Attendance Tracking

Working Hours at a Glance

A quick look at the overview tells you exactly, at any time, who has done too many hours of overtime – no need to wait until the end of the month. Speaking of the end of the month: Naturally, payroll calculations are automatically transferred to preparatory payroll accounting.

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Second-by-second Precision

Don’t Waste Hours Working on Working Hours
Employees record their own working hours and are then able to retrieve up-to-date information at any time without input from HR.

Automatically Error-free
Consign errors arising from manual calculations to the past. Personio calculates salaries and overtime automatically and transfers overtime to be paid out directly to preparatory payroll accounting to save you time and take the stress out of payroll.

Who Has Done Too Much Overtime?

You Are Fully in Charge
Review aggregate hours and approve recorded working hours at any time, or leave reviews to line managers.

No More Complex Excel Spreadsheets
No doubt – spreadsheets are fantastic. But they can also drive people crazy. Leave calculations to Personio and forget about #NV, #REFERENCE and #DIV/0!

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Attendance Tracking Overview

All Time Records in the One Place

Regardless of whether your employees log working hours online or via staff cards: All working hours are ultimately recorded in Personio. Link your existing system to Personio via an interface and even feed working hour records back to the originating system, if required.

Take the Stress out of Managing Overtime

Personio calculates overtime based on working hour schedules and the working hours entered. You decide on a case-by-case basis whether overtime is paid out in full or in part or is to be taken as leave.

Attendance Tracking_Approval Screenshot EN

Paperless Approval of Working Hours

Your employees record their working hours themselves, and you decide whether hours need to be approved by their line managers or others. Approval only takes a click of a button. And you maintain a clear overview of hours worked at all times.

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Who Needs Attendance Tracking Systems?

Whether or not tracking working hours makes sense does not depend on the size of the business. Basically, there are three reasons why you may need attendance tracking:

  • Employees are primarily paid based on the hours they work.
  • Your company has different working hour models, for example, shift work, part-time or flexitime models with compensation for overtime.
  • Your company is subject to statutory regulations, such as the minimum wage law, which stipulates attendance tracking.

Attendance Tracking Advantages

Beyond the legal obligations, tracking the exact number of hours worked has a whole range of advantages. It serves as the basis for salary calculations. You can also avoid conflicts and misunderstandings between employer and employees. Management and HR can get a reliable view of their employees’ working hours, while each employee can be sure that they are being paid fairly and will not have to work any unpaid overtime.

No More Excel, No More Mistakes

Many businesses use Excel to track attendance. This is not only more time consuming than tracking attendance with software, as you need to enter the data manually, but is also prone to errors.

Excel spreadsheets can be changed at any time by anyone with access, without there being any transparency about who edited what. The data is therefore susceptible to being manipulated down the road. Beyond that, Excel does not fulfil the legal requirements for attendance tracking stipulated in privacy regulations.

Data can easily be lost. An Excel spreadsheet can easily be deleted or overwritten if there are different versions of the file in circulation. If you store the file locally or on a server, you can lose all of the data due to a technical problem.

Online Attendance Tracking with the Right Software

For attendance tracking to fulfil its purpose, it needs to be accurate, reliable and transparent. Only electronic attendance tracking, as is integrated into Personio, can offer that.

With Personio, you and your employees can record your working hours online. After employees enter their hours, managers can confirm the entries if required. They can apply their company’s working hour regulations and adjust the attendance tracking accordingly.

At minimum, a system like this saves the HR department a great deal of time, since a majority of the work can be automated via the attendance tracker and you will no longer need to deal with incorrect or incomplete timesheets.

How Does the Switch to Online Attendance Tracking Work?

The switch to an online work hours tracker affects both the HR department and the rest of your employees.

It is important to reassure your employees that online attendance tracking is not used to monitor them personally. Personio strictly adheres to data protection laws.

The works council has a right of codetermination in tracking attendance, but it can neither prevent nor demand the introduction of a specific system. As a rule, it will have nothing against an attendance tracker that conforms with the law. Involve the works council in the process of introducing the software to make it easier for your employees to adopt it.

Before you switch to a new attendance tracking software throughout your entire company, you have the ability to test it on a select group. That will help you learn whether everything works, what you need to improve, and how your employees can be trained. Once the test has gone smoothly, you are ready to successfully introduce online attendance tracking.

