Manual


The time tracking system TIME|CLAM is completely cloud-based and does not require any installation on your hardware. The system consists of two areas:



Attention:
Before employees can use the time tracking system, they must first be created and invited in the administration area.


Administration
(for employers and supervisors)


Register



Register as an employer at https://admin.timeclam.com

Attention: Please make sure that the correct country has been selected as this cannot be changed after registration.

You will receive an activation code at the e-mail address provided and assign a password.

Your account is now activated.

Register

Create company



After logging in for the first time, you will be asked to assign a company name.

You can optionally add other companies later.

Create company

Create and edit departments



You can optionally create departments by clicking on the green “+” in the “Departments” area of the company.

The name of departments that have already been created can be changed by clicking on the pencil symbol.

A department is deleted by clicking on the trash symbol.

Departments to which employees are still assigned can only be deleted if these employees have been assigned to another department or to no department.

Create and edit departments

Edit public holidays



Global public holidays can optionally be maintained under the menu item “Companies -> Edit public holidays”.

Edit public holidays

Apply holiday template



Public holidays for certain regions can be automatically adopted using a template or entered manually.

Apply holiday template

Manage employees
Under the menu item “Employees”, employees can be managed, target hour profiles and absences can be edited and employees' working times can be viewed and corrected if necessary, and set employees inactive when they have left the company.


Create employee



A new employee can be created by clicking on the green „+“.

The company in which the employee works can be selected in the drop-down menu. The employee's email address is also the user name with which the employee authenticates himself in the employee area and the app.

Attention: Please ensure that you enter the email address correctly, as the activation code will be sent to this address. The use of the time tracking system is not possible without activated employee's account. The email address can be changed at any time.

If the „Mobile“ checkbox is activated, employees can also record their working hours using mobile devices (smartphone, tablet). Otherwise, time tracking is only possible from desktop devices (e.g. central time tracking terminal). Regardless of the mobile authorization, employees can view their working hours from any device.




Edit employees



After successful activation of the account by the employee, this is indicated in the employee administration with the tick „Active“.

If the activation has not yet taken place, the status is „Pending“.

If the employee did not receive the email, e.g. because the wrong email address was given or the email was classified as spam, this can be corrected and the activation code sent again.


Deactivate employees



If an employee leaves the company, he can be deactivated by deactivating the „Active“ checkbox.

All recordings are retained, but the employee no longer has access to the system.

Inactive employees are not included in the license calculation and therefore do not burden the free contingent of the number of employees.


Delete employees



If an employee, including all master data, time tracking records and absences, is to be completely deleted, this is done in the employee administration by clicking on the „Delete employee“ button.

The complete deletion of an employee is only recommended if he was created incorrectly or the statutory retention period has expired and the records are no longer required. The data cannot be restored after deletion and therefore the data can only be deleted after a corresponding security confirmation.

If the employee has simply left the company, he can be deactivated. All data are retained here.


Create target hours



Each employee can be assigned an individual target hour profile by clicking on the green „+“ in the employee administration.

If templates are already saved, they can be adopted by selecting them from the drop-down menu.

The date from which this profile is to be used and the daily target working time can be stored.

If the company has regulations for compliance with minimum breaks, you can optionally specify from how many working hours per day which minimum break should be automatically deducted. The information is given in industrial hours (e.g. 0.75 industrial hours = 45 minutes).

Public holidays that have been entered in the company settings are also taken into account as such in the time tracking system by default. In some industries (e.g. gastronomy, health care, etc.) it is common to have to work on public holidays. For this, the checkbox „Ignore public holidays“ should be activated.

If the employee has the opportunity to accumulate and reduce overtime using his time account, the „Transfer hours“ checkbox is activated and the respective plus or minus hours are transferred to the following month. If this is not desired (e.g. wage payment based on the hours worked), the hour transfer should be deactivated.

If the newly created profile is also to be used as a template for other employees, a „template name“ can be specified. When you click on „Save“, a new template will be created automatically.

Click on the left arrow to open the details of the corresponding target hour profile. It is deleted by clicking on the trash symbol to the right of the profile.

Create target hours

Create target hours

Create target hours

Add absence



By clicking the green „+“ in the employee administration, absences (e.g. vacation, illness, etc.) of employees can be recorded.

After entering the period of absence, the reason for the absence must be specified. If the same day is specified in “From” and “To”, the absence can be shortened to half a day by activating the corresponding checkbox.

If a multi-day absence is to be recorded that includes one or more half days, a separate absence must be saved for each period that is to be taken into account as half a day.

An absence can be deleted by clicking on the trash symbol.

Add absence

Add absence

Add absence Example: Vacation from 01/14 to 01/15, of which 01/14 is a half a day

View and edit employees' working hours



The editing window opens by clicking on the desired day in the calendar in the employee administration.

Times can be changed simply by overwriting the saved values and accepted by clicking on the green tick. An hourly recording is deleted by clicking on the trash symbol.

By clicking on „Add times“, working and break times can be added.

