Tracking working time live, adding entries retroactively and evaluating them correctly

How time tracking works in Jobilino

1. One time entry = one time type + one time period + context

   Every booking is a record consisting of a time type (e.g. 'Working time', 'Break', 'Holiday'), a time period, and optional context fields such as location, project, substitution, receipt, and note. The time type determines whether the booking counts as working time, deducts a break, consumes holiday, or requires approval.

   Tipp: Which fields appear on the entry is controlled by you per time type – see the manual chapter 'Managing time types'.

2. Hourly vs. day-based

   Hourly types are recorded with a date and time ('Start' and 'End', e.g. 08:00–17:00). Day-based types are recorded with a date ('Start' and 'End', e.g. 11/06–12/06). 'Working time' and 'Break' are typically hourly, while 'Holiday' and 'Sick leave' are day-based.

   Tipp: Only day-based types can consume vacation days.

3. Live tracking via 'Start Time'

   In the app and in the dashboard there is a large 'Start Time' button. Tap it when you begin work, select the time type (and, if applicable, location/project), and close the booking at the end of the day with 'Stop Time'.

   Tipp: The active booking is visible everywhere (a small status bar at the top), so you can start from your phone and stop from the browser – or vice versa.

4. Manual back-entry

   Via 'Create time entry' (or 'New entry') you can create bookings with any start and end times. This is common when the live stop was forgotten or a past day needs to be added retroactively.

   Tipp: Manual back-entry requires the permission 'can record manually'. Employees without this permission will not see the button.

5. NFC stamp as a third option

   If NFC tags are configured (e.g. at a workbench), an employee can clock in and out by tapping their phone on the tag. The booking is then recorded against the location assigned to the NFC tag.

   Tipp: You can view the available NFC tags under 'Administration' → 'NFC Tags'.

6. Validation order

   When saving, Jobilino checks: 1) mandatory fields according to the time type, 2) overlap with existing entries on the same day, 3) for leave types: sufficient balance and contract coverage, 4) approval process – if active.

   Tipp: If the holiday balance is insufficient, the entry will already fail when saving with 'Not enough holiday days available'.

7. Target/actual comparison on a contractual basis

   Your contract provides the daily target (weekly hours ÷ days per week). Jobilino compares it with the actual hours of all bookings of the 'Working time' types minus breaks and displays plus/minus hours in the overview.

   Tipp: On a public holiday, the target is 0 (or half), and booked hours are counted fully as a surplus. Maintaining public holidays: manual chapter 'Public Holidays and Special Days'.

Record live time (start time / stop time)

employee

1. Open Jobilino

   Open the app on your smartphone or the dashboard in your browser.

2. Start time

   Tap the prominent 'Start time' button at the top.

   Tipp: If a default time type is set in the client, the booking starts with this type directly; otherwise, select the type beforehand.

3. Optional: Location / Project / Note

   Select the location and project if the time type includes these fields. A brief note can be added when stopping or at a later point.

   Tipp: You can also change the location/project while on the go – for example, if you switch to a construction site in between.

4. Take a break (optional)

   Tap 'End time' at the start of your break, then tap 'Start time' with the time type 'Break' or 'Working time' again respectively.

   Tipp: Some clients record breaks separately as their own entry, while others apply a fixed break deduction only in the evaluation – both options are possible.

5. End time

   At the end of work, tap 'Stop Time'. The booking will be saved and the daily counter will update.

   Tipp: Don't forget to stop the timer – Jobilino will show a reminder the next day if an entry is still open.

Create manual time entry

employee

1. Open time tracking

   Tap 'Time Tracking' in the main menu.

2. Start a new entry

   Tap 'Create time entry' or 'New entry'.

   Tipp: If you do not see this button, you lack the 'can record manually' permission. Please contact your administrator.

3. Select a time type

   Select a time type from the 'Time type' drop-down, e.g. 'Working time'. The fields below will adjust accordingly (hourly or daily, with/without location, project, substitute, receipt).

4. Enter the time period

   For hourly types: date + time for 'Start' and 'End'. For day-based types: date for 'Start' and 'End' (e.g. a single day = both the same).

