Contents of the article:
- Monitoring working time and flexitime
- Viewing and editing shifts (work-time clock)
- Viewing and editing sessions
1. Monitoring working time and flexitime
Working time and flexitime can be monitored on the timetracking side on the "Reporting (own sessions)"-page from two different reports, depending on how flexitime is tracked in the company. If the flexitime is tracked using a working day clock, then the right report for this can be found under Reporting -> "Cumulative shifts"-tab. If flexitime is tracked using sessions the correct report can be found under Reporting -> "Cumulative: hours".
Work-time clock
On the "Cumulative shifts"-report the "Total hours"-section shows the total number of hours clocked during the selected year. The "Differential"-section shows the current flexitime in the calendar year, as well as the total flexitime in parentheses, which also includes flexitime from previous years.
Above the calendar view, in the month selection, after the name of each month, you can see the flexitime for that month, as well as the number of clocked hours and target hours, on which the number is based. By pressing the name of the month, you can open that month to the lower calendar view, from which you can view the entries of the month and the flexitime at the daily level.
In the calendar, when the flexitime shows a green zero on the daily level, it means that you have clocked the same number of hours during the day that the employer has determined as the hourly goal for the day. If the flexitime is shown in red, then the working time is below the hourly target, in which case a minus balance accumulates. Otherwise, the green numbers indicate the accumulation of a positive balance. The small green number next to the flexitime number indicates the number of clocked hours during the day, and the small red number shows the number of hours of the working time target set by the employer. The small gray number below the flexitime number shows the total cumulative flexitime.
Sessions
On the "Cumulative hours"-report the "Total hours"-section shows the total number of hours recorded during the selected year. The "Differential"-section shows the current flexitime in the calendar year, as well as the total flexitime in parentheses, which also includes flexitime from previous years.
Above the calendar view, in the month selection, after the name of each month, you can see the flexitime for that month, as well as the number of recorded hours and target hours, on which the number is based. By pressing the name of the month, you can open that month to the lower calendar view, from which you can view the sessions of the month and the flexitime at the daily level.
In the calendar, when the flexitime shows a green zero on the daily level, it means that you have recorded the same number of hours during the day that the employer has determined as the hourly goal for the day. If the flexitime is shown in red, then the working time is below the hourly target, in which case a minus balance accumulates. Otherwise, the green numbers indicate the accumulation of a positive balance. The small green number next to the flexitime number indicates the number of recorded hours during the day, and the small red number shows the number of hours of the working time target set by the employer. The small gray number below the flexitime number shows the total cumulative flexitime.
2. Creating, monitoring and editing shifts (work-time clock)
Entries made with the work-time clock can be viewed in the "Cumulative shifts"-report by clicking on the flexitime number of the day being viewed in the calendar, which opens a preview window where you can see the entries of that day listed below. At the top of the window, you can see a summary of the types of work clocked for the day (in the example Work and Lunch) and the total number of hours recorded for them. There is a button on the left side of each entry, which can be used to open the entry's "Comment" field if necessary.
If editing of work-time clock entries is allowed in the company's basic settings, then entries can be edited or deleted in the preview window. In the window you can edit the entry's start- and end-time, hours, work type, and comment. When editing, it is recommended to also write the reason for the change in the "Comment" field. On the right side of each entry, there is a "Remove" button, from where the entry can also be deleted.
You can also create new entries in the preview window, for example in a situation where lunch has been forgotten to clock. At the bottom of the list, there is a blank row intended for creating new entries, where you can specify the start- and end-time of the entry or insert the hours directly. Next select the work type of the entry and finally when all the information has been defined, press the "+ Save"-button, and the entry will be created.
Note! If the editing of work-time entries is blocked, contact the admin user of your company.
On "Cumulative shifts"-page, you can also create new work-time clock entries from the "+ Add shift"-button on the right side of the page. This can be used to retroactively create, for example, entries missing from a certain day.
In the window that opens from the "+ Add shift"-button, select the working day type for the entry (e.g. "At work") and then use the "Term"-fields to select the date for which you want to create it. If necessary, entries can also be created for several days at once by setting a longer time interval in the "Term" fields. Next, set the entry's start and end time, based on which Koho calculates the entry hours. A comment can also be added for the entry, and with the day of the week selections, you may select only certain days for which entries are to be created. When the "Skip holidays"-setting is on, entries will not be created for holidays.
3. Viewing and editing sessions
Work sessions can be viewed on the "Cumulative hours"-report and by clicking on the day's flexitime number in the calendar view, a preview window opens showing a list of the work sessions recorded for that day. Above the listing, there is an Excel button that can be used to export the day's entries to an Excel file, as well as tabs from which the hours of the day's sessions can be viewed in addition to the listing by customer and by task.
If the session has not yet been locked (e.g. invoiced), you can make changes to it by clicking on the session row in the listing, which opens the editing view of the session.
If the session has already been invoiced or archived, or editing sessions is blocked from employees, you should ask your company's admin user to edit the session.
Partition
If you want to partition the session's hours to other customers, click on the "Partition" link on the edit window. Go to the "Partition by hand" page. Add a new row from the "+Customer" button. Choose the desired customer from the dropdown menu. Set the amount of hours that is partitioned for this customer. After you have chosen all customers, click on the "Partit" button.
After the partition each customer gets their own session for that day.
Do you have some questions? Please contact our customer service at asiakaspalvelu@kohosales.com.