Configuring Working Time Types (i.e. office time, vacation, sick leave, home office, etc.) – timr Support

1. Categories and Subcategories
2. Units
3. Add Working Time Types
4. Absences - define tracking by user
5. Edit Working Time Types
6. Archive Working Time Types
7. Recommendations for the Configuration of Working Time Types

Next to the classic types of Attendance Time (e.g.: office time) there also are types of 'Paid Time Off' which contain vacation, sick leave, etc. These working time types can be configured under Administration/Working Time Types.

1. Categories & Subcategories

Main categories define the classic attendances and absences. Based on the subcategories you can further specify in the category "Attendance time".

1.1. Main categories

timr supports the following categories:

Attendance Time
Vacation
Paid Time Off (e.g. sick leave)
Unpaid Time Off
Suspension

Note on the category "Suspension": Suspension means that the employment relationship is suspended, e.g. due to maternity leave, military service, etc. In this case, you can create a working time type with its own category "Suspension".
For the period of suspension (maternity leave, military service, etc.) you book this working time type for the respective employee. In doing so, timr will automatically enter target time = 0 and actual time = 0.

"Unpaid absences" are automatically also all times that have not been booked. So if a day has a planned working time of 8h and nothing has been booked on that day, -8h will automatically be shown for that day. However, in order to have a proof of what exactly was on the day and that nothing was forgotten on the day, an 'Unpaid absence' such as 'Time compensation' should be posted as a proof in this case. This will then also be calculated with a balance of -8h.

Note: You can always edit existing work time types and make changes. For example, you can rename a work time type. However, you cannot change the category of a working time type. This means, for example, that you can rename "Office time" (= attendance time) to "Business trip", but you cannot change the category from "Attendance time" to "Paid absence".

1.2 Subcategories of Attendance Time

The following subcategories are used to classify the main category "Attendance Time". With these values additional evaluations and reports are possible. Which information you can activate for timesheets can be found in the advanced settings for reports under 2.4.

Present
Work from home
Away

Examples:

With the setting "Attendance time/Work from home", the home office days can be evaluated and then used for accounting.

The working time type "Business trip" can be specified by assigning the subcategory "Away".

2. Units

For each time type you can also choose how it is to be recorded. For example, you can specify whether leave can only be taken on a full-day basis or also on a half-day basis.

Depending on which unit you select, the dialog for the recording is then displayed. For example, with "smallest unit:minutes" the concrete time can be recorded, with day only one day can be selected, with "smallest unit:half day" you can choose between day and half day in the dialog. This setting is therefore recommended for vacations and time off.

Note: You can edit work time types at any time. However, if you want to delete a working time, there must be no entries with this working time type.

3. Add Working Time Types

To create a new working time type, go to the "Administration/Working time types" menu and select "Add working time type".

You can specify the "Name" of the working time, a "Short name", a "Category" and the "Unit" in which the working time type should be posted.

4. Absences - define tracking by user

For all absence types, you can define whether or not they may be recorded by employees.

If you have enabled the functions for leave requests for your timr account, you can also define whether or not a request is required for the respective working time type.

For information and instructions on absence requests, see this documentation on leave requests.

If you select the option "Off" for "Tracking by user", only a superior can enter this working time type for an employee.

If the option "By request" is selected, an employee must submit a request for the corresponding absence.

5. Edit Working Time Types

You can edit your working time types any time, for example renaming it. Just go to the editing button next to the working time type and click 'Edit Working Time Type'.

Attention: In general, you can edit working time types any time but you can’t change the category of the working time type. For example, you can change the name from ‘office time’ to ‘business trip’ but you can’t change the category of ‘office time’ from ‘attendance time’ to ‘paid time off’.

It is also possible to delete a working time type but only if no entries with this working time type exist.

To delete a working time type click on the button next to the working time type and choose ‘Delete Working Time Type’.

Then you'll be asked if you really want to delete the working time type. If you choose "Delete", your working time type is deleted.

This documentation shows you how to track your working time in timr.

6. Archive Working Time Types

You can archive working time types that are no longer needed. To do this, go to the edit icon and click on "Archive working time type".

7. Recommendations for the Configuration of Working Time Types

In addition to the attendance time, you can also record all absence times in timr. The categories (1.) and units (2.) explained above are available for this purpose. We recommend the following configuration:

Vacation: Type = Vacation, Smallest unit = Half day

Sick leave: Type = Paid time off, Smallest unit = Day

Medical leave: Type = Paid time off, Smallest unit = Minute

Compensation leave: Type = Unpaid time off, Smallest unit = Day (or half day)

Working from home: Type = Attendance time, Subcategory = Work from home.

Business trip: Type = Attendance time, Subcategory = Away

Parental leave: Type = Suspension, Smallest unit = Day, Tracking by user = Off

Sick leave in the unit "day" is also displayed in the absence calendar. To reflect when employees become ill and leave early (sick during the day), for example, we recommend creating another working time type in minutes.

We recommend creating compensation leave as a full or half day unit. This way, the reason for the absence appears in the timesheet and the day is taken into account in the absence calendar. If you also want to record when an employee leaves early, then a 2. type of compensation leave is created in the unit "minutes".

For more information see: Configuring and tracking compensatory leave.

Note: Smallest unit = half day allows selection between day and half day.