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
  • Free setup by our experienced staff, and free no obligation trial

Features in detail

Flex Planner includes the follow features:

  • Employee time recording – either by signing in and out or by adding time manually
  • Recording of time worked, flexi time leave, annual leave, sickness.  Ability to add your own additional event types
  • Show employee’s current accrued flexi hours (surplus or deficit)
  • Flexi time templates – allow you to create unlimited flexi time templates where you can set your organisation’s flexi rules such as flexi accounting periods, maximum user surplus/deficit, maximum flexi leave per period, required hours, lunch hours and more Team or organisation view – enables employees to see when other people in their team are signed in thus encouraging peer reviewing of time entries
  • Leave planer view – enables managers to view and maintain sickness, annual leave and flexi leave for employees
  • Allows both flexi time and fixed time workers to record their time (eg contractors)
  • Time templates – enable you to round time entered to nearest 5 or 10 minutes, have staff in different time zones and date formats etc
  • Start and end time adjustments – You may want to employees to have their time recorded from when they enter the building rather than once their pc is turned.  Start and end time adjustments provide this facility


User Functions

Time Input

Time can be input into the system using 2 methods:

  • Signing in and out
    Users can click a button to sign in and this will start recording their time.  They will remained signed in until they click the sign out button.  Restricting users to just this method of adding time means they cannot fabricate hours worked.  Current time is calculated on the web server, so if a user changes the time on their local PC it will have no effect.
  • Adding time manually
    This method allows employees to add working time, sickness and leave to the system.  Users can manually enter events as they wish.  You can set the system up so that approval is required by a manager before the time entry is confirmed, you can disable the facility for non-managerial staff or you can enable it full for all staff without approval

You can restrict the methods available to your employees.  For example you may not want to let your employees add time manually to the system since it will enable them to fabricate their time.


Time Sheet View

The time sheet view displays all a user’s recorded time by week, four week or monthly periods.  At the top of the screen is the flexi time surplus bar which displays a user’s current surplus or deficit.  From this screen users can also view their organisation’s flexi time policy, thus ensuring all staff are aware of the rules of the system.

Employees can click on the timesheet to add new time entries, flexi leave or holiday, or to change existing time entries (assuming permissions are allowed).  Managers or system administrators can add time for other employees via this screen.

The time sheet view can show total hours work by day and week.  You can also view events using a colour coded view.


Time Templates

Time templates dictate how employees, both on flexi time and fixed time schemes, enter time into the system.  It includes how the user records dates, their time zone, and any time rounding required.

The time template also lets you set start end end time adjustments.  If you consider that work starts when an employee enters the building you use this to automatically compensate for this.

Finally the time template also lets you automatically sign users out at a certain time if they forget to do so at the end of the day.

Flexi Time Templates

A flexi time template states how flexi time policy is enforced.  It records:

  • Normal daily working hours eg 7 hours 30 minutes
  • Flexi time accounting period, which can be ongoing, 4 weekly or monthly
  • Maximum surplus hours per accounting period eg 8 hours
  • Maximum deficit hours per accounting period eg 4 hours
  • Earliest start times eg 7.00 hous
  • Latest start times eg 10.00 hours
  • Lunch start and end times eg 12.00, 14.00
  • Minimum lunch requirements eg 30 minutes
  • Earliest end times eg 16.00 hotr
  • Latest end times eg. 19.00 hors

The system can hold multiple flexi time templates for your organisation.  For example if an employee works a 3 day week you can use a different flexi time template.


Event Types

Flex Planner enables administrators to specify a unlimited event types so that users of the system can add them.  These can be fixed in duration, for example, for a morning, afternoon or day, or the user can specify their durations.  Example fixed event types might be a flexi holiday, annual leave, sickness, paternity or maternity leave. 

Annual Leave/Holiday Planner

The Leave Planner screen provides you with an online staff Leave Planner for tracking holiday leave and all other employee absence. You can view holiday and absence of any kind, with a team view as in the screen capture below. View the leave situation from the graphical calendar displayKeep track of their leave situation on their leave totals view

Annual Leave Holiday Planner