Should you already have an attendance tracking system, you can link it to Personio using an interface (API). All entries that your employees previously used to make with punch cards or a work hours app in the attendance tracking system can now be managed in Personio.

Flexible Working Hour Schedules

What if your employees don’t work in the office, but rather, for example, in their home office or on the road? That’s not a problem, because with a digital time clock, employees have access to their working hours accounts from anywhere, and can enter their time online.

You can easily use software like Personio as the basis for complex time tracking, as well as updating weekly hours worked, vacations and public holidays. In the working hours account, Personio shows the current overtime worked at all times.

Attendance Tracking Helps with Payroll Accounting

If you use software for attendance tracking, all of the information converges into one central place and can be processed directly. That way, the working hours account is automatically linked with payroll, vacation administration and the digital personnel file.

You can manually or automatically generate error-free salary calculations and the data you need for payroll directly from the aggregated data whenever you like.

Salaries for time worked are automatically adjusted accordingly, for example, if your employees work on an hourly basis or receive financial compensation for overtime.

Automatically Calculating Overtime

The software comprises an overtime calculator, which automatically transfers overtime to the salary calculation (if that’s how you set it up).

The average and maximum permitted working times are monitored, and if the limit is exceeded, both the manager and the employee are alerted.

Both overtime and additional work need to be compensated, either financially or in the form of time off. Every work contract should contain a rule for this, which the attendance tracker automatically applies.

Calculating Leave Entitlements Clearly

Manually calculating vacation time can be very laborious and lead to errors, particularly in larger companies where there is a fair amount of employee turnover or there are both full-time and part-time employees.
Automated vacation calculations ensure efficiency and legal compliance. Personio calculates entitlements for every working hour schedule and shows remaining vacation days at all times. Public holidays, which differ in every state, are also taken into consideration.

Using the App for Attendance Tracking

With a work hours app, employees can easily keep track of their working hours when they are out of the office. The hours are automatically synchronized with the web application so that both the HR department and managers have a live overview of everybody’s workloads.

Once the recorded times have been synchronized with the web application, they are stored safely online in case anything unforeseen happens, such as an employee losing their smartphone. Employees can use the work hours app to manage time worked at their leisure, whether from the office or home office.

How Does Attendance Tracking with the App Work?

Based on the parameters ‘start of work’, ‘end of work’ and ‘place of work’, a work hours app can use the location services on employees’ smartphones to automatically capture how much they have worked. Arrival at and departure from specific places are registered and noted as the beginning or end of a work day.
Simply recording locations doesn’t work, though, when it is individual projects that count as opposed to presence at work. However, the attendance tracker provides an easy solution for this problem, where employees activate tracking with the click of a button to have their project hours automatically recorded.

The hours accumulated are then fed into a central attendance tracking system, where both HR and the employee can view the history.

Recording Working Hours with Personio

With Personio, employees can enter their working hours online and access their target vs. actual hours at any time, just like in an attendance tracking app, only in a browser. To do that, employees log themselves into their working hours account – at any time, and from any computer – and enter their start and end times, as well as any breaks.

Line managers or HR managers can confirm the times entered with a simple click. You can specify individual approval processes for each department, team or individual employee.

The software interface is arranged in a user-friendly manner, and entering data takes just a few seconds. Managers and HR employees can confirm the times entered with one click.

If you use third-party systems for attendance tracking, for example, terminals for time cards, you can import their data into Personio.

Reporting with a Click

Personio’s reporting and export functions show you at a glance how many employees worked how much at any given time.

To do that, generate an overview of attendances and absences, sick days, weekly working hours and vacation days at month or year end. Depending on which numbers are of interest to you, Personio can create a spreadsheet or graphic analysis that you can export or use for your reporting.

How much Leeway do you Have to Improve your HR Management?

Personio supports you in all of your HR processes, from managing applicants or vacations to payroll accounting. Receive a free Test-Account or find out in our 20 minute Webdemo which processes you can optimize through the use of more efficient software.

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Attendance Tracking

User-friendly entry forms prevent mistakes, while smart background operations reliably calculate correct aggregate working hours. Fully customizable.

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Do away with Excel & Co. for recording and managing annual leave, sick leave and other types of absences.

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