Time tracking

Employees can track their working hours directly through the mobile app. They can log all working hours and absences and assign work hours to specific appointments.

Office users can also enter working hours and absences for all employees via the web version and edit existing entries. Additionally, the account owner can set the required working hours for employees in their profiles within the web version and export recorded working hours. All changes are tracked for transparency.

All employees can record their work hours using the mobile app. A dedicated “Time Tracking” tab is available at the bottom of the app next to appointments. By selecting this tab, you can either start the stopwatch at the beginning of your workday or manually enter work hours and absences.

As soon as you start the stopwatch, the app will start tracking your working hours. You can also record breaks: click on the break symbol ( ⏸ ) and the duration of the break will be recorded until you resume work ( ▶️ ).

To end the time tracking, click on the stop icon ( ⏹ ). The entry will automatically appear in the overall overview after completing the appointment, which employees can use to log the hours they've worked.

Time entries are automatically stopped at midnight. If, for example, you have been called out for an emergency job, you can simply start a new time entry for the next day.

Alternatively, you can also enter times directly under “Enter working time”, add a description and link the working time to an appointment. In the browser version, you can then later check how many working hours were spent on an appointment or project.

Open the mobile app and go to the Time Tracking section. Here, you can view your recorded hours for the current week, as well as past and upcoming weeks.

Your work hour balance is also displayed, so you can keep track of overtime and deficits at any time.
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In the mobile overview, you can view, edit, or delete all time entries. You can change the date, start and end times, and break durations, and add descriptions (e.g., travel time, type of work, or important notes for the office). Additionally, you can assign time entries to specific appointments. The overview also displays the total hours worked, giving you a quick view of overtime and deficits.

You can also edit previously recorded times later. However, note that these changes are documented and will be visible in the web version, including in the exported time reports.

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Employees can log as many time entries as needed each day and assign them to different appointments. Multiple entries can also be linked to the same appointment.

You can also start time tracking directly from an appointment to accurately track how much time was spent on that specific task.

To do this, open an appointment and tap the stopwatch icon. You can then either start the stopwatch immediately or manually enter your work hours.

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Time entries do not automatically appear on the work report. However, you can transfer the stopwatch-recorded time from the app directly to the Services section within an appointment.
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Under the Work Time tab in the Services section, the recorded time will appear as a suggestion. You can confirm it with one click, edit it, and add a title if necessary.
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Enter any absences directly via time tracking. Select “Enter absence”, then select a reason (personal holiday, public holiday, education, illness, other), set the date, enter the time and save the entry. This is immediately synched to the web version.

For multi-day absences, total hours are calculated based on the employee's personal work schedule and added to the time balance. The work schedule must be configured in the web version within the employee’s profile.

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In the ToolTime web version, office users can manage working hours and absences for all employees. Work hours for specific time periods can be displayed and edited. Additionally, time records and absences can be filtered and sorted by period, employee, or project.

All recorded working hours can be exported as a CSV or Excel file.

In each employee’s profile, the account owner can define required working hours (contracted working time). This serves as the basis for calculating overtime or deficits.

To do this, navigate to the employee’s profile under the Employee Management section. Ensure that “Required Working Hours” are enabled via the toggle switch. Then, check the regular working days for the employee and specify their standard working hours, including break durations.
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All employee absences can be viewed and edited in the web version. The List View displays all absences along with dates and reasons. Absences are also shown in the calendar.

If an employee is assigned an appointment while being absent, a conflict warning will be displayed.

Important: Any changes made to time entries in the web version are visible to employees in the app and will be included in the exported time reports.

The balance of expected vs. actual working hours over a selected time period can be viewed under the Time Accounts section. Overtime and deficits are calculated based on the Required Working Hours settings from the employee’s profile.

All entries from the Time Account tab can be exported as .xlsx or .csv files.
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As mentioned earlier, all time records from the Time Entries and Time Account sections can be exported as Excel or .csv files based on the selected filters.

Additionally, under the Data Export tab, you can generate a report containing all time entries, including any modifications, over a specified period.
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