ArbZG) and break time according to working time profile (earlier break in shift according to ArbZG).

You can store up to 3 separate time periods in each working time profile. These are then offered as a exentsion to the column "shift time" and "booked work". If you are creating a time span for the first time, then you must adjust the desired table configuration in the "Bookings" area. The newly created time periods are not visible in reports by default.
You can also define the conditions under which this is activated and thus shows times at each time period. These can be:

• Shift start before XX: XX o'clock = This period is only used if the corresponding shift started before the selected time.

• Minimum working time within more than XXX minutes = This time period is only used if a person has worked for at least as long as was specified.
• only active on the following days = This period is only shown on the specified days of the week. It is also possible to specify whether this period should also be taken into account or only on public holidays.

It is also possible to activate all 3 conditions at the same time. Please note, however, that all conditions must always be met so that a period of time is taken into calculation (AND operation).

In the overview table for the currently existing profiles, you have the following possible actions:

• Edit = Opens a dialog to change a specific working time profile
• Person assignment = Provide a direct way to assign a profile to multiple people at the same time
• Delete = Deactivates a profile by setting a new end date for validity
• Create new profile = Opens a mask to create a new working time profile

Below the table with the currently available profiles is a listing with all persons who currently have no valid profile.

Activities

All usable activities of a company are presented in an overview table.
Here you have the possibility to change existing activities, to delete or to create new activities. Each activity always consists of a name and the setting whether or not it counts as working time. In addition, it is optionally possible to specify a color for an activity. This is used in various reports and graphical overviews.

Persons

For the overview of the personnel, you can specify which table columns should be displayed in which order.

Labels

Certain labels of time recording can be adapted globally for a company to its own requirements.
Each label will be replaced immediately after a change in all places. Already created reports are not changed.

Absence management

In absence management you can create user-defined absence reasons and manage them.

To create a new absence reason, please select add another absence reason. You are now able to define your new absence reason by a description, a shortcut and a color. To change these settings for an existing absence reason, open the action menu in the action column and click on edit. Please notice that this also effects absence bookings that were done in the past. To delete an absence reason, click on delete in the action menu.

Wage export

The portal offers you the possibility to export your time recording bookings in different formats, so you can import them later on to a suitable payroll accounting program. YellowFox supports the following formats:

• DATEV LuG (Lohn und Gehalt)
• DATEV LODAS
• Sage
• Lexware

To be able to export data, first you have to create a configuration for the desired format. This is done at this part of settings.

First you have to choose the desired format at format. Next you have to enter the needed numbers. Depending on which format you picked, different fields are mandatory. For Lexware you do not have to enter either a mandate ID nor a consultant ID. Sage needs a mandate ID. DATEV LuG and DATEV LODAS both need both numbers.

All formats need at least a wage type number for working time to be saved. Entering a wage type number for any absence is optional. Please notice though, that only bookings which have a valid wage type number will be exported later on. Furthermore you can only export persons, who have a personnel number registered in the personnel management.

Wage type IDs for deleted absences are still stored. Nevertheless you are not able to edit them after deleting the respective absence reason.

To delete a configuration click on reset configuration. Alternatively you can also empty all fields by yourself and click on save. To dismiss all changes in the current session, click on cancel. You will return to the last save state.