Time Tracking - Simple & Easy to Integrate
TimeGuru Time Tracking streamlines the management of working hours, salary supplements, and vacation/leave. We offer English phone and email support and our solution is integrated with Microsoft 365, Google, and leading payroll and accounting systems. Additional modules for projects, clients, invoices, and more can be added.
Key features
- User-Friendly Time Tracking: Efficiently manage time tracking and vacation/leave across PC, tablet, and mobile devices.
- Vacation Management: Includes manager approval, vacation plans, and calendar integration.
- Comprehensive Payroll Integration: Handles flextime, overtime, mileage, expenses, and salary supplements.
- Flexible Setup: No time limit or credit card required. Simply choose your setup and click “Create system” to get started. Log in with your preferred user type and have your new system ready in seconds. Customize the system easily after setup.
Guided Assistance
Refer to our “Getting Started with Time Tracking” guide for a quick overview of how simple it is for an employee to use TimeGuru.
Create a system now
No time limit & No credit card required.
- Choose your setup, and click “Create system” above.
- Log in with your preferred login option , and have your new system ready in seconds.
- You will be taken directly to your worksheet, where you can begin your time tracking.
Need help or have questions? Call: +45 71 74 11 15 or email: info@timeguru.dk
Additional features in the time tracking module
- 11-Hour Rule Monitoring: Provides user and manager notifications.
- Punch Clock: For clocking in/out time tracking for selected employee groups.
- Hour Bank: Facilitates saving, payout, and time off.
- Automated Calculations: Includes salary supplements and overtime.
- Client and Project Management: Includes invoicing and subscription options.
- Multilingual Support: Accommodates multiple languages and vacation/leave rules across the EU.
- Job Descriptions and Files: Accessible during time tracking.
Your colleagues will quickly learn to use TimeGuru time tracking, giving you a full overview of your company’s employees and activities.
Read below if you want to immerse yourself further into our system, or contact us for an online walkthrough meeting.
You can also choose to start using TimeGuru right away. (Click on the getting started above)
Why use time tracking?
Internal Use: Time tracking is primarily used to manage vacation, leave, flextime, and payroll with minimal inconvenience. It also assists companies in planning, documenting, and re-invoicing time spent for clients. Internally, it offers greater insight into resource utilization, ensuring transparent efficiency across departments, clients, projects, and employee groups. It also serves as a crucial information source for continuous process optimization and accurate documentation of earned/spent vacation and leave.
External Use: Companies use time tracking to document and re-invoice time spent for clients through monthly invoicing, fixed prices, or project work.
General Benefits: Whether for internal time tracking, client and project registration, or both, TimeGuru provides the most efficient and cost-effective solution.
Resource Management: All companies need to manage working hours, vacation/leave, and possibly flextime. Time tracking provides valuable insights into the use of resources within departments and across the organization. With planning and budgeting, actual usage can be compared across the company’s units.
Internal Tracking Benefits with TimeGuru
TimeGuru offers a comprehensive suite of features to enhance internal tracking and project management.
- Automatic Flextime Calculation: Flextime balances are always visible to employees.
- Automatic Vacation Calculation: Seamlessly manage earned and spent vacation time.
- One-Click Break Deduction: Easily deduct breaks during time tracking.
- Live Work Time Reports: Access real-time work time reports.
- Internal Project Management: Efficiently plan, track time, and follow-up on internal projects.
- Resource Consumption Insight: Gain deeper insight into the company’s resource usage.
- Continuous Budget Optimization: Optimize budgets and planning on an ongoing basis.
Client and project tracking for invoicing
For companies billing by the hour, managing time tracking, mileage, and expenses is essential. This is also crucial for fixed-price projects, as increased usage can lower earnings. Time tracking for client work is advantageous regardless of billing method (hourly or fixed rate).
Benefits of Client and Project Tracking with TimeGuru:
- Eliminate Excel Sheets: Transition to TimeGuru’s project and client management.
- Easy Registration and Invoicing: Track and invoice time, mileage, and expenses efficiently.
- Separate Accounting: Maintain separate records for billable time, not affecting work time and flextime balances.
- Detailed Expense Documentation: Keep comprehensive records of expenses.
- Invoice Integration: Automatically integrate invoices with leading accounting systems.
- Revenue and Earnings Overview: Get a clear view of revenue and earnings from clients, projects, departments, and activities.
- Planned vs. Actual Usage: Continuously evaluate and optimize based on planned and actual usage.
Worksheet Features
The worksheet can be used for time tracking, automatically calculated salary supplements, mileage, and expense reimbursements, including photo documentation. Customize your setup to include customers and projects, if needed, for invoicing purposes.
Personal Default Options
Save time by setting personal default options in the worksheet. For example, pre-fill working hours and tasks for new time registrations.
Walkthrough
We have divided the walkthrough into the following sections:
- Time Tracking and Salary Supplements: Easily track work hours and vacation/leave via the worksheet. Customize as needed and enjoy features like start/end time registration, automatic lunch break deduction, and copy/paste previous registrations.
- Mileage and Expense Reimbursements: Record mileage and expenses via the worksheet alongside time tracking.
- Worksheet Customization: Customize the worksheet for time tracking through Settings > System Settings, Tab 3. Activate elements like client, project, task, activity, and set validation rules.
- Pricing Setup
- Reports
Time Tracking Highlights:
- Weekly Overview: Accessible on mobile, tablet, and PC.