   Tipp: For multi-day bookings, please ensure that the end does NOT fall before the start – otherwise Jobilino will reject the booking.

5. Optional: note, substitute, document

   Note for internal comments. Substitute, if the time type provides for one. Document via file upload (e.g. a medical certificate for sick leave).

   Tipp: Which fields are mandatory depends on the time type.

6. Save

   Click 'Save'. For time types without approval, the entry takes effect immediately. For time types with approval, it moves to the 'Under Review' status.

   Tipp: You will immediately see a confirmation and – for working-day leave with public holidays within the period – a note showing how many public holidays were skipped.

Recording holiday and sick leave

employee

1. Request leave

   On the time-tracking overview page, tap 'Request leave'. The time type 'Leave' is pre-selected and the date fields are day-based.

   Tipp: You can see the current balance on the 'Days remaining' tile. For more information, refer to the 'Leave management' chapter in the manual.

2. Record sick leave

   Use 'Sick note' (or the corresponding button) to record day-based sick periods. Upload a certificate (medical note) if the type requires it.

   Tipp: 'Sick leave' does not consume any holiday entitlement and reduces the daily target to 0 for the affected days.

3. Multi-day period

   Select 'Start' and 'End'. With a working-days policy, Jobilino skips weekends and public holidays for the contract country – this will be shown in the notice after saving.

   Tipp: Example: Holiday Mon–Fri including a public holiday = 4 days consumed instead of 5 (working-days policy).

Edit or delete entry

employee

1. Open entry

   Tap the desired entry in the list area of the time tracking.

2. Edit

   Adjust the fields and click 'Save'. For types with an approval process, the approval workflow will restart.

   Tipp: For already approved entries that consume holiday allowance, the old booking is first removed from the balance, then the new one is applied.

3. Delete

   Via the bin icon or 'Delete' in the editing form. For types with an approval process, 'Deletion request' is often active instead of 'Delete' – supervisors must confirm the removal.

   Tipp: When a holiday entry is deleted, the balance is automatically restored.

Approve or reject requests

team leader

1. Open approvals

   In the dashboard, go to 'Requests' or 'Approvals'. You will see all entries with the status 'Under Review' for your team.

2. Review entry

   Click on a request: you will see the time period, note, receipt and – for leave types – the employee's current balance including reserved days.

   Tipp: This allows you to immediately see whether enough leave would remain after approval.

3. Decision

   'Approve' finally books the entry (for leave: the balance is deducted). 'Reject' discards the entry and – in the case of leave – removes the reservation.

   Tipp: When rejecting, briefly write a reason in the note – the employee will see it in the push notification.

4. Bulk processing

   Using 'Approve all', you can process entire lists at once – useful after a prolonged absence.

   Tipp: Before using 'Approve all': take a quick look through. Once something has been approved, it can only be reversed by editing it again.

Evaluations and Reports

team leader

1. Open Overview

   In the time tracking section, you can see a tile displaying the current monthly target and actual hours – including plus/minus hours.

   Tipp: Via 'PDF Report', 'Excel Report' and 'Print' you can export this view.

2. Set Filters

   You can filter by employee, period, project or location. As a team leader you only see employees in your team; as an admin you see all of them.

   Tipp: Using the selection box at the top, admins can switch the view to a different employee in order to see that employee's bookings from their perspective.

3. Export reports

   PDF is ideal for payroll evaluations and time records. Excel is the right choice when you want to process the figures further (e.g. in payroll accounting).

   Tipp: Reports automatically take into account contract logic (target hours), public holidays (reduced target hours) and holiday/sick leave (separate columns).

Time tracking on behalf of an employee

admins

1. Switch view

   Use the drop-down box at the top of the time tracking to select a different employee. As an admin, you see their bookings from their perspective.

   Tipp: Employees (without admin rights) do not see this drop-down box – they can only book for themselves.

2. Create an entry on behalf of someone

   Click 'Create time entry'. The booking will be created under the selected employee.

   Tipp: Useful, for example, when an employee has been on sick leave and is no longer able to enter their own bookings retroactively.

3. Reset view

   After recording entries, switch back to yourself using the selection box – otherwise all subsequent clicks will continue to create bookings for the other employee.