This guide has been created for system administrators.
Specific role permissions may be required, including: Entitlement setup.
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].
Following Time Tracking being enabled, you will additionally have a new feature for Accrual policies, which allows you to configure a policy that awards a set amount based on the duration worked. This feature can be customised at a Template or user level, making it easy to set up and manage.
Setup:
To set up the Time Tracking accrual feature, you first need to create an accrual pattern. The accrual pattern can be a daily pattern, however you can also configure it as monthly or weekly. Example below:
Once this is done, you will need to create the accrual rule - please see the steps below:
- Navigate to Admin Panel -> Global -> Entitlement setup
- Click on "Elements" for the entitlement pot in question
- Click on "Accrual Rules" for the element in question
- Click on "+ Add new"
- Set the "Accrual pattern" to the pattern you have created
- Set the accrual source to "Time Tracking" and enter the rate.
Rate:
The accrual rate is set as “x hours per y hours worked”. For example, if the rate is set at 3 hours per 8 hours worked, a week lasting 16 minutes would accrue 6 minutes of entitlement.
If the desired rate is not a whole number, multiply through to make it whole. For instance, 0.5 hours per 8 hours worked is the same as 1 hour per 16 hours worked. Even if the week is made up of 16 segments, each one minute long, 6 minutes would still be accrued.
Awarding:
Accruals are awarded upon authorisation of the time recording week. If the user has no authoriser, it occurs upon submission. The effective date is the date of authorisation. When a week is unlocked, the time accrued is refunded by adding a negative adjustment equal to the amount originally awarded for the week, with the effective date being the date of unlocking. This means time may be adjusted, and the award re-added. It also means that if a user’s settings have changed, the week could be re-submitted to accommodate new settings.
Customisations:
Customisations to the rate may be made at the template or user level. Service length restrictions may also be applied to these accrual policies, or age restrictions or custom field restrictions, just as with normal accruals.
Assuming the entitlement is in hours, the rounding policy applies to the number of minutes awarded. By default, fractional minutes round down, but you may also choose for them to round up instead.
In conclusion, the Time Tracking feature for Accrual policies is a powerful tool that can help you manage your time off more efficiently. With its customisable options and easy-to-use interface, you can set up policies that work best for your organisation and employees.