Features of our flexi time system/software

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
  • Web/Cloud based, accessible in Google Chrome, Firefox, Edge etc - no installs on user's PC's required

Features in detail

Working Time Entry/Recording

  • Start Work and Stop Work buttons used daily to ensure staff accurately record their time
  • Manual entry of working time retrospectively if required
  • You can have as many working event types as you want eg working time, meetings, overtime, staff events, study time
  • Time rounding, if necessary, to 5 minutes, 10 minutes and 30 minutes, rounded up or down
  • Automatic closing of working sessions if user fails to click on Stop Work button at the end of the day
  • Record notes against time sheet entries
  • Audting of time entered - records IP address location of where the entry was made, what time entered and by who
  • Useable by both flexi time users and non flexi users (eg contractors etc)
  • In addition timesheet "adjustments" can be made where event entries have been incorrect on a particular day eg +1 hour adjustment etc

View timesheet screen and add event screen.

Annual Leave, Sickness and Other Leave

  • Allows entry of annual leave, sickness and all other types of leave (maternity leave, study leave, etc - you can configure as many different types of leave as you want)
  • Easy entry of leave events - events will fill up the hours in a user's day or half day according to the hours required by their working schedule
  • Leave requests go for approval to timesheet administrators or managers
  • Team leave calendar view shows the whole team and when they are off to enable easy planning and approval of leave requests
  • Store annual leave allowance and carried over leave for each staff member
  • Single screen for each user that shows their booked leave, leave taken and remaining
  • Reporting to display status of leave for all users across the organisation
  • Bulk transfer of leave allowance and carried over leave from one year to the next

View add annual leave screen example.

Approvals of Timesheet Entries

  • When an event (working or leave) is entererd it can go for approval to team leaders/managers or system administrators
  • Emailing of approval request when approval request is made or approval given
  • Approvers get a dashboard of all pending approvals so events can easily be approved
  • Time sheet lockdown - staff timesheets can be locked down for change after a period eg a week, a month, or a previous flexi period.  This ensures they cannot change historic time
  • Approval requests can be sent to either named individuals, system administrators or managers/team leaders

View example approval screen.

Timesheet Calendar View

  • Employee timesheet is the central home page of the system
  • Timesheet displays all events in a calendar view, showing totals worked for each day and week
  • Flexi time balance displayed at all time, showing surplus or deficit
  • Clickable calendar to easily add events, working item or leave
  • Visibility of flexi time policy from timesheet so users know the rules
  • Running total of today's time recorded throughout the day
  • Timesheet can be viewed by monthly, 4 weekly or weekly view
  • Managers can see the timesheets of their team members

View timesheet screen shot.

Flexi Time Balance Calculations

  • Ongoing flexi time balance calculation updated daily or whenever timesheet entries are made
  • Balance for all users displayed in graphical bar, showing surplus (green) or deficit (red)
  • Insufficient lunch deductions - automatic deductions to balances made when user does not take sufficient lunch breaks
  • Maximum carry over surplus - maximum allowable carry over over surplus at end of flexi accounting period - automatic deductions made if surplus is exceeded
  • Team balance statuses - ability for managers to see the flexi balance of all team members in a single view

Configure Your Flexi Time Policies

  • Flexi time templates enable you to configure your corporate flexi policy
  • Set normal daily hours eg 7hrs, 7hrs 30 etc
  • Accounting periods such as monthly, 4 weekly, weekly, 3 monthly and more
  • Set maximum surplus and deficits eg 15 hours surplus, 7hrs deficit
  • Set core hours, such as earliest start and end times, lunch hours, and latest start and earliest end times
  • Enforce minimum break time/ lunch times.  Time sheet deductions are made if minimum break times are not met
  • Prevent users from recording time outside core hours if required
  • Unlimited flexi templates for your different working patterns, such as full and part time workers
  • Reporting on breaches made to flexi time rules

View flexi time template configuration screen 1, and screen 2.

TOIL and Overtime

  • Record Overtime worked, with approval required
  • Record Time Off In Lieu (TOIL) banked and TOIL taken
  • Configure the system to record any type of time recording event, from study leave, meetings and other events

 

Team Planning & Leave Planning

  • Manager's can see timesheets of all staff in their team, and also view their flexi balance calcualtions and sign in times
  • All users can see a leave calendar of the whole team, to enable easy planning of time off
  • Managers and system administrators can run reports across the organisation or restricted to just their team
  • Events can be entered for the team or organisation at once, rather than just individuals - good for entering national holidays, or staff events

View leave planner screen and team view screen.

Mobile Smartphone Access

  • Slimmed down version of web application which displays well on mobile smart phones
  • Mobile version displays timesheet of a user's recorded events
  • It allows events such as working time, annual leave, sickness and all other events to be entered
  • Displays a current flexi time balance for the user
  • Allows the user to click on the Start Work and Stop Work buttons
  • Can be limited to only be accessible when the mobile smartphone is on your work's wifi network (this blocking access from outside work)
  • The mobile version is not an app in the app stores, rather a simplified version of the web application - no installs necessary

View mobile view screen.

 Security & Permissions

  • Configurable security with different roles eg normal users, team leaders/managers and system administrators
  • Managers have access to all timesheet data for their team members
  • Granular permissions to restrict how users can edit their timesheets eg approvals required, no approvals required
  • Restrict users so they can only enter working events through the Start Work and Stop Work buttons - ensures accuracy of recordings
  • Only allow access to the system from your workplace if necessary

 

Reporting

  • A range of different reports available which can be exported to Excel
  • Users can run reports on themselves, managers can run reports on their teams, system administrators can run reports across the organisation
  • Run reports on staff flei time status and balances
  • Calculate flexi balances on dates in the past
  • Run totals reports on annual leave, sickness etc for analysis
  • Flexi rules breaches reports, such as users who are starting too late or finishing too early
  • Raw data export reports - export raw event data such as working time recorded for calculating hours for pay

Setup and Administration

  • Quick and easy setup - Flex Planner staff can do all the setup required, such as flexi time policies, users, team, approcals setup and more
  • Once setup you can do the administration of users, flexi time templates etc yourself, or come back to us to assist
  • System admin roles have full access to configure all parts of the system
  • Technical support and help provided by email or phone

Other Features

  • API - the system has an api you can program against in order to automate you internal processes

What the system doesn't do

Just for clarity here are some of the things the system doesn't currently do:

  • It doesn't allow the recording of time against projects/clients or project codes
  • It doesn't calculate time for payment of staff within the system itself.  However this could be done by exporting staff working time data and performing calculations in Excel or other external system
  • It doesn't allow the creation of shift patterns which change on a frequent basis eg weekly etc.  It is more aimed at staff who have reasonably consistent working hours each week.  It does support a wide range of working hours templates however
  • The system doesn't currently have an Apple Appstore or Google Play app.  However we provide a mobile specific view of the system that works well on smart phones.  Smartphone apps are currently in development.