This guide has been created for system administrators.
Specific role permissions may be required, including: System setup, User Templates, Users.
If you would like to see a video guide on this topic, please check out our Learning Centre video on this topic.
Overview:
Time Tracking is a paid feature that allows you to track the working hours of your team members. You might need to do this in countries where the EU Time Directive applies, such as Spain or Germany. You can also use Time Tracking to manage weekly timesheets, with clocking in/out functionality and detailed reporting available across your teams.
To enable this feature, please contact our Customer Success team at [email protected].
Enabling Time Tracking:
Once enabled, you will be able to enable and customise the Time Tracking, on a Global, Template OR User level - please see the steps below for each respective level:
Global Level
- Navigate to Admin tools > Admin panel > Global > Time Tracking setup.
- Check the ‘Enable Time Tracking’ box.
- Review and enable the additional settings as required.
- Click the Save button.
Template Level
- Navigate to Admin tools > Admin panel > Users Templates > Locate and edit the template > Select Time Tracking.
- Check the ‘Enable Time Tracking ’ box.
- Review and enable the additional settings as required.
- Click the Save button.
User Level
- Navigate to Admin tools > Admin panel > User > Users > Locate and edit the user > Select Time Tracking.
- Check the ‘Enable Time Tracking’ box.
- Review and enable the additional settings as required.
- Click the Save button.
Time Tracking configuration:
When reviewing the Time Tracking configuration, we have various settings, for further explanation of each setting, please refer to the below:
- Enable Time Tracking - this determines whether Time Tracking is enabled and can be is submitted. Note that roles also need to be added for the Time Tracking section to be visible.
- Time entry mode - this allows you to set the entry mode to 'Clocking only' or 'QR code clocking only', users will not be able to add or edit their own time periods, though they will still be able to delete any incorrect entries. When set to 'QR clocking only', users must clock in by scanning QR codes in the edays mobile app. When set to 'Input only', the clocking option is removed universally. For more information, we would recommend reviewing our Time Tracking - Time entry mode overview.
- Enable Time Tracking notifications - this enables all related Time Tracking emails, including emails sent to the authoriser for authorisation.
- Enable timesheet unlocking - this allows all users to unlock authorised timesheets for all users within their staff record view. If they are a Super User, they will also be able to unlock their own timesheets.
- Enable timesheet editing - this allows all users to edit and submit unsubmitted timesheets for all users within their staff record view.
- Enable copy from rota button - this allows a user to populate their timesheet from their rota.
- Automatically copy from rota - If you are already using the copy rota function, it can now be set to automatically apply to all timesheets, minimising the necessity for your employees to manually verify each time they submit a new timesheet.
- Submission frequency - this determines how frequently timesheets should be submitted for authorisation, either Weekly OR Monthly.
- Enable maximum amount per timesheet - this allows a maximum amount to be set for a weekly or monthly timesheet submission. Once enabled, you will see Maximum amount per submission, this allows you to set the maximum per week OR month.
- Enable maximum amount per day - this allows you to set the maximum number of hours that may be entered for any day on a timesheet submission. Once enabled, you will see Maximum amount per day, this allows you to set the maximum number of hours per day.
- Activities - this allows you to set the activities that staff can record time against.
Overtime Award:
You can customise the Overtime Award to align with your business specifications. This proves beneficial, as it enables you to set up your time tracking system to automatically grant or deduct entitlements based on the recorded time. Upon activation, you'll gain access to further configuration options, as depicted below:
Breaks:
We offer a feature within the Time Tracking configuration that allows you to specify breaks. This functionality empowers you to establish mandatory break time intervals, with the capability to configure up to 5 bands. Within each band, you can define the hours worked and the corresponding required break length.
Example:
Note: To enable Time Tracking from the front end, it may be necessary to activate relevant permissions in the Roles.
We trust that this guide proves instrumental in effectively configuring and utilising Time Tracking. Should you have any additional questions, feel free to reach out to our Customer Support team for assistance.
Relevant guides:
Time Tracking - Accrual Pattern Set-up
Time Tracking - Submitting Digital Clock In / Clock Out
Time Tracking - Creating Rota Sync