Time Tracking – Review and Approve Work Hours

Reported time is the workspace between the time clock and payroll. Here you see what staff actually punched, how it compares to the schedule, and here you approve the hours before they become pay.

Open Time

Go to Personal › Tider. The tab has five views: Rapporterad tid, Summering, Månadsöversikt, Arbetstidsanteckningar and Personalliggare. This article covers the first one, which is where you land. The working time records are described in Working Time Records and the Legal Overtime Caps.

In the row under the sub-tabs you choose:

• The period on the left – the arrows page backwards and forwards, Idag takes you back, and Vecka or Månad sets the length. The period follows you when you switch to Summering, Månadsöversikt, Arbetstidsanteckningar or Personalliggare.
• Dag för dag (day by day) or Per person – how the list is ordered, see below. Day by day is the default, and Time remembers your choice.
• Enkel or Detaljerad (only in Per person) – Detailed also shows scheduled times plus clock-in and clock-out per day.

On the far right are Efterregistrera pass (register a missing shift) and Registrera frånvaro (register absence). In both you pick the person and the day in the dialog.

Tapping Öppna tider on an item under Personal › Start opens Time directly on the right week with the right person expanded.

During the first five days of a month, Time opens the previous month if it has entries that are not approved. That way you land on the month the pay is about to be run for.

Day by day: go through yesterday

Dag för dag is the view for the daily review. The list is ordered by date with the latest day on top, marked idag (today) or igår (yesterday). Next to each date is a summary, for example 12 pass · 1 uteblev · 3 att granska (12 shifts, 1 no-show, 3 to review).

Each shift is a row with Name, Schedule, Punched, Break, Worked, Diff and Status. The punch that deviates from the shift is coloured, so a late arrival or a late clock-out stands out. The status is in plain words, for example Sen ankomst (late arrival), Tidig instämpling (early clock-in), Glömd utstämpling (forgotten clock-out), Utan schema (no schedule), Ändrad (changed), Pass 1 av 2 (shift 1 of 2) and Godkänd (approved). Only shifts that exist are shown: no empty days and no employees without shifts.

No-show: if someone had a published shift but never punched, and has no full-day absence, they get an Uteblev row with the buttons Registrera tid (register time) and Frånvaro (absence).

Tap a row to open the shift panel. It shows the schedule and the worked time, and lets you change Instämpling, Utstämpling and Rast (break), tick Rasten kunde inte tas (the break could not be taken) and write a Motivering (reason). Spara (save) follows the same rules as Rätta tider below. The panel also has Godkänn (approve), the decisions on time outside the shift, and Visa personens månad (show the person's month), which opens the monthly overview for the person.

Each day has its own Godkänn inom 10 min that only takes that day's entries, with the same rules as the bulk approval below.

Per person

Per person is the view that gathers one employee at a time, for the week or the month. Each employee is a row that expands into a day-by-day table. The summary row shows:

• Schedule – the sum of published shifts in the period
• Worked – actual worked time, with the break already deducted
• Diff – the difference against the schedule, green within 10 minutes, amber up to 30 and red beyond
• Unsocial hours – when there are any
• Status – "Approved", "N left" or "Not reported"

Above the list is the Deviations in the period card with extra hours, undertime, the number of amber and red entries and the largest deviators. If you use calculation periods they appear in their own card.

If someone has several shifts the same day – a split shift, or a guest shift next to a regular one – each time entry gets its own row so they can be handled separately.

Statuses and warning markers

A time entry has one of five statuses:

Warning markers also tell you what needs attention:

