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Version: 5.7

FAQ

Below you will find a collection of frequently asked questions and their corresponding answers to assist you in case of any uncertainties. This section is reviewed regularly and updated as needed to ensure the information remains current and relevant.

What is the difference between archiving and deleting an employee?​

In TimePunch, there are several ways to handle data from former employees: Archive, Terminate, or Delete. The Archive and Delete options have different effects on the availability and integrity of employee data.

Employee archiving:

  • Data retention: When archiving, all employee data is preserved. This allows you to access historical working time data, project assignments, and other relevant information even after the employee has left the company.
  • Access rights: Archived employees usually lose their access to the system. However, their data remains visible and accessible to administrators or authorized users.
  • Recovery: If the employee returns to the company or their data is needed again, the archive can usually be reactivated, restoring access to the data.

Employee delete:

  • Deleting an employee results in the complete and irrevocable removal of all associated data from the system. This includes work time records, project participation, and other personal information.

TimePunch offers the option to delete historical employee data. According to current legislation, work time data must be retained for 6 or 10 years. To do this, go to the GDPR - Data deletion page.

What is the difference between time entries and daily working time?​

  • Daily working time is the total of all individual entries for a day.
  • Time entries are the individual time entries that are used to calculate the daily working time.

Conclusion: Time entries provide a detailed view of the working time, while the daily working time only shows the total result.

Will the reduced times remain in TimePunch?​

Reduced times are retained in TimePunch to ensure complete documentation of working hours, absences, and corrections. This helps track errors, create reports, and ensure that payroll is accurate. It is important to review these shortened times regularly to ensure that all adjustments are recorded correctly and can be traced. More on this topic here: Working hour window model

Is it possible to automatically create/record time entries?​

TimePunch offers flexible options for automatically recording work hours. This can be done using software features like the Watcher, integrating hardware such as RFID terminals, or setting up recurring entries for repeated time periods. The best method depends on your company’s specific needs and setup.

Can the month-end closing be reversed?​

The recommended way to reverse a month-end closing is to roll it back to the previous month. For example, if you need to make changes to entries in February, simply set the month-end closing date back to the end of January. This will allow you to edit February again. There's no need to use the "Unlock all" option in the month-end closing dialog to open all months. Use this option with caution, as it can compromise the integrity of already closed periods.

Employee was created, holidays were forgotten​

If employees were created before holidays were added in the Holiday Editor, you can still assign the holidays later. To do this, go to the employee’s profile, open the Basic data tab, and update the Public holiday calculation section.

Can I set up shift rotations for employees?​

It is possible to create multiple working time models for the same employee. However, the system currently does not support automatically alternating between these models.

Why is a created employee not displayed?​

If a newly created employee doesn’t appear in TimePunch’s time tracking, there could be several possible reasons. Here are a few steps you can take to identify and resolve the issue:

  1. Check the employee profile

    • Activity status:
      Make sure the employee is marked as active. In the employee overview, you can use the Show active employee profiles switch to display only active profiles.
    • Start date:
      Verify the start date listed in the employee’s profile. If the start date is in the future, the employee may not yet be included in time tracking.
    • Group membership:
      Ensure the employee is assigned to the correct group, department, or branch. Group membership determines which managers approve absence requests and can affect visibility in time tracking.

  2. Check authorizations and roles

    • User rights:
      Confirm that the logged-in user has the necessary permissions to view the employee in time tracking. A user's role (e.g., team leader, department head) may affect their visibility of employees.

  3. Check time tracking settings

    • Time tracking mode:
      Ensure the correct time tracking mode is set for the employee (e.g., TimePunch Watcher, Terminal, Online). An incorrectly configured mode can prevent the employee from appearing in time tracking.
    • Project assignment:
      Check that the employee is assigned to a project. Without a project assignment, time tracking cannot be started properly.

  4. Technical checks

    • Software version:
      Ensure you are using the latest version of TimePunch. Outdated versions may cause display issues.
    • Restart the system:
      Sometimes, restarting your system or the TimePunch application is necessary for new employees to appear correctly.

  5. Contact support
    If the employee still does not appear after completing these steps, please contact TimePunch support for further assistance.