We know exactly how overwhelming it can be to try something new. However, with the right assistance, switching to a new way of working becomes a piece of cake. If you and your company have decided to switch to a modern time tracking solution, implementing the system in your business should not be a hurdle. That’s why we have set ourselves the goal of making TimeTrack as simple and intuitive as possible. To make it even easier to get started with TimeTrack, we have summarized the most important steps for you. By following these instructions, you can optimally adapt the tool to your individual needs and tailor it to your operation. Let’s get started right away.
You define the user profiles of all employees in Data Administration > Users. First, you create the data of your users, select their respective function (team leader, admin, external, etc.) and save everything. For each user you add a password. We recommend that you simply create one password for all users, since each user must set his or her own password as soon as he or she has access to the profile.
You can or should create a working hours model for each user. You do this directly in the user profile under Working hours model > Show settings. Working time models store the employment relationships of all employees and provide an exact overview of their working hours. The working time model is especially important for the vacation entitlement and the timesheet of the employees. The vacation entitlement is always calculated depending on the most current working time model. The timesheet, in turn, uses the target hours from the working time model and can thus calculate the actual working hours for each employee.
Important: For each user, specify whether the timesheet is created based on working or project times. In TimeTrack, a distinction is made between legal working hours/attendances and project times. (If you are only interested in project times, employees must track their working times under the Project Time Tracking menu item. However, if you are only interested in the legal working hours/attendances of the employees, then the employees only need the time clock, which can be found in the Attendance Tracking menu.)
When creating a new working hours model, you should pay attention to the following points:
Depending on which country or state users are in, different holidays apply. You can easily add the right holiday schedule for users directly in the user profile. The same applies to the break schedule. This can be created individually and assigned differently depending on the employees. In contrast to the holiday schedules, the break regulations do not differ between the federal states.
To do this, go to Settings > Attendance and Leave > Break Regulations or Holidays.
TimeTrack’s overtime carryover allows you to transfer overtime from last year to the current year. To do this, go to Attendance tracking > Attendances > Hours reports. You can also create a paid leave carryover. This way you transfer vacation days which were not used to the current year. You can also enter additional vacation days which an employee receives as a bonus. To do this, go to Attendance tracking > Leave/absence > Paid leave reports.
You have the option to individually distribute up to 60 permissions for all employees and thus define exactly which employees have which user rights.
The following 4 user rights are particularly important:
Once users have received an invitation by email, they must enter their own password and can start using TimeTrack.
You can create customers manually by entering the customer data directly into the system. However, you can also easily import your customer data. You do this via Settings > General > Data Import. Simply upload the CSV file and TimeTrack will automatically import the data. We have created templates for you that show you how to best document your customer data so that TimeTrack can import it without any problems.
Click here for data import instructions.
If you want to connect TimeTrack to a system you already use, you can also easily transfer your customer data from there. We currently offer an interface to systems like QuickBooks and more.
You can create or import activities manually just like customers. Activities include your daily tasks like meetings, accounting, customer meetings, website optimization etc. Define them in advance so that users can easily book their working hours to the correct task area. This way, activities remain consistent, which not only simplifies time tracking for employees, but also makes project reporting clearer.
The same applies to your project data. You can create or import your projects manually. Important when entering projects manually:
Project planning is distinguished between rough planning and detailed planning. In the rough project planning you define the general project duration, as well as the total budget. In detailed project planning, as the name suggests, you go more in depth. Here you can do the following:
TimeTrack already offers you some absence types. If an absence is not available that you need in your daily work, you have the possibility to create individual absences.
For example, home office or training.
For this go to Settings > Attendance and Leave > Leave Management > New Leave Type. Two points are important when creating new absence types:
For those companies that have several locations or work with departments, we recommend creating a company structure. To do this go to Settings > Attendance and Leave > Organisation Structure. Then proceed as follows:
This allows you to view and evaluate the entered data of your employees on a department- or location-specific basis.
After you have successfully mastered all the above steps, finally the demo data provided by us can be easily removed. This demo data should first give you a feel for the software and the individual modules. The deletion is possible in two ways:
Now you can view unaltered into your tracked data and access accurate analysis.
With the TimeTrack Terminal App you can fully automate your attendance tracking. Simply download the app to an Android tablet of your choice and attach the device to the wall. Employees can clock in and out directly on the tablet using NFC/RFID tags (keycard, key ring, NFC sticker), a pin code or password. The best part is that the terminal is directly connected to our web and mobile app. All stampings are immediately visible. This keeps everything simple and clear for all companies that prefer stationary time tracking.
How to configure everything step by step can be found in our TimeTrack Terminal App guide.
We are happy to assist you!
Contact Polina from our support team:
support@timetrackenterprise.com
