Activating Time Tracking

Preparation

Before you begin with the settings, you should answer the following questions:

If you have gotten this far through the questions, you are now ready to activate time tracking.

Table of contents

Step 1: Activate time tracking for this person

In the person form, open the main tab "Settings" and then the sub-tab "Time tracking" (vertical, on the left):

The button "Activate for this person" is displayed for a person who has been newly created or has not yet used time management.

Employment basic data

After you click "Activate for this person", the input row for the employment basic data appears:

  • Employment:
    • Primary: Preset. The standard case. A main employment that can change over time.
    • Secondary: Only relevant for Multiple Employments. Used when the same person actually has several employment relationships running one after another or at the same time.
  • Hire date: The day on which the employment relationship begins according to the contract.
  • Termination date: Leave empty for open-ended employment relationships. If a fixed term has already been agreed in the contract, the termination date can be set at creation. It can also be deleted or moved later. If the termination date is set, the system can trigger certain advance warnings.

Based on

Determines which presets the employment is created with. Of course you can still add to it and refine it afterward.

  • ---: As long as you make no selection, there is no "Next" (grayed out). Select one of the following:
  • Copy of another person: If you have an existing employee whose contract basis is the same as or similar to that of the person to be created. You can then choose precisely which aspects are to be adopted and which are not. And of course you can still make deviations afterward.
  • Contract type: If your organization has created contract types, they are available in the selection menu.
  • Standard template: Use your organization's standard template as it was defined/modeled during your go-live.

This is how to proceed:

Copy of another person

This intermediate step follows if you selected Based on → "Copy of another person" at the beginning and clicked "Next" → A popup opens:

  • The persons are listed in the popup "Copy configuration from which person?".
  • You can page through the list, search by name, or filter by organizational unit.
  • Click the person you want.

You are now in the next step "<Person name> - What to copy?":

You have the following options:

  • Back: If you chose the wrong person, or the preview of the values showed that the person is not such a good fit after all, you can go back and select a different person.
  • Employment: If the person has multiple employments, you can choose the employment whose basics are to be copied.
  • Table: Lists the field groups, fields, and their values.
  • Select/deselect fields:
    • All fields are selected by default.
    • They can be deselected/selected individually.
    • Or use the selection menu in the corresponding header row to deselect or select all.
  • Selected fields: X of Y total — This display is for your own verification. Helpful for complex time management configurations that are several screen lengths long.

When the person selection and field selection are right, click "Apply". You proceed to the last required entry.

Creating a person according to contract type

Note: Contract types are currently still in a beta version and not yet generally available. In the meantime, use the function Copy of another person as an alternative.

This intermediate step follows if you selected Based on → Contract type → < Name of the contract type > (e.g., "Full-time" or "Flat-rate employee") at the beginning and clicked "Next".

A popup opens with a table containing field groups, fields, and their values:

  • Select/deselect fields:
    • All fields are selected by default.
    • They can be deselected/selected individually.
    • Or use the selection menu in the corresponding header row to deselect or select all.
  • Cancel: If you want to go back and decide on a different Based on option.
  • Apply: When the person selection and field selection are right. You proceed to the next step.

Time management basic data

Depending on your choice for Based on, any popups have now closed, and the form has now expanded:

  • Row 1 with the employment basic data is already filled in: hire date, termination date, based on.
  • Row 2, now visible, contains the time management basic data: start of time tracking, weekly schedule, target time factor (%).
  • Also now visible, afterward, is the entire section Master data.
  • All data of the form that is now visible is filled in according to the previously selected Based on template.
    • Important: Completely person-specific fields such as hire date and start of time tracking are never part of a template (person copy / contract type) in order to ensure diligence. They are intentionally left empty and must be filled in deliberately as required fields.

Now fill in the time management basic data:

  • Start of time tracking: Records as well as account values are possible from this day onward.
  • Weekly schedule: Select the weekly schedule with which the employee should start. The weekly schedule must be created before the employee is set up. If this is not the case, please create the weekly schedule first, see Creating Weekly Schedules.
  • Target time factor: (%): The target of the selected weekly schedule is scaled accordingly.
    • Preset to 100%.
    • For part-time, you either use a separate part-time weekly schedule or take an existing full-time weekly schedule and adjust only the target via this percentage setting.

Interplay of hire date and start of time tracking

  • Start of time tracking = hire date: The usual case. Your organization uses Personalwolke regularly and an employee newly joins.
  • Hire date before start of time tracking: The hire date reflects the actual contractual start of work. Start of time tracking corresponds to the "go-live" date of Personalwolke in your organization. Before that, time tracking in your organization was handled outside Personalwolke / by other means.

