Time – Summary and Monthly Overview

Under Staff ▸ Time there are four views. Reported time is where you review and approve. Summary and Monthly overview are the two you use when someone asks "how many hours was it?" – and they answer different questions.

Which view answers which question

All four live under Staff ▸ Time and share the same underlying time entries. The only difference is how they are summed and for whom.

Summary – the whole team, one month

Staff ▸ Time ▸ Summary gives one row per employee with worked time for the entire month:

• Name
• Personal identity number
• Worked time in decimal hours (78.10 hrs – not 78h 06min)

At the bottom are the number of staff and the total. Page between months with the arrows.

Only people with time in the month are listed – someone who did not work takes up no space.

Print produces a print-adapted A4 page. That is the most common use: a document to hand to your accounting adviser or file away.

Decimal hours are deliberate: it is the format payroll systems and accounting work in. 78.10 hrs therefore means 78 hours and 6 minutes, not 78 hours and 10 minutes.

The view shows worked time, not cost. To see what the hours cost, go to Payroll.

Monthly overview – one person, day by day

Staff ▸ Time ▸ Monthly overview shows a single employee at a time, one row per day of the month:

• Date – weekends in red
• Scheduled time – the shift times, for example 11:00–14:00 + 17:00–22:00 for a split shift
• Worked time – actual worked time with the break deducted
• Absence – holiday, sick leave, care of child and so on

At the bottom, scheduled and worked time are summed for the whole month.

Pick the person from the list or page with the arrows. Former employees are listed last and marked "(ended)" – their final month can therefore still be looked up after the employment ended.

The same view also sits on the staff card, then locked to that one person. It is the one you open when an employee questions their pay – you can walk through the month day by day together and see where the schedule and reality diverged.

Split shifts are shown as a span with a plus sign, so a lunch and a dinner on the same day do not look like one long shift.

What counts – and what does not

Both views count the employee worked time. That means the following are not included:

• Guest shifts – someone without employment who stepped in. The shift appears in the staff register, as the law requires, but it is not the employee time.
• Voided shifts
• Rejected entries

Entries merely waiting for approval are counted – a time entry not yet approved is not thereby unworked.

This is the same rule Payroll and Tips use. If you get different figures between Summary and Payroll, it is therefore not because of which view you are looking at.

Why does Scheduled time show a dash?

Only published shifts count as scheduled time. If the month shifts are still drafts you get an amber notice at the top: "N shifts in the month are not published and therefore not counted here. Publish the schedule to include them."

Without that notice a row of drafts would look as if the person was never booked at all.

When something goes wrong

If the read fails, both views show an error, not an empty month: "This does NOT mean nobody worked – we do not know what hours exist." With a button to try again.

That matters precisely because Summary is printed with identity numbers. A silent failure would produce a sheet that looks complete but is missing rows.