FAQ
Below you will find a compilation of frequently asked questions and answers to help you with any uncertainties you may have. The questions and answers in this section are continuously reviewed and supplemented as necessary.
Transaction data
What is the difference between individual entries and daily working hours?
- Daily working time is the sum of all individual entries for a day.
- Individual entries are the individual time entries that are included in the calculation of daily working time.
Conclusion: Individual entries provide a detailed view of working time, while daily working time only shows the total result.
Is it possible to create or record time entries automatically?
The ‘Create daily entries’ button can be used to automatically record full-day entries – e.g. holiday or sick leave – over a longer period of time. The ‘Create series entry’ button, on the other hand, offers the option of automatically creating time entries with start and end times.
An example of this is attendance at vocational school, which can be created for every Monday and Tuesday from 8:00 a.m. to 12:00 p.m., for example.
Can the month-end closing be reversed?
The recommended method for reversing a month-end closing is to set the month-end closing to the previous month. For example, if you want to edit February, the month-end closing must be reset to January. This will release February for editing again.
It is not necessary to use the ‘Unlock All’ option in the ‘Monthly Closing’ dialogue box to unlock all months. This function should only be used with caution.
How can I print a log of changes to time entries?
TimePunch does not offer a direct function for printing the change history in the user interface. Alternatively, automated email notifications for changes to time entries can be configured in the Settings.
This function informs defined recipients about changes, enabling ongoing monitoring of the change history.
How can I view the total monthly hours for a branch, department or team?
A pivot table can be used for individual and uncomplicated evaluation of monthly or daily working hours. Pivot tables can be created on almost any page that displays tabular data.
What happens if the employee forgets to clock out?
If employees forget to clock out, TimePunch automatically closes the open time entry after 16 hours. The working time is limited to the target time for the day in question, as specified in the working time model.
Master data – employees
What is the difference between archiving and deleting an employee?
When an employee is archived, their times remain accessible and evaluable in TimePunch Management.
GDPR-compliant data deletion, on the other hand, leads to the complete and irrevocable removal of all associated data from the system. This includes working time records, project participation and other personal information.
How do I set an active employee to inactive?
Employees can be set to inactive using the ‘Terminate’ button. Termination can also be done proactively for the future. To do this, a termination date can be set in the dialogue box.
Until this date, employees remain active and can continue to use the time tracking system.
Employees have been created, but public holidays have been forgotten
If an employee was created before the public holidays were entered in the public holiday editor, the public holidays can be added retrospectively in the corresponding employee profile in the ‘Basic data’ → ‘Public holiday calculation’ tab.
If time entries already exist, the settings for the current year must also be adjusted under ‘Movement data → Annual leave and sickness’.
Can I store alternating shifts for employees?
For rotating shifts, it is recommended to define the entire working week as working time and to manually set the days off (e.g. every second Friday) to non-working.
This can also be done over longer periods of time using the ‘Create daily entries’ function.
Why are created employees not displayed?
If newly created employees are not displayed in TimePunch's time tracking, they have probably not yet been initialised.
Employees can be added to the system using the ‘Initialise/Onboard’ button.
How can I manage employees without time tracking but with holiday?
To prevent employees from going into the red with their flexitime account due to missing working time entries, a separate working time model with five weekdays (Monday to Friday) but without target time/working time should be created for these individuals.
How can I update the holiday calculation?
For the current year, the holiday calculation can be changed using the pencil icon on the ‘Annual holiday and sickness’ page. For subsequent years that are not yet displayed, the adjustment is made via the settings in the employee profile.
How can I restrict the flexitime account?
In TimePunch, the flexitime account can be restricted by minimum and maximum limits. The settings for this can be found under [Working time regulation](../TimePunch%20Management/Stammdaten/employees?_highlight=gleitzeitkonto#upper limit for overtime)
Master data – Projects
How can deleted projects be restored?
To restore deleted projects, go to Master data → Projects and set the ‘Life cycle’ drop-down menu to “Deleted”. You can then select the deleted projects and restore them using the ‘Activate’ button.
Note: This function is only available to administrators and project managers.
How do I set up project assistance?
To define project assistance, the access rule ‘Project can only be booked by selected employees’ must first be activated in the project. The desired employees can then be approved for the project.
In this step, you can also activate the ‘Assistant’ checkbox to define the project assistant.
Cutter
How are shortened times retained in TimePunch?
To ensure that shortened times are retained in TimePunch, the ‘Shortened times are retained’ option must be activated.
Calendar
How do I add holiday to a calendar?
Once an absence request has been approved, the applicant receives a confirmation email. This contains an attached .ics file that can be imported directly into the Outlook calendar.
Settings
How can the time format be changed from 24-hour to 12-hour (am/pm)?
The time format is set implicitly via the language setting in TimePunch. If a language is selected that uses the 12-hour format (am/pm), this is automatically adopted.
In which languages is TimePunch available?
TimePunch is currently available in German, English and French.