Common errors and their solutions

  • Start of time tracking: T1 (e.g., 06/01/2026) — Corresponds to the facts or was set to a date that is too early for the person by mistake.
  • First records/entries only from a later day T2 (e.g., 06/15/2026)
  • All days between T1 and T2 then show "Absent without excuse" for this person.
  • Solution 1: Records were forgotten → Enter time corrections retroactively.
  • Solution 2: The start of time tracking was mistakenly set too early (before the actual hire date):
    • Change the start of time tracking to the actual first day T2.
    • Click "Actions ⏷" and then "Recalculate" in the submenu. In the dialog, you then start the recalculation.

Save person to create employment

Employment basic data + Time management basic data + Master data: All required fields are filled in, the data is good enough for a first save or may already be complete.

Now be sure to: Person → SAVE. Only then are the employment & time tracking created in the system for the person.

Cancel: By clicking X next to the primary/secondary employment button you can cancel the creation of the employment and the associated time management for this person at any time.

Person with time tracking set up

Now you have the complete form as it will look from now on:

Employment basic data + Time management basic data were entered previously.

After saving, the following elements have been added under the heading "Employment":

  • #1 Primary *️⃣ (or another symbol)
    • #N - Ascending chronological numbering of this person's employments: #1 is the first, #2 the second, etc. Usually only one.
    • Primary/Secondary: Primary is the rule. Secondary is only relevant for Multiple Employments..
    • Employment status (symbol): ✅ Active *️⃣ Planned Terminated
      • ✅ Active: The current employment. Hire date in the past, termination date empty (= open-ended) or in the future.
      • *️⃣ Planned: Future employment. Hire date in the future. This is the case when you create the employment in advance.
      • Terminated: Employment whose termination has already taken effect. The termination date is in the past.
      • ⏸️ Inactive: Only when using Multiple Employments.
        • Inactive is usually a dormant primary employment relationship (e.g., full-time employment paused due to parental leave) and in parallel a secondary employment is running (e.g., marginal employment with 8 hours per week).
  • TA-ID: NNN: Identification number of the employment in the time management system. Insignificant in everyday use. At most needed for technical support.
  • Actions ⏷: Management of the employment(s) with the following options:

  • Delete employment relationship: A warning dialog follows, then the deletion, or cancellation if you change your mind.
  • Recalculate: If you have made fundamental changes (such as moving the start of time tracking) that require a new calculation. Opens a dialog.
  • Create new primary employment relationship & Create new secondary employment relationship: See Multiple Employments.

Step 2: Master data

Note:

Under master data you will find thematic sub-items. By clicking the desired sub-item, you can go directly to its input fields.

Clicking the selected input section in the list again displays all sub-items.

The master data in detail can vary greatly and is highly company-specific.

It is recommended to open an existing employee with the same or similar settings (full-time, part-time, flat-rate employee, all-in, manager without active time tracking, etc.) in a new tab.

Compare the settings of the existing employee with those of the employee to be created or just created, and adopt individual values, or use the following when creating a new person → Based on → Copy of another person.

To open a new tab, go to the menu item Administration and click the white icon to the right of Persons.

If different settings are needed or there is no suitable template, you will find a detailed description of the individual areas here:

Step 3: Care leave entitlement

The statutory entitlement to care leave is entered in hours. Please enter the full annual entitlement here that results from your company's weekly working time (no proration).

Step 4: Public holiday calendar

The selection list offers various European countries and German federal states. The default setting is "Austria".
Please note that the selection list of public holiday calendars is defined by the legal requirements for the company headquarters and any other locations.

If your organization has several locations, it is important to assign the location of the person to be created before assigning the public holiday calendar. Only then can you be sure that all valid public holiday calendars are available for selection.

You can find more information on the topic of public holiday calendars HERE.

Step 5: Maximum working time

The cap applies to the type of additional working time performed per day or per week. For example, if the daily regular working time is 8 hours and the cap is 10 hours, this means that if the employee actually works 10 hours on a day, these 2 hours of additional working time are credited at a 1:1 ratio, even if the employee is authorized to work overtime. Any crediting as overtime then only begins, depending on the company agreement, from the 11th hour

Daily maximum working time cap: confirming with "Yes" puts the consequence described above into effect.

Weekly maximum working time cap: confirming with "Yes" puts the consequence described above into effect.

For information on handling hours that cannot be offset due to capping, see here

If you want to make a one-time exceedance of the daily maximum working time cap, please use the correction client/day view => Editing Permissions

Step 6: Further fields

All other input areas are described in separate chapters

Step 7: Don't forget to save!

For the entered settings to take effect, you must click the blue "Save" button at the top left.

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