Features of our flexi time system
Brief summary of features
- Record working time by clocking in and out, or manually entering time
- Enter annual leave/holidays, sickness and any other type of event you want to record
- Approval mechanism so managers and administrators can approve staff time entries
- Team/departmental leave calendar for annual leaver and sickness
- Ongoing calculation of flexi time balance, surplus and deficit
- Apply flexi time rules such as minimum lunch break, earliest start and end times, core hours
- Configure different working hours for full and part time staff
- Free setup by our experienced staff, and free no obligation trial
Features in detail
Flex Planner includes the
Employee time recording
– either by signing in and out or by adding time manually
Recording of time worked,
flexi time leave, annual leave, sickness.
Ability to add your own additional event types
Show employee’s current
accrued flexi hours (surplus or deficit)
Flexi time templates – allow
you to create unlimited flexi time templates where you can set your organisation’s
flexi rules such as flexi accounting periods, maximum user surplus/deficit, maximum
flexi leave per period, required hours, lunch hours and more
Team or organisation view
– enables employees to see when other people in their team are signed in thus encouraging
peer reviewing of time entries
Leave planer view – enables
managers to view and maintain sickness, annual leave and flexi leave for employees
Allows both flexi time and
fixed time workers to record their time (eg contractors)
Time templates – enable
you to round time entered to nearest 5 or 10 minutes, have staff in different time
zones and date formats etc
Start and end time adjustments
– You may want to employees to have their time recorded from when they enter the
building rather than once their pc is turned.
Start and end time adjustments provide this facility
Time can be input into the
system using 2 methods:
Signing in and out
Users can click a button to sign in and this will start recording their time. They will remained signed in until they
click the sign out button. Restricting
users to just this method of adding time means they cannot fabricate hours worked. Current time is calculated on the web
server, so if a user changes the time on their local PC it will have no effect.
Adding time manually
This method allows employees to add working time, sickness and leave to the system. Users can manually enter events as they
wish. You can set the system up so
that approval is required by a manager before the time entry is confirmed, you can
disable the facility for non-managerial staff or you can enable it full for all
staff without approval
You can restrict the methods
available to your employees. For example
you may not want to let your employees add time manually to the system since it will enable them to fabricate their time.
Time Sheet View
The time sheet view displays
all a user’s recorded time by week, four week or monthly periods.
At the top of the screen is the flexi time surplus bar which displays a user’s
current surplus or deficit. From this
screen users can also view their organisation’s flexi time policy, thus ensuring all staff are aware of the rules of the system.
Employees can click on the
timesheet to add new time entries, flexi leave or holiday, or to change existing time entries (assuming permissions are allowed).
Managers or system administrators can add time for other employees via this
The time sheet
view can show total hours work by day and week.
You can also view events using a colour coded view.
Time templates dictate how
employees, both on flexi time and fixed time schemes, enter time into the system. It includes how the user records dates,
their time zone, and any time rounding required.
The time template also lets you set start end end time adjustments.
If you consider that work starts when an employee enters the building you
use this to automatically compensate for this.
Finally the time template
also lets you automatically sign users out at a certain time if they forget to do
so at the end of the day.
Flexi Time Templates
A flexi time template states
how flexi time policy is enforced.
Normal daily working hours
eg 7 hours 30 minutes
Flexi time accounting period,
which can be ongoing, 4 weekly or monthly
Maximum surplus hours per
accounting period eg 8 hours
Maximum deficit hours per
accounting period eg 4 hours
Earliest start times eg
Latest start times eg 10.00
Lunch start and end times
eg 12.00, 14.00
Minimum lunch requirements
eg 30 minutes
Earliest end times eg 16.00
Latest end times eg. 19.00
The system can hold multiple
flexi time templates for your organisation.
For example if an employee works a 3 day week you can use a different flexi time
enables administrators to specify a unlimited event types so that users of the system
can add them. These can be fixed in
duration, for example, for a morning, afternoon or day, or the user can specify
their durations. Example fixed event
types might be a flexi holiday, annual leave, sickness, paternity or maternity leave.
Annual Leave/Holiday Planner
The Leave Planner screen provides you with an online staff Leave Planner
for tracking holiday leave and all other employee absence. You can view holiday
and absence of any kind, with a team view as in the screen capture below. View
the leave situation from the graphical calendar displayKeep track of their leave
situation on their leave totals view