Features of our flexi time system/software

Brief summary of features

Record working time by clocking in and out, or manually entering time
Enter annual leave/holidays, sickness and any other type of event you want to record
Approval mechanism so managers and administrators can approve staff time entries
Team/departmental leave calendar for annual leaver and sickness
Ongoing calculation of flexi time balance, surplus and deficit
Apply flexi time rules such as minimum lunch break, earliest start and end times, core hours
Configure different working hours for full and part time staff
Assign time to projects, clients or tasks and report on project durations
Record location on work time recordings eg home, office etc
Free setup by our experienced staff, and free no obligation trial
Web/Cloud based, accessible in Google Chrome, Firefox, Edge etc - no installs on user's PC's required

Features in detail

Working Time Entry/Recording

Start Work and Stop Work buttons used daily to ensure staff accurately record their time
Manual entry of working time retrospectively if required
You can have as many working event types as you want eg working time, meetings, overtime, staff events, study time
Time rounding, if necessary, to 5 minutes, 10 minutes and 30 minutes, rounded up or down
Automatic closing of working sessions if user fails to click on Stop Work button at the end of the day
Record notes against time sheet entries
Auditing of time entered - records IP address location of where the entry was made, what time entered and by who
Useable by both flexi time users and non flexi users (eg contractors etc)
In addition timesheet "adjustments" can be made where event entries have been incorrect on a particular day eg +1 hour adjustment etc

View timesheet screen and add event screen.

Annual Leave, Sickness and Other Leave

Allows entry of annual leave, sickness and all other types of leave (maternity leave, study leave, etc - you can configure as many different types of leave as you want)
Easy entry of leave events - events will fill up the hours in a user's day or half day according to the hours required by their working schedule
Leave requests go for approval to timesheet administrators or managers
Team leave calendar view shows the whole team and when they are off to enable easy planning and approval of leave requests
Store annual leave allowance and carried over leave for each staff member
Single screen for each user that shows their booked leave, leave taken and remaining
Reporting to display status of leave for all users across the organisation
Bulk transfer of leave allowance and carried over leave from one year to the next

View add annual leave screen example.

Approvals of Timesheets

When an event (working or leave) is entered it can go for approval to team leaders/managers or system administrators
Emailing of approval request when approval request is made or approval given
Approvers get a dashboard of all pending approvals so events can easily be approved
Approval requests can be sent to either named individuals, system administrators or managers/team leaders
In addition timesheet periods can also be approved. Users can submit their timesheets for approval and an approver can sign off the timesheet period.
Time sheet lockdown - staff timesheets can be locked down for change once the timesheet period is submitted, or alternatively after a specified period eg a week, a month, or a previous flexi period. This ensures they cannot change historic time

View example approval screen.

Timesheet Calendar View

Employee timesheet is the central home page of the system
Timesheet displays all events in a calendar view, showing totals worked for each day and week
Flexi time balance displayed at all time, showing surplus or deficit
Clickable calendar to easily add events, working item or leave
Visibility of flexi time policy from timesheet so users know the rules
Running total of today's time recorded throughout the day
Timesheet can be viewed by monthly, 4 weekly or weekly view
Managers can see the timesheets of their team members

View timesheet screen shot.

Flexi Time Balance Calculations

Ongoing flexi time balance calculation updated daily or whenever timesheet entries are made
Balance for all users displayed in graphical bar, showing surplus (green) or deficit (red)
Insufficient lunch deductions - automatic deductions to balances made when user does not take sufficient lunch breaks
Maximum carry over surplus - maximum allowable carry over over surplus at end of flexi accounting period - automatic deductions made if surplus is exceeded
Team balance statuses - ability for managers to see the flexi balance of all team members in a single view

Configure Your Flexi Time Policies

Flexi time templates enable you to configure your corporate flexi policy
Set normal daily hours eg 7hrs, 7hrs 30 etc
Accounting periods such as monthly, 4 weekly, weekly, 3 monthly and more
Set maximum surplus and deficits eg 15 hours surplus, 7hrs deficit
Set core hours, such as earliest start and end times, lunch hours, and latest start and earliest end times
Enforce minimum break time/ lunch times. Time sheet deductions are made if minimum break times are not met
Prevent users from recording time outside core hours if required
Unlimited flexi templates for your different working patterns, such as full and part time workers
Reporting on breaches made to flexi time rules

View flexi time template configuration screen 1, and screen 2.

Team Planning & Leave Planning

Manager's can see timesheets of all staff in their team, and also view their flexi balance calcualtions and sign in times
All users can see a leave calendar of the whole team, to enable easy planning of time off
Managers and system administrators can run reports across the organisation or restricted to just their team
Events can be entered for the team or organisation at once, rather than just individuals - good for entering national holidays, or staff events
Automatic population of national holidays/bank holidays

View leave planner screen and team view screen.

Assign Time To Projects/Clients/Tasks

Recorded time can be assigned to projects, clients or tasks
Using clocking in and out and assign the time when clocking out
Configure a list of projects/clients and allow users to assign their time to them
Quick and easy user interface for assigning time
Run reports by user, team and for projects to ascertain totals worked on projects

TOIL and Overtime

Record Overtime worked, with approval required
Record Time Off In Lieu (TOIL) banked and TOIL taken
Configure the system to record any type of time recording event, from study leave, meetings and other events

Mobile Smartphone Access

Slimmed down version of web application which displays well on mobile smart phones
Mobile version displays timesheet of a user's recorded events
It allows events such as working time, annual leave, sickness and all other events to be entered
Displays a current flexi time balance for the user
Allows the user to click on the Start Work and Stop Work buttons
Can be limited to only be accessible when the mobile smartphone is on your work's wifi network (this blocking access from outside work)
The mobile version is not an app in the app stores, rather a simplified version of the web application - no installs necessary

View mobile view screen.

Security & Permissions

Configurable security with different roles eg normal users, team leaders/managers and system administrators
Managers have access to all timesheet data for their team members
Granular permissions to restrict how users can edit their timesheets eg approvals required, no approvals required
Restrict users so they can only enter working events through the Start Work and Stop Work buttons - ensures accuracy of recordings
Only allow access to the system from your workplace if necessary

Reporting

A range of different reports available which can be exported to Excel
Users can run reports on themselves, managers can run reports on their teams, system administrators can run reports across the organisation
Run reports on staff flei time status and balances
Calculate flexi balances on dates in the past
Run totals reports on annual leave, sickness etc for analysis
Flexi rules breaches reports, such as users who are starting too late or finishing too early
Raw data export reports - export raw event data such as working time recorded for calculating hours for pay

Setup and Administration

Quick and easy setup - Flex Planner staff can do all the setup required, such as flexi time policies, users, team, approcals setup and more
Once setup you can do the administration of users, flexi time templates etc yourself, or come back to us to assist
System admin roles have full access to configure all parts of the system
Technical support and help provided by email or phone

Other Features

Recording of user location eg Home working, London office, Offsite, etc. Currently users choose their location when recording working times (rather than it being automatically detected)
Synchronisation of events/appointments with Microsoft Outlook so they are displayed in Outlook calendar. There are two methods for this - either a user can import the events into their Outlook calendar or it can be done through Internet Calendar (ICS) feed
Banking of time - time can be allocated to a bank and then flexi leave can be booked off from that bank
Integration with Microsoft Dynamics HR to synchronise leave booked. Additional integrations with HR systems can be programmed at cost
API - the system has an api you can program against in order to automate you internal processes