- Flexible Registration: Use start/end time or work hours.
- Automatic Lunch Break Deduction.
- Simple or Advanced Setup: Tailor the setup to your needs.
- Copy/Paste Registrations: Save time with previous entries.
- Updated Flextime Balance: Always visible to employees.
- Vacation Integration: Automatically included in the flextime balance.
- Comprehensive Activity Overview: Track time and finances on activities, projects, and customers.
- Billable Hours Division: Separate working hours and billable hours.
- Personal Default Options: Customize arrival/departure times and breaks.
Mileage and Expenses:
Easily record mileage and expenses via the worksheet, in the same place as your time tracking. Read more about mileage and expenses here.
Worksheet Customization:
Customize your worksheet for time tracking through the menu Settings > System Settings, Tab 3. Activate elements like client, project, task, activity, and set validation rules.
Pricing Setup
To attach cost and sales prices to your time tracking, you can use Cost Elements. Each cost element contains the following fields:
- Name
- Cost Price
- Sales Price
- Valid From Date
Typically, price elements are attached to activities. Upon registration, the chosen activity will reflect the underlying cost and sales price. These prices are utilized in budgeting/planning, reporting, and invoicing. The system can link cost elements to:
- Activities (Standard): For different types of work such as “Bookkeeping,” “Audit,” and “Trainee Hours.”
- Projects: If specific prices are needed per project/task, price elements are attached to the project.
- Employees: For internal financial management based on employee types.
All prices in TimeGuru are managed via price elements, which is advantageous for price adjustments. Simply add a new line with cost price, sales price, and applicable from date to the price element. The system will automatically apply the new prices on the selected date.
Reports
All time tracking, expenses, salary supplements, and mileage can be extracted into reports and exported to Excel for further data analysis. Reports offer flexibility, allowing you to set up filters, columns, grouping, and sorting. The system remembers your last report setup, and you can also save reports as PDFs for printing or attachments.
TimeGuru reports are extremely flexible:
- Set up filters, columns, grouping, and sorting.
- Create report templates to save different report configurations.
- Extract data within a selected period, with options for filtering, grouping, and sorting.
This customization means you will rarely need Excel or similar tools for data modeling.
See more about reports under “Getting started”.
Conclusion
This concludes the time tracking overview. For further details, read our overview on the vacation module.
Benefits of a Simple Approach to Time Tracking:
- Error Minimization: Reducing complexity minimizes errors, making it easier for employees and employers to comply with procedures.
- Enhanced Productivity: Simplifying processes increases employee functionality and satisfaction, enhancing productivity.
- Time-Saving: Less training is required, saving valuable time and resources.
- Accurate Data: Simplified data tracking and analysis leads to more accurate and usable data.
- Efficient Workflow: Automatic calculation of overtime and salary supplements ensures a smooth workflow.
Legal Requirements for Employee Time Tracking in 2024
Starting July 1, 2024, companies within the EU must implement systems for tracking employees’ working hours due to new legislation. This legislation requires companies to comply with working time regulations, including limits on working hours and mandatory rest periods. Non-compliance can result in fines and other legal consequences. A TimeGuru solution ensures compliance with these requirements.
Mobile Time Tracking
Mobile time tracking allows time recording regardless of time and place, ideal for remote and field workers. Our platform offers an intuitive and user-friendly mobile solution accessible from the home screen on most smartphones. This feature:
- Improves workflow and structure by enabling real-time time recording.
- Ensures data security with protected and confidential records.
- Integrates with other systems for a cohesive technological infrastructure.
Benefits of Mobile Time Tracking:
- Eliminate Manual Work Slips: Gain access to detailed and accurate data on working hours.
- Quick and Efficient Registrations: Employees can register working hours, mileage, and expenses from their mobile phones.
- Personal Standard Choices: Set up personal standard choices for faster daily registrations.
Eliminate work slips with mobile time tracking
Mobile time tracking makes it easy to register working hours regardless of time and place, ideal for both remote and field workers. Our platform offers an intuitive and user-friendly mobile solution that can be accessed directly from the home screen on most smartphones. This improves workflow and structure by allowing employees to record time in real-time, wherever they are. Integration with other systems ensures a cohesive technological infrastructure, while our focus on data security guarantees that all records are protected and confidential. With mobile time tracking, you eliminate manual work slips while gaining access to detailed and accurate data on working hours.
By using mobile time tracking, your employees can quickly and efficiently register their working hours, mileage, and expenses directly from their mobile phones. This reduces the risk of errors and ensures that all records are correctly saved and easily accessible by both employees and managers. With TimeGuru’s mobile solution, you can also set up personal standard choices, making daily registrations even faster. This ensures a smoother and more productive workday, where all data is collected in one place, and manual administration is minimized.
Is time registration mandatory?
On 1 July 2024, it became a requirement that all employers have a time registration system where employees record their working time.
What is Time Tracking?
Time registration is a process where employees record their working hours, including start and end times as well as any breaks. It is typically done to ensure compliance with working time regulations and to maintain accurate payroll processing.
Who is required to participate in time registration?
The new rules for tracking employees’ working hours require all businesses to implement a time-tracking system or software where employees can track their work hours.
Has a law on time registration been enacted?
Yes. As of 1 July 2024, the EU’s law regarding mandatory time tracking of employees’ working hours was enforced.