How To Set Up and Use the flair Time Tracker

Introduction to Time Tracking

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The Time Tracking feature in the flair Employee Hub is an easy way to keep a record of the hours that employees have spent at work.

What Is Time Tracking Used For?

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Time tracking allows employees and managers to document working hours, breaks, and overtime. It’s an effective way to help employees demonstrate their working time, while also checking that they are taking enough breaks and are fairly compensated for overtime.

Time Tracking With flair

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flair supports three common types of time tracking:

1. Digital Clock In / Clock Out: Employees can clock in, record breaks, and clock out using the flair Employee Hub or mobile app. This offers a more modern and efficient alternative to paper or spreadsheet-based tracking.
2. Project-Based Tracking: With time tracking in flair, you can track time spent on specific projects alongside ordinary working hours. This helps you keep track of billable hours for a particular project, so that you don’t run over time or budget.
3. Tracking With Physical Devices: flair also supports time tracking with physical devices. For example, employees can clock in with a card, badge, or chip when they arrive at work. Their time is then synched with the flair time tracking app.

How It Works

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Time Tracking Overview

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The Overview in the Employee Hub shows how many hours the employee has worked in the current week, how many hours are remaining, and any break rules set by the organization. Employees can also check on previous weeks and how many hours they are scheduled to be working in upcoming weeks.

You can see scheduled absences, such as sick leave, planned vacation, and public holidays, in the time tracking overview. Absences are automatically deducted from the scheduled working hours.

Time tracking starts when an employee clicks on the Start Tracking button. If the employee wants to take a break, they can press the Pause button and simply press Play again once they have returned. When the employee is ready to clock out and end their day, they simply press the Stop button and their working hours will be displayed in the weekly overview.

Change Requests

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If the employee forgets to clock in, clock out, or track a break, they can manually change their start time, end time, and breaks. The proposed changes are then sent to the timesheet manager for approval.

It is also possible for employees to add notes to a shift. For example, they may want to explain why they worked irregular hours on a certain day, or let their manager know why they have requested a change.

To learn how to set up time tracking in your organization, read our set-up guide.

How To Set Up Time Tracking

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To set up time tracking, you first need to enter the flair HR app in Salesforce. Click on Attendance in the navigation bar and then select Workloads. This will show you any workload templates you have created.

Click on New Workload Template to add a new set of working hours for specific employees. Here you can define how many hours employees are required to work on a weekly or monthly basis. You also have the option to schedule break times.

Setting Up a Time Framework

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While creating your workload template, you may need to set up a time framework to define certain rules for overtime and breaks. This can help you comply with the applicable labor laws in each region where your organization operates.

To create a time framework, click on Add Time Framework from within your workload template. Alternatively, you can click on More in your main navigation bar and select Time Frameworks.

You can then configure how overtime is calculated and compensated, set minimum break times, set automated break reminders for employees, and more.

Assigning Approval Responsibilities

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Timesheets are automatically sent to the manager(s) of a specific employee for approval. To change the designated manager, click on the employee in the flair HR app and scroll down to the Contract section. Here, you will be able to select a Manager.

If multiple people should be responsible for approval, click Additional Managers on the right-hand side of the menu. You can then add another manager and assign responsibilities. Make sure Time Entries Approval is checked, and then press Save.

Start Time Tracking in the Employee Hub

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To start tracking your hours, log in to your Employee Hub and select Time Tracking in the menu on the left. Then click Start Tracking. You can also start tracking time instantly from your Dashboard.

In the Overview, you will see all your tracked hours for the current week. You can also view hours tracked in previous weeks and your scheduled hours for upcoming weeks.

While your time tracker is running, you will see your working time at the bottom-right of every page in the Employee Hub.

If you want to take a break, simply click the Pause button. Click Play to restart time tracking once you return to work. Clicking on the blue arrow will show an overview of your currently tracked day and allow you to write a note about your time-tracking activity.

Depending on which country you work in, you will have different rules on minimum required break times. In the Break Rules box on the left of the Overview, you can see the rules your organization has set regarding break times.

What if I Forget To Track My Time?

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Forgot to clock in or had lunch without pausing your time tracker? No worries. You can correct your hours by clicking on your recorded times and editing them. You can also click on Add Break to enter your break times. Your new times will be shown as Pending Changes until a manager has reviewed your corrections.

How To View and Approve Timesheets

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To view employee timesheets, go to the Manager tab in the Employee Hub and select Time Tracking > Controlling.

There you will see an overview of time fulfillment and days worked by each employee. Clicking on an employee will give you a more detailed view of their timesheets and allow you to make changes and approve timesheets.

Approving Change Requests

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When an employee makes a change to their timesheet, you will receive a notification via email. You can view all open change requests in the Employee Hub by clicking on Time Tracking > Change Requests.

Here, you will see more information about the proposed change. Then you can simply select whether or not to approve the request.

Change requests will also appear on the My Team section of the Employee Hub, alongside other items that require approval.

Reapproving Timesheets

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Sometimes, an employee might make a change to their working hours after you’ve already approved a timesheet. For example, if you approved an ordinary working week in advance, but an employee was off sick on one of these days, the working total working time will change.

If this happens, all you need to do is log into the flair HR app and click Timesheets. Select the timesheet for the week during which a change was made. Now, on the right-hand side where the Approve button normally appears, you will see a Re-Approve button. Simply click this button to reapprove the timesheet.