• Unscheduled – worked time with no published shift. If the shift is still in progress, you also get the item Instämplad utan pass (clocked in without a shift) in the notification bell
• Glömd utstämpling – behöver rättas (forgotten clock-out, needs fixing) – the shift has no end time
• Zero minutes – clock-in and clock-out are at the same moment. Fix the time in the shift panel (press the shift); the entry cannot be approved as it stands.
• Modified – someone adjusted the time afterwards
• Auto break – the break was deducted automatically by your break rules
• Vikariat (Substitution) – a shift marked as covering for someone else, which affects how extra hours are paid
• Rasten kunde inte tas (the break could not be taken) – the break counts as worked time and is paid, see the article Breaks and Automatic Break Deduction
• Personalmöte (staff meeting) – the shift is marked as a staff meeting, which changes the minimum paid time that day (see below)
• Absence – approved absence is shown on the day with its type, for example Sjukdom (sickness) or Semester (vacation), and with the clock times when it covers part of the day. A full absence day gives no negative difference and no Registrera button
• Helt pass stämplat under semester (full shift clocked during vacation) or Del av passet stämplat under semester (part of the shift clocked during vacation) – the person clocked in on a day of approved vacation. Both the pay for the shift and the vacation pay are paid for the day. Change the absence or the clock-in if it is wrong, see Vacation Days and Vacation Pay

Approving time

Click Godkänn on a single entry, in the shift panel in Dag för dag or on the row in Per person. The button only appears when the entry can be approved: the shift must be clocked out, have more than zero minutes of worked time, and not already be voided, guest-marked or approved.

You need Redigera schema (Edit schedule) to approve time or change a status. Corrections, manual registrations, Makulera (void) and Lägg till pass samma dag (add a shift the same day) additionally need Korrigera personalliggaren (correct the staff register), because they change the staff register.

For several at once in Dag för dag: press Godkänn inom 10 min next to the day. In Per person: tick employees, or Markera alla (select all) above the list. A bar appears at the bottom of the screen with the number selected, Godkänn inom 10 min (approve within 10 min) and Avmarkera (deselect). The button is deliberately narrow – it only approves entries within ten minutes of the schedule. A split shift is approved with both parts, a rejected entry is never approved, and a clock-in on a day with full-day absence is never included but must be reviewed. Afterwards the button tells you what was left, for example that two entries deviate by more than ten minutes, or that a shift is still in progress.

You review what deviates by more than ten minutes with Granska N avvikelser (review N deviations) above the list. Only those entries are then shown. Tick the ones you want to approve, one by one or all of them with Markera alla avvikelser (select all deviations), and press Godkänn markerade (approve selected). If there is more than one, Vendion asks first and shows the count and the three largest deviations, so you see what you are approving. If you already ticked deviations in the list, the button Granska N markerade avvikelser (review N selected deviations) takes you there with the selection kept. Visa alla (show all) takes you back to the full list.

If you choose Vecka (week) or Månad (month), Time remembers the choice next time. From the payroll run in Vendion Payroll, Gå till Tider opens the month view for the payroll month.

To undo an approval: Status › Ångra godkännande.

Most of this work can be avoided with the Godkänn tider automatiskt setting, see its own article.

Pay from the shift start: time outside the shift

With the setting Räkna lönen från passets start (count pay from the shift start) under Personal › Inställningar › Tider, pay is counted from the shift start to the shift end, even if someone clocks in earlier or out later. The setting is off by default.

The time outside the shift does not disappear. It is shown on the entry in Tider, for example 10 min före passet: väntar på beslut · betald 10:00–18:00 (10 min before the shift: awaiting decision · paid 10:00–18:00), and you decide:

• Godkänn tid utanför passet (approve time outside the shift) – the time is paid, exactly as if the setting were off
• Avvisa tid utanför passet (reject time outside the shift) – only the shift's time is paid. The rejected time gives no hourly pay, unsocial hours pay or overtime
• Ångra beslutet om tid utanför passet (undo the decision) – the time waits for a decision again

The choices are in the shift panel: press the shift and they are under Fler val (more options). If several entries in the period have time outside the shift, a box above the list shows Godkänn alla (approve all) and Avvisa alla (reject all). Every decision is logged with who made it and when.

Good to know:

• Payroll cannot be locked while any time outside the shift is awaiting a decision. The time is not paid until you approve it, but it counts as unapproved, so no worked time leaves payroll without you taking a position.
• Only time outside the shift is cut. A late clock-in or early clock-out is never extended to the shift's time. An entry without a shift is paid as it is.
• There is no margin. Even one minute before the shift becomes time to decide on. Use Godkänn alla when it is reasonable.
• If you correct the time by hand the decision lapses, and the time outside the shift waits for a decision again.
• The staff register is never changed. It always shows the actual punched times, as Skatteverket requires. Staff see both punched and paid time in the staff portal.
• You do not decide on your own shift unless you are an administrator. In a locked period no decision can be made.