View and edit employees' working hours

View and edit employees' working hours

View and edit employees' working hours

Dashboard



The current status of each employee, broken down by company and department, is displayed in real time via the “Dashboard” menu item.

  • Status: rot=abgemeldet, grün=angemeldet, gelb=Pause
  • Grund: Anzeige des Grundes im Falle einer Abwesenheit (z.B. Urlaub, Krank, etc.)
  • Konto: Stand des Arbeitszeitkontos zum Vortag
Dashboard

Generate and export timesheets



An overview of the working time accounts can be generated via the menu item “Working time list”. To do this, the desired company and the corresponding month must be selected.

Optionally, the evaluation can be limited to a single department.

The evaluation can be printed out or exported as a CSV file by clicking on the corresponding buttons.

Generate and export timesheets

Changelog



An overview of the changes made by administrators to company, employee and user data can be viewed via the menu item „Change log“.

It can be filtered by date, company, administrator and performed operations.

The evaluation can be printed out or exported as a CSV file by clicking on the corresponding buttons.

Changelog

Create administrators and manage rights



Access rights can be managed under the menu item „Administrators“.

Administration rights can be assigned in three stages:
  • Full access
  • Access to a specific company only
  • Access only to a specific department of a company
The rights of existing administrators can be changed at any time and new administrators can be invited using the „Create administrator“ button.

Create administrators and manage rights

Change plan



If a higher/lower number of supported companies, employees or a higher/lower support status is required, the plan can be adjusted using the menu item of the same name. In addition, the status of the current plan can be viewed here and the billing address can be edited.

Change plan

Establishment of a central time recording terminal



The employer can set up one or more terminals for time tracking. To do this, he can offer the web application in the browser for time tracking on a PC, notebook or client. Employees log into the application with their username and password. https://log.timeclam.com

It is more convenient to install the TIME|CLAM app on a tablet, because every employee can authenticate himself here using an NFC tag (e.g. key, card, smartphone, etc.).

Of course, employees can also use the time recording individually at their own workstation via the web application or mobile via the app.

Establishment of a central time recording terminal


Time tracking (for employees)



Employees cannot register themselves, but are created by the employer and invited to use the time recording system by email (with activation code / activation link). After successful activation, the employee can log in to the web application or via the app: https://log.timeclam.com

The functionality of the web application and the app is largely identical. In addition to a password for authentication, a fingerprint, facial recognition or the registration of an NFC tag can also be used in the app and working hours can also be recorded in offline mode.

Time tracking via a mobile device (smartphone, tablet) must be approved by the administrator.


Register at the start of work



After logging in, time tracking begins with a click on „Clock in“. The time of the start of work is displayed.

Register at the start of work

Registration and deregistration for breaks



To start a break, click on “Break”. The time of the start of the break is displayed.

The pause is ended by clicking on „End break“.

Registration and deregistration for breaks

Registration and deregistration for breaks

Log off at the end of work



At the end of work, the button „Clock out“ is clicked.

Log off at the end of work

Display of the working time account



The total balance of the working time account is displayed under “Balance” (previous day's value).

Display of the working time account

Detailed view of the working and absence times in the calendar



The calendar view is opened by clicking on the “Details” button. The agreed working time is displayed under „Target“ and the actual working time for the selected month under „Indeed“. „Balance“ shows the monthly difference between target and actual working hours.

Details of the recorded times are displayed by clicking on the desired date.

Detailed view of the working and absence times in the calendar

Detailed view of the working and absence times in the calendar

Privacy policy


You can visit our website without providing any personal information. We only store access data in so-called server log files, e.g. the name of the requested file, date and time of access, amount of data transferred and the requesting provider. This data is only evaluated to ensure trouble-free operation of the site and to improve our offer and do not allow us to draw any conclusions about you personally.

Show more We process personal data if you voluntarily provide it to us when you contact us.

This website uses Google (Universal) Analytics, a web analytics service provided by Google Inc. (www.google.com). Google (Universal) Analytics uses methods that enable your use of the website to be analyzed, such as so-called “cookies”, text files that are stored on your computer. The information generated about your use of this website is usually transferred to a Google server in the USA and stored there. By activating IP anonymization on this website, the IP address will be shortened before transmission within the member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transferred to a Google server in the USA and shortened there. The anonymized IP address transmitted by your browser as part of Google Analytics will not be merged with other Google data. You can prevent Google from collecting the data generated by the cookie and relating to your use of the website (including your IP address) and from processing this data by Google by downloading and installing the browser plug-in available under the following link: http://tools.google.com/dlpage/gaoptout?hl=en

You have the right to free information about the data we have stored about you and, if necessary, the right to correct, block or delete this data. If you have any questions about the collection, processing or use of your personal data, information, correction, blocking or deletion of data as well as revocation of consent or objection to a specific use of data, please contact us directly using the contact details in our imprint.

Privacy policy created with the Trusted Shops legal text service in cooperation with Wilde Beuger Solmecke law firm.

Show less