Evaluate and export hours, leave and projects cleanly

How reports work in Jobilino

1. Data source: time entries + contract data + public holidays + leave

   Each report consolidates its figures from four sources: recorded time entries (actual), the employee's contract data (target), the public holidays of their contract country (reduced target), and leave bookings (used/reserved).

   Tipp: A change to any of these sources takes effect immediately in the report. Example: a retrospectively added public holiday retroactively reduces the target hours for the affected employees.

2. Three standard reports are available

   On the time-tracking overview you will find three report tiles: 'PDF Report' (for payroll/time records), 'Excel Report' (for further processing) and 'Print' (browser-ready view). All three use the same data and filters.

   Tipp: PDF is ideal for signing and archiving, Excel for custom pivot tables, and Print for quick handover.

3. Filters control the content

   Using the filters you can select the period (month, quarter, custom range), employee (view), project and location. The view also controls whose data you see – employees see themselves, team leaders see their team, and admins see everyone.

   Tipp: Using the selection box at the top of the time tracking area, admins can switch the view to another employee and generate that employee's report from their perspective.

4. Reports are generated in real time

   There is no fixed cut-off date or daily closing. What you see are the current figures from the database – including entries that were just created.

   Tipp: If you need a 'balance as of 30 June', export the report on that cut-off date and store it in a revision-safe manner.

5. Reserved vs. used holiday days

   In the holiday report, every entry is listed with the 'balance before' and 'balance after' the entry. Reserved days (pending requests) are clearly separated from used days – so you can immediately see what has been finally deducted and what is merely provisional.

   Tipp: Reserved days are converted to used days upon approval and released again upon rejection.

How target-actual hours are calculated

1. Target = contractual hours per day

   Jobilino distributes 'weekly hours ÷ days per week' evenly across the working days defined in the contract. Example: 40 hours / 5 days = 8 target hours per working day.

   Tipp: If a contract changes mid-month, Jobilino calculates on a daily basis: the old target applies up to the end of the previous contract, and the new target applies from the new contract onwards.

2. Public holidays reduce the target hours

   A 'Full Day' public holiday sets the target to 0; a 'Half Day' halves it. The employee's contract country (and, where applicable, the subdivision) is authoritative.

   Tipp: Anyone who works on a public holiday has an actual value > 0 and a target = 0 → 100 % surplus hours for that day, which makes holiday work transparently visible.

3. Leave and sick leave cover the target hours

   Day-based leave and sick-leave entries fill the daily target – neither surplus nor deficit hours are generated, and the day is counted as worked.

   Tipp: In the report, leave/sick leave appear in their own columns, not under working time.

4. Actual = time-tracking bookings minus breaks

   Jobilino totals all bookings under time types with 'Is Working Time = active' and deducts all 'Break' bookings.

   Tipp: You can control which type counts as working time in 'Administration' → 'Time Types'.

5. Plus/minus hours = Actual − Target

   The difference per day, week and month results in the balance. Positive values = overtime, negative values = minus hours.

   Tipp: Balances generally carry over beyond the end of the month – exactly how your company accounts for this depends on your internal company policies.

My Hours Report (Employee)

employee

1. Open time tracking

   Tap 'Time Tracking' in the main menu.

2. Read monthly overview

   You can see the target, actual and difference for the current month. A list below shows your bookings by day.

   Tipp: Tapping on a day opens the detail view with all bookings for that day.

3. Change period

   Use the date filter to select a different month or a custom range.

   Tipp: Handy for comparisons such as Q1 vs. Q2 or an annual overview.

4. PDF / Excel / Print

   Use the 'PDF Report', 'Excel Report' or 'Print' tiles to export the current view.

   Tipp: PDF is ideal when you need to send a timesheet to your supervisor.

Holiday report / booking journal

employee

1. Open balance tile

   On the time-tracking overview, a tile labelled 'Days remaining' displays your current holiday balance. Tap on it.

2. Read journal

   You can see all transactions in chronological order: entitlement (+), carry-over from previous year (+), consumption (−), reservations (−, under review), reversals upon expiry (−), manual corrections (+/−).

   Tipp: The 'Before' and 'After' columns show the balance immediately before and after each booking – this allows you to trace every value.

3. Recognising working days vs. calendar days

   The 'Days' column shows the days actually charged for a booking. It may differ from the number of calendar days if your leave policy is set to 'Working days' – weekends and public holidays are then skipped.

   Tipp: If you are puzzled by a discrepancy, compare the date with your public holiday list – public holidays do not appear in the daily total.

Team overview and approvals

team leader

1. Open team view

   Switch to 'Team' (or the corresponding filter option) in the time tracking. You can see all employees in your team with target, actual and difference.

   Tipp: The filter only shows employees for whom you are responsible as team leader.

2. Drill-down

   Clicking on an employee opens their monthly report from their perspective – including all bookings, leave balances and approval statuses.

   Tipp: This also allows a detailed conversation (e.g. hours correction) to be conducted on a data-driven basis.

3. Process requests together

   Via 'Requests' / 'Approvals' you can see open bookings requiring approval and can approve, reject or comment on them.

   Tipp: More details in the manual chapter 'Time Tracking'.

Project and location evaluation

team leader

1. Set filter

   Select the desired value under 'Project' or 'Location'. The evaluation is limited to bookings whose time type has these fields and in which they are set.

   Tipp: Prerequisite: The time type must have 'Has Project' or 'Has Location' activated – see the manual chapter 'Managing Time Types'.

2. Summarise hours by project

   The list displays hours grouped by project (or location), including the employees who have booked against them.

   Tipp: Ideal for project billing, internal cost centres, and construction evaluations.

3. Export to Excel

   Excel export for your own analysis in accounting or for pivot tables.

Client-wide analysis

admins

1. Open view

   As an admin, you see all active employees in the client by default. Filters by department, location, project or time period are available.

   Tipp: Using the selection box in the time tracking, you can reduce the view to that of an individual employee.

2. Note context switching

   When you switch to 'View as another employee', this view applies to subsequent actions (e.g. 'Create time entry' will create the booking for the selected employee).

   Tipp: After reviewing, actively switch back to yourself, otherwise subsequent bookings will unintentionally end up under the wrong employee.

3. Periodic export

   For payroll processing, a fixed schedule is recommended: export PDF + Excel at the end of the month and store them in an audit-proof manner.

   Tipp: We recommend including the client, period and creation date in the file name, e.g. 'jobilino_lohn_2026-04_export-2026-05-02.xlsx'.

Export reports (PDF, Excel, Print)

1. Check filters

   Make sure that the period, employee (view), and if applicable project/location are set as desired. The export reflects exactly the current view.

2. Select format

   PDF report – print-ready page view with first/last name, target hours, actual hours, difference, holiday, sick leave, plus/minus hours. Excel report – tabular data for further processing. Print – print directly from the browser.

   Tipp: The PDF is also suitable for signing (e.g. time account acknowledgement). The Excel format respects date columns and number formats, so you can filter, sort and sum immediately.

3. Save and file

   File the document on a versioned drive or in your payroll software. Ideally with a hash value or timestamp to ensure revision integrity.