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 through a wizard to create a new cost center.

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).

n 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.

Personnel

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.

Display

Define here which activities should be displayed on a suitable display. The first 2 activities are fixed and can not be changed in order. To change the name for this change the activity or the label. 
In order to send a modified configuration to the appropriate display, please use the function "Administration > Object settings > display > Time administration > transfer to display".
The actual number of activities displayed depends on the display type.
The Fleet app automatically synchronizes all active activities automatically. A change is not necessary for the app at this point.