The settings of Time Tracking that restrict manual entries and changes should only be visible to the system administrator. Define here to what extent employees are allowed to influence individual time entries.
Allow manual entries:
Use this option to restrict the retroactive, manual creation of working times system-wide for all employees.
Allow editing of times:
Use this option to restrict retroactive changes to recorded working times system-wide.
Month-end closing (overtime / vacation):
To transfer recorded hours to the corresponding vacation and overtime accounts, a month-end closing must be performed. This can be done automatically on the first day of the month or manually. When using the manual option, you can additionally enable an approval workflow. In this case, working times must be closed each month in order for overtime to be calculated correctly.
Additional restrictions can be applied to month-end closing. For example, employees may be required to close only error-free months. Errors can occur if no times were recorded or if time limits were exceeded. For simplification, employees can also be allowed to close their own times. This option is typically used in smaller companies.
Use vacation request approval workflow:
For the approval workflow related to month-end closings, see the dedicated chapter.
Vacation requests can also be subject to review and approval. In addition to desktop notifications in Xpert-Timer Pro, emails can be sent to supervisors. The following logic applies to email notifications:
- Send email notifications: Define whether email notifications should be sent in addition to desktop notifications. This option is only available if the XT Cloud Server is in use, as it acts as the email server for sending messages.
- Notify department supervisor: The following rule applies: If a supervisor is assigned in the employee’s employment record, this supervisor receives the notification. If none is assigned, the supervisor of the assigned department is notified.
- Notify work group leader: If you work with work groups (Xpert-Timer Project Time Tracking) and have supervisors assigned to these groups, the respective supervisor receives an email notification.
- Notify on approval to: If there is an additional employee who should be informed about approvals besides the standard approval workflow, you can specify that employee here.
Vacation accounts are managed in:
Hours / days: Some companies approve vacation on an hourly basis. Select the format that is used in your organization.