Setting up time tracking
Booking and switching on the time tracking add-on, company settings, permissions for managers, fixed working hours, federal state and vacation entitlement per person.
With time tracking, your employees record their working time directly in allverto – in the ERP, in the warehouse app and at the POS. Since the ruling of the German Federal Labour Court (Bundesarbeitsgericht, 2022), employers in Germany must record the start, end and duration of working time; allverto also checks the rules of the Working Hours Act (see Working Hours Act: what allverto checks).
Booking the add-on
Time tracking is an add-on. Without a booking, the menu items in the People area remain visible but greyed out; one click shows where you can book the add-on.
- Open Settings → Subscription & invoices.
- Under Add-ons, book Time tracking (with a free trial period, depending on your plan).
- People → Time tracking, Absences and Working times then appear active.
Switching time tracking on
You open the settings window in the People area via the cogwheel. Anyone whose role has the permission Set up time tracking may change the settings.
| Setting | Meaning |
|---|---|
| Time tracking switched on | Only now does time tracking start and the automatic checks run in the background. |
| Start automatically at sign-in | Working time starts when signing in to the ERP, the warehouse app (also via PIN) and the POS. Each person can switch this off for themselves. |
| Early sign-in: ask from | Anyone who signs in more than this many minutes before their working hours begin is asked whether the time should start now or only when their working hours begin. |
| Stop automatically after inactivity | If the time is running although nobody is using allverto any more, it ends at the time of the last activity and is marked for checking. 0 switches this off. |
| Deduct missing statutory breaks automatically | Instead of just warning, allverto deducts the missing statutory break from the actual hours. |
| Federal state | Determines the public holidays. A different federal state can be chosen per person (e.g. field staff). |
| Vacation days per year (default), Remaining vacation expires | Default for the vacation entitlement and the cut-off date for remaining vacation from the previous year (e.g. 31.03.). |
| 24 December and 31 December as half working days | Halves the target on these days. |
| Requests and decisions also by e-mail | Requests and decisions are sent by email in addition to the bell – in the recipient's language. |
| Month closing: sign off and confirm | Each person signs off their month, managers confirm it. |
Permissions
Every person for whom time tracking is switched on sees only their own times. For managers there are two permissions under Settings → Roles & permissions:
- View team times, approve absences and corrections – team overview, approving requests, confirming months.
- Set up time tracking – additionally fixed working hours, vacation entitlement, flexitime balance adjustments, entering times and absences for others, settings and export.
The default role Administration and the owner have both permissions.
Working hours per person
Under People → Working times → People you define per person:
- Time tracking active – for whom time is recorded. Owners and administrators are included but do not start automatically at sign-in; they can switch this on for themselves.
- Fixed working hours per weekday with start, end and target hours (part-time too, e.g. Monday to Wednesday, 6 hours each). New working hours apply from a date; earlier months continue to be calculated with the old ones (history).
- Federal state (otherwise the same as the company), Vacation days per year, Start of time tracking and an Opening balance for the flexitime balance.
Works council
If your company has a works council, introducing electronic time tracking is subject to co-determination (§ 87 (1) no. 6 BetrVG). Agree the settings with it beforehand – above all the automatic start and the automatic stop. Find out more in Data protection and works council.