Fixing a time, or registering a missing shift

Tap the shift's row, in Dag för dag or Per person, and the shift panel opens. You change Instämpling (clock-in), Utstämpling (clock-out) or both and write a Motivering (reason), which is mandatory. Spara (save) can be pressed when a time has been changed and is completely filled in and the reason is written. If the clock-out is missing, fill in when the shift actually ended; leave the field empty and the shift stays open. A punch cannot be placed in the future, a shift cannot be longer than 24 hours, and unusually long shifts must be confirmed.

The correction is written into the staff register at the same time, and the break rules are recalculated when the end time changes. That is why it requires the Correct staff register permission, not just Edit schedule. If the time was already approved and you change it, it has to be approved again.

Staff are told when you change their time. If you correct someone else's clock-in or clock-out, the person gets a push notification, Din tid har ändrats (your time has been changed), with the shift's new times and your reason. If the person has turned on email in the staff portal, the message also arrives by email. Every correction is sent, even several of the same shift. Correcting your own shift sends nothing, and a person whose employment has ended gets no message.

If a day is missing entirely – someone forgot, or the clock was offline – click Registrera tid on the Uteblev row in Dag för dag, Registrera on the day row in Per person, or Efterregistrera pass at the top. In the Registrera manuellt panel you enter start time, end time and a reason. The panel shows the shift length before you save, and unusually long shifts must be confirmed.

The shift is written both as working time and as two rows in the staff register, in the same step. The button is not shown for days that have not happened. If you open the panel with the button at the top, the day is preselected to today when today is in the period you are looking at, otherwise to a day in that period.

Reject, guest shift and void

Press the shift so the shift panel opens. Under Fler val (more options) the options are grouped in three: Lön (pay: substitution, breaks, time outside the shift and whether the person ate a staff meal), Typ av pass (type of shift: guest shift, staff meeting and Lägg till pass samma dag, add a shift the same day, for a second shift the same day) and Beslut (decision: reject, void and restore). Five of them are:

• Neka – the hours are not correct. The entry remains but is not counted in payroll.
• Markera som gästpass – the person has no employment. The shift stays visible in the staff register, as the law requires, but counts in neither payroll, tips nor the Summary.
• Makulera – the shift should be removed. This also annuls the rows in the staff register, in the same step, and requires a reason. The system tells you if any register row could not be annulled.
• Markera som vikariat (Mark as substitution) – use when the person is covering for someone else. The payroll calculation treats additional part-time hours as ordinary time instead of hours with an additional-hours supplement. Only set it for an actual substitution; remove it with Ta bort vikariatsmarkering.
• Markera som personalmöte (mark as staff meeting) – the shift was a staff meeting. If the restaurant has Lägsta betalda tid per dag för timanställda (minimum paid time per day for hourly staff) turned on, hourly staff are paid at least 3 hours per working day, but a day with only staff meetings at least 1.5 hours, with each started half hour counted as a whole one (Visita/HRF agreement § 4). The choice only appears when the setting is on. Remove the marking with Inte personalmöte (not a staff meeting).

Marking a staff meeting is logged. Nobody can mark their own shift, except an administrator, and it cannot be changed in a locked payroll period.

Time shows the clocked time. Padding up to the minimum paid time is paid time, not worked time. It therefore does not appear here, but under Personal › Löner (payroll) as "varav utfyllnad" (of which padding) under the gross pay.

A voided, rejected or guest-marked shift can be reset to Pending with Status › Återställ.

Why it is urgent

Payroll only picks up hours that count. Unapproved time blocks the payroll file – you get a message with names and hours, and the file is not created until they are approved. If the payroll period is also locked, the time cannot be approved at all: you must unlock the period, approve in Time, and lock it again.

If you run Vendion Payroll and the month's pay is approved, the period is not unlocked. Press Ändra lönen (change the pay) in the payroll run under Personal › Löner instead. While the change is in progress, the month's times can be changed and approved, see Change the Pay in Vendion Payroll.

Do the review continuously rather than on payday, and you avoid that knot.