Time Tracking & Leave Management

The Staff area brings together everything related to working hours and absences: team members submit their times, you as a manager review, correct, and approve them — and at the end of the month you export the data directly for payroll processing.

Viewing and exporting time entries

Open Staff in the main menu and select the Time Tracking tab. The table shows all recorded entries with date, start, end, break, net working time, supplements (weekend, public holiday, night) and current status.

To save the list as a file:

1. Click CSV exportieren in the top right — the file zeiterfassung.csv downloads immediately.
2. For payroll, use the Lohnexport: select the desired month from the dropdown next to the Lohnexport label and click Herunterladen. The CSV file contains all approved hours including supplements and can be sent directly to your tax office or payroll system.

Approving or declining time entries

Submitted times appear in the Time Approvals tab. At the top you can see how many entries are still pending.

1. Find the relevant entry in the Ausstehende Zeitgenehmigungen table.
2. Click Genehmigen to approve the entry — the status changes to Bestätigt.
3. Click Ablehnen, optionally enter a reason in the input field, and confirm with Bestätigen — the status changes to Abgelehnt.

Already-decided entries appear below in the Zuletzt bearbeitet section.

Checking the time balance

Directly below the time tracking table (in the Time Tracking tab), the Zeitsaldo section shows a monthly breakdown per team member:

• Soll — contracted hours scaled to the working days of the month
• Ist — sum of all approved net hours
• Saldo — difference: positive (green) or negative (red)

Staff members without contracted hours on file will not appear here. Enter weekly hours in their profile under Mitarbeiter in the h / Woche field so the balance can be calculated.

Managing leave requests

Switch to the Urlaubsanfragen tab. All requested, approved, and declined absences are listed here.

To add leave manually (for example, when a team member notifies you in person):

1. Click Urlaub anlegen.
2. In the Mitarbeiter field, select the relevant person.
3. Enter the Von and Bis dates.
4. Optional: add a Grund (reason).
5. Click Urlaub anlegen — the request is immediately treated as approved.

For submitted requests: use Genehmigen or Ablehnen directly in the row. Approved leave is highlighted in colour on the shift plan so you can spot conflicts at a glance.

Configuring break rules

Under Einstellungen > Arbeitszeit you define whether and how breaks are automatically applied.

1. Enable the Pausenregeln aktiv toggle to switch on the automatic logic.
2. Optionally load a template via the Vorlage laden dropdown (e.g. Deutschland (ArbZG)) as a starting point — all values remain editable afterwards.
3. Under Pausen nach Schichtlänge you define rules: after how many working hours should at least how much break be deducted? Click Regel hinzufügen, then enter values in the Ab Arbeitszeit (Std) and Pause (Min) fields.
4. Under Ruhezeit zwischen Schichten you can set a minimum rest period — if an entry falls below this threshold, a warning appears.
5. Optionally enter a maximum value under Maximale Arbeitszeit pro Eintrag (Std).
6. Click Speichern.

Frequently asked questions

A team member isn't showing up in the time balance. Check whether their profile (in the Mitarbeiter tab) has a value entered in the h / Woche field. Without contracted hours, no target can be calculated.

Where do I correct a wrong time entry? Time entries are shown in the Time Approvals tab. Entries with the status Eingereicht can be sent back via Ablehnen; the team member can then correct and resubmit them.

Are approved leave days shown on the shift plan? Yes — in the Schichtplan tab, approved absences are colour-coded so you can immediately spot gaps when planning.

The break rule template doesn't quite fit. Load a template as a starting point via Vorlage laden and then adjust each value manually. The note below the settings is a reminder that templates are not a substitute for legal advice.