You can register worked or absence hours by adding and approving a time entry. On this page, we explain how to add a time entry and what all the components mean exactly.
⚠️ Note: for the payment of salaries it is important to add, check, and approve the hours. Make sure you always do this before salaries are paid, or before they are exported to an HR-system.
Adding a time entry
A time entry often appears automatically in the time registration. For example, a shift you create in the schedule will be transferred as 'scheduled' in the time registration. Do team members use the app to submit their worked hours? Or do you work with our clocking system? Then these hours will automatically show as 'pending'. Eventually, they all need to be reviewed and approved.
Manually adding a time entry: You can also manually add a time entry in the time registration. This is done, for example, when a team member was not scheduled, but did work. Another instance where this could to be done manually is for registering absence hours.
You can add a time entry in various ways:
In the overview per team member on the day:
By clicking a team member's name on the left:
Use the 'Tools' button:
The time entry explained
A time entry contains a lot of information. You can adjust certain details here before approving the worked hours. Below the image you will find what everything means.
States: Here you find the different phases of the time entry. To learn about the meaning of every state, click here.
Basic data: Here you find the team member, date, start and end time, team, and break duration. All these fields can be edited if needed.
Hour type: You can choose what type of hours you want to register: 'Worked', 'Sick leave', 'Leave' or 'Special leave'.
Note: You can add a note if needed. It will be visible to the team member when they check their personal hour registration.
Meal allowance: Indicate whether a meal allowance applies to this shift.
Allowance: If an allowance applies to this shift, you can add it here.
Changelog: Here you find an overview of the changes that were made to this shift. It will show who made the change and when.
Labour costs: A calculation of the shift's labour costs. For example, you can check whether the configured allowance is included. Hover over either 'Time' or 'Labour costs' to see a more detailed breakdown.
Approve: This will approve the hours, giving the time entry the 'Approved' status (green). The other option is to delete the hours.
⚠️ Note: If you use the clocking system, you’ll also see the clocked hours in the time entry. Read more about clocked hours in the time registration.