Managing Time Tracking

Overview

Time tracking records the working hours of all internal staff (field and office) — legally compliant per GoBD, with ArbZG compliance, leave management, payroll/DATEV export and AI-assisted scheduling. You will find the admin interface under Administration → Time Tracking; it is organized into four groups: Operations · Master data · Analysis · Payroll & closing.

  1. Create employees (a name is the minimum).
  2. Define working-time models (weekly target, daily target Mon–Sun, break/rounding rule) and assign them to employees — or use “Set target quickly” (weekly hours + days).
  3. Generate public holidays per federal state and year.
  4. Review absence types (leave, sick, … — paid, leave account, approval required).
  5. Optionally create teams and set a team lead (team scope: a team lead sees only their own team).
  6. Configure premium rules and, if needed, auto travel time — before the first month-end closing.

Daily operations

  • Attendance: live overview of who is on duty, on break or absent.
  • Approvals: review timesheets and approve, or reject with a reason.
  • Absences: approve or reject leave/absence requests.
  • Compliance: view ArbZG violations (breaks, maximum hours, rest periods), acknowledge and resolve them; request a plain-language AI explanation for field-service anomalies.

Analysis

  • Reports: target/actual, balance trend, utilization, overtime and leave reports; export timesheets as CSV, PDF or Excel.
  • Forecast: utilization indicator per employee, transparent early burnout warning and re-scheduling suggestions.
  • Ticket time / Cost centers / GPS audit / Audit trail: ticket-accurate time analysis, cost-center split, GPS plausibility and a tamper-proof change log.

Payroll & closing

  1. Maintain premiums (night/weekend/holiday/overtime) and hourly rates.
  2. Approve working times — premiums and travel time are calculated in the process.
  3. Month-end closing: lock the period (prevents subsequent changes).
  4. DATEV export: review wage-type mapping, export the month (locked periods only), inspect the snapshot history.

Important: The DATEV export is only possible once the period is locked in the month-end closing. If a correction is needed afterwards, open the period, correct it, lock it again and re-export — every export is archived as an immutable snapshot.

AI & EU-AI-Act cockpit

AI features (time estimation, ticket attribution, compliance explanation) are always labeled transparently (AI-generated vs. rule-based) and never final without human confirmation. The AI cockpit (admins only) keeps a log of all AI decisions, documents the works council / employee information (EU AI Act) and exports an auditor/works-council log.

A detailed, step-by-step user manual is also available as a separate document.