Time tracking settings

The Papervee Time Tracking module is where company employees can record their actual working and break times. This module is interconnected with the digital attendance sheet, which is generated from data recorded in the time tracking, leave, and event modules.

The time tracking module has various settings that allow you to customize the user experience. To modify these settings, navigate to the "Settings" page in the Papervee Core HR platform through the left-hand menu, select "Papervee Apps" via the top menu, and choose the "Time tracking" category from the left.

Read about each setting and their effects below.

Automatic Clock-out

With this setting, you can set a fixed time at which each time tracking entry automatically stops. Without this setting, tracked times continue until the user clocks out manually. To enable this setting, check the box in the settings section, enter the time you want the automatic clock-out to occur, and press the "Set clock-out time" button.

QR Code time tracking

Attention! This setting requires users to use the Papervee mobile app for clocking in and out.

This setting offers a more controlled way of clocking in and out for workspace users. Once activated, users can only clock in and out using the mobile app by scanning a unique QR code generated by the Papervee platform. To activate the setting, check the box in the settings section, click the "Manage" button, enter a secure password, and press the "set password" button. Additionally you will need to add a device on which you intend to display the QR code.

The QR code is generated on a unique webpage. The code expires and regenerates every 15 seconds to limit the possibility of sharing it. If the setting is active, you can open the page by clicking the "Open QR code page" text link. The page is protected by the password set at the time of activation, to limit access. It is advisable to display the QR code page on a device with internet access at the entrance to the workplace or in a space accessible to all company employees.

Read here about clocking in using the Papervee mobile app!

Employees with approved remote work requests can clock in and out using other methods, even if QR code clock-in is active.

Manage time entries without approval

This setting eliminates approval workflows for tracked time requests. With the setting active, any employee can add new tracked time entries and modify their own timesheets. The generated requests will be automatically approved without a manager's intervention.

Break system

With this setting, you can activate the break module and define how many minutes of break you offer your employees. If the break provided to employees is part of the working hours, set the number of minutes available. If the break is outside of working hours and the time spent on break needs to be recovered, set the available minutes to 0. To activate this setting, check the box in the settings section and enter the number of minutes you want to give as a break during working hours.

By activating this setting, you activate the entire break system in the time tracking module. By default, each user will have the option to switch from an active tracked time entry to a break entry. The break tracked time will accumulate with the tracked working time within the limit of minutes set in the settings section. Time recorded as a "break" beyond the allotted limit will not accumulate towards completing the work norm.

Read here about using the break option in the time tracking module!

Complete time deviation

This setting allows you to modify the classification of the "complete time" status. The "complete time" status is assigned when an employee clocks in a number of hours equivalent to the work norm in the contract. Since it's rare to clock in those exact hours, the setting allows you to introduce a flexibility margin. The setting is always active, and you only need to specify the number of flexibility minutes you wish to grant.

For example, if an employee has an 8-hour work norm and you set a 10-minute deviation, clocking in 7 hours and 50 minutes will be considered a complete time. Any tracked time below 7 hours and 50 minutes will be considered "below norm". Clocking in 8 hours and 10 minutes will again be considered a "complete time". Any value over 8 hours and 10 minutes will be considered an "above norm" tracked time.

To modify the allotted time margin, enter a new number of minutes in the respective field and press the "Modify" button.

Complete workday percentage

This setting allows you to define the percentage of the work norm that needs to be completed for a day to be considered "worked". This setting helps in the calculation of "worked days" and "meal tickets". It is especially useful in companies where employees work night shifts that cross midnight. These employees have tracked time entries on both days (before and after midnight), so for the system to consider only one of those days as a "worked day", a calculation percentage must be set (e.g., 51%).

To activate the "worked day" calculation, check the setting, set a percentage, and press the "save" button. Changes in calculation will immediately reflect in the attendance record.

Project time into tracked time

This setting allows you to convert time clocked in Papervee Projects into working time in Papervee Core HR. Attention! If you have this setting activated and employees in the workspace are clocking in both Core HR and Projects, the timesheets in Core HR will be duplicated. We recommend using this setting only if employees use only one of these clocking methods concurrently.

Time adjustments

The Timesheet Adjustment section contains several settings that can automate certain adjustments to tracked time. These adjustments are made at the time set in the section. We recommend setting this adjustment time to an hour when there are no active employees at work.

Transform active time into break time:

With this setting, you can set a certain number of minutes that automatically at the time of timesheet adjustment will be converted from tracked time into break time. The setting is useful when you want employees not to have to manually clock their daily break time, but still want a certain time during the workday to be considered a break.

For example, a company with a working schedule from 8:00 to 16:30, including a 30-minute lunch break. In the setting, 30 minutes will be set. Employees will clock in 8 hours and 30 minutes continuously. At the time of time adjustment, the system will transform their timesheet, and they will have 8 hours worked and 30 minutes break.

Time from which clock-in can start:

With this setting, you can set the time from which time tracking can start. If a clock-in started before the set time, it will be automatically modified by the system at the time of timesheet adjustment and will be truncated to start with the pre-set time.

For example, a company with a working schedule starting at 8:00. If an employee clocks in at 7:50, at the time of timesheet adjustment, the start time of their tracked time will be modified to 8:00, thus losing those 10 minutes of tracked time.

Time Intervals

If you wish to track specific time intervals separately, this setting allows you to do so. Time intervals created through the setting will appear in the attendance sheet as separate columns. These intervals can be created, activated, deactivated, and deleted as needed. They are calculated in real time and using past information as well.

To create a new interval, click the "Manage" button. Then click the "Add Time Interval" button. In the dialog box that appears, enter a name for the time interval. This name will appear as a column header in the attendance sheet. Enter the start and end times and select the days of the week for which you wish to track.

For example, if we want to track the number of hours worked on weekends (Saturday and Sunday), we would create an interval named "Weekend", set the hours from 00:00:00 to 23:59:59, and select the days of Saturday and Sunday. Thus, in the attendance record, we would see any minute or hour worked on Saturdays and Sundays under the "Weekend" column.