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 four views: Rapporterad tid, Summering, Månadsöversikt and Personalliggare. This article covers the first one, which is where you land.

At the top you choose:

• Enkel or Detaljerad – Detailed also shows scheduled times plus clock-in and clock-out per day.
• Vecka or Månad – and the arrows page backwards and forwards.

Clicking a notice under Personal ▸ Start opens Time directly on the right week with the right person expanded.

What you see per employee

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
• Missing clock-out – the shift has no end time
• Zero minutes – clock-in and clock-out are at the same moment. Fix the time with Adjust; 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

Approving time

Click Godkänn on a single entry. 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 and manual registrations additionally need Korrigera personalliggaren.

For several at once: tick employees and click Godkänn markerade (±10 min). That button is deliberately narrow – it only approves entries within ten minutes of the schedule. Anything that deviates more is for you to look at.

To undo an approval: Status ▸ Ångra godkännande.

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

Fixing a time, or registering a missing shift

• Justera fixes the clock-in. You enter a new time and a mandatory reason.
• Status ▸ Justera utstämpling fixes an existing end time.
• Status ▸ Sätt utstämpling is used when the end time is missing entirely. The suggestion is always capped at the current moment – the system never writes a clock-out that has not happened.

All three simultaneously write the correction into the staff register, and the break rules are recalculated when the end time changes. That is why they require the Correct staff register permission, not just Edit schedule.

If a day is missing entirely – someone forgot, or the clock was offline – click Registrera on that day row. In the Registrera manuellt dialog you enter start time, end time and a reason. The box 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.

Reject, guest shift and void

Under Status there are four more decisions:

• 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.

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.

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