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 working hours including supplements. Approved, paid vacation days are additionally included as their own row per working day (marked "Urlaub" in the Info column) — the file can go straight to your tax office or payroll system without adding vacation separately.

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.

Starting a timer from a shift or a task

Instead of opening the stopwatch and setting the link by hand, start tracking where the work is:

• An event's shift plan (Schichten tab): the Zeit starten button on a shift row books your own time onto that shift and the event.
• Tasks (overview, and an event's task tab): the button starts tracking for exactly that task. If it belongs to an event, the time counts towards that event too.
• Employee portal: the same buttons in the shift list and in Deine Aufgaben. For shifts the check-in window still applies (from 60 minutes before the start until the shift ends) — outside it, no button is shown.

Only one timer can run at a time. If one is already running you get a notice instead of a second entry. The task title then appears in your time list underneath the event.

Picking an event in the stopwatch

If you are inside an event, it is already selected when you open the stopwatch — as a suggestion you can change or clear. A timer that is already running keeps its own event.

When tracking outside an event, you pick it yourself. Both the Event and the Aufgabe / Schicht (task / shift) field have a search box:

• With nothing typed, the next upcoming events come first, followed by the most recent ones. Each name carries its date so events with the same name stay distinguishable.
• Type a name and the whole workspace is searched — including events far in the past or well into the future.
• The choice is optional: without an event the time is recorded unassigned and can be attributed later via Bearbeiten (edit).

Pick an event first and the Aufgabe / Schicht field narrows down to that event's shifts.

Billing tracked time

Approved working hours can be passed straight through to the customer as an invoice line item — useful for projects billed by actual effort instead of a flat fee.

1. Set the sale rate on the team member's wage product (the "Verkauf an Kunden" field when creating it, later on the product) — this rate is independent of payroll and only determines what's billed to the customer.
2. Approve the time entry in the Time Approvals tab as usual, via Genehmigen. If a specific entry shouldn't be billed despite being approved, additionally enable the Nicht abrechenbar ("not billable") checkbox on that row.
3. Open a draft invoice on the relevant event and click Positionen übernehmen ("adopt positions") in the document editor.
4. Expand the Erfasste Zeiten ("tracked time") section. Every approved, billable time entry appears here with staff member, period, net hours, and the resulting amount.
5. Use the Mitarbeiter ausweisen ("itemize by staff member") toggle to decide whether the invoice line shows names (on) or forms one combined "Arbeitszeit" line without names (default).
6. Select the entries you want and click … übernehmen (… Std.) — Univents automatically creates invoice line items from them.

This path only works on draft invoices (not quotes, delivery notes, or credit notes) and requires the Personal plan add-on. If you delete the resulting line item or void the invoice, the affected time entries automatically become available for adoption again.

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.

Can helpers without their own login also log time manually, or only with the stopwatch? Both. Manual entry (event, task/shift, start, end, break, notes) is available to full team members with a login as well as to helpers working through a portal link without one — entries from either path land in the Time Approvals tab for review the same way.