Manual

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.

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 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.

Edit public holidays

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

Apply holiday template

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

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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“.

Log off at the end of work

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

Display of the working time account

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

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.