A time tracking software helps efficiently manage employees and simplifies the payroll process. Tracking the presence and absence of employees can become cumbersome as the number of employees increases or the company opens new branches. A technical solution not only optimizes personnel management but also streamlines all other processes stemming from time tracking: HR administration, payroll, etc.

MyStaff Time, a time tracking software, streamlines the process of collecting attendance and absence data based on a set of rules that can be configured and adapted for each company. The module acts as a core connection between the activity of collecting time tracking data and payroll services.

The Time module is related to the Personnel module in the MyStaff suite.

MyStaff Time was designed for:

– Recording attendance monthly, daily, or hourly based on the time management profile allocated to each employee.
– Managing absence requests: registering requests, validating them according to legislation and company policies, and initiating and executing approval workflows.
– Processing time tracking data for payroll.
– Applying compensation rules: converting absences and presences into paid time for payroll according to legal norms and company rules; generating legal time tracking sheets.

The MyStaff Time application also manages employees’ shifts, where the number of hours worked in a month differs from the number of working hours in the month. This is possible by managing the extra or fewer hours and compensating for them monthly.

Integrations: Connection to access control systems.

Find out how you can use MyStaff Time as a time tracking software for your company, request a meeting.

Features in MyStaff Time, Time Tracking Software

In MyStaff Time, you will find a series of features that make this time tracking software a natural choice for more and more companies.

Thus, in the Time module of the MyStaff suite, employees and subcontractors record the total hours worked and absence requests for each day, which, once approved, are automatically integrated into the time tracking sheets. All types of requests are associated with the same approval workflow and related notifications.

At the end of the month, time tracking data is transferred for all eligible individuals to the Payroll module, and salary calculation is performed. For subcontractors (individuals not on the company’s payroll), a report with their aggregated time tracking data will be available, which can be sent to their employer company.

The time tracking period corresponds to the calendar month, and time tracking can be measured in hours or days.

Time tracking sheets are pre-filled at the opening of a new time tracking period with a number of hours worked equal to the employee’s norm on working days according to the law. In this way, users do not need to fill out the time tracking sheet for each day but only edit exceptions and make requests when necessary.

Roles in MyStaff Time, Time Tracking Software

In the MyStaff Time application, an employee can have one or more roles:

– Employee
– Creates their own absence requests and sends them for approval.
– Records worked hours and absences that do not require approval directly in the time tracking sheet.
– At the end of the month, sends the time tracking sheet for approval.

– Time Tracker
– Creates absence requests for allocated employees and sends them for approval.
– Records worked hours and absences that do not require approval for allocated employees directly in the time tracking sheet.
– At the end of the month, sends the allocated employees’ time tracking sheets for approval.

– Manager (Approver)
– Approves/rejects received absence requests.
– Approves/rejects received time tracking sheets.

– HR
– Approves/rejects all time tracking sheets at the end of the month.
– Can enter absences and worked hours for all employees without the need for approval.
– Can enter leaves and other types of absences without generating an approval workflow.
– After approval, transfers time tracking data to payroll.

Find out how you can use MyStaff Time as a time tracking software for your company, request a meeting.

Approval Workflows in Time Tracking Software

Approval workflows are very important in an organization to ensure that everything functions optimally and that the time tracking data reaches payroll on time.

For time tracking sheets, the approval workflow is as follows:

– The employee sends the time tracking sheet, the manager approves or rejects it, and HR approves or rejects it.

For absence requests, the following approval workflow applies:

– The employee sends the request, and the manager approves or rejects it.

Absence request approvals are made in accordance with the functional reporting relationships in the company—each level approves for the level below. Requests can be saved from the system to be printed.

Through the MyStaff Time module, automatic notifications/announcements are sent from the application to the recipients’ email addresses. For requests, a notification is sent to the actor receiving the request. For time tracking sheets, the actor receiving the sheet will receive a notification, and the actor who sent the sheet will only receive a notification if the sheet was rejected.

Each type of time tracking is associated with automatic validations and checks according to the law. The system also includes consistency and correctness checks that apply when time tracking sheets are sent for approval. For example, to be considered valid, a time tracking sheet must contain a total number of absence and/or presence hours at least equal to the legal number of working hours.

If applicable, during the transfer of time tracking data to payroll, the number of meal vouchers corresponding to each employee and the average number for the solidarity fund will be automatically calculated based on the formula according to the law.

After sending time tracking data for approval, they can only be edited by the HR user. They can grant editing rights for time tracking sheets to other roles as well.

The MyStaff Time application is available in both Romanian and English.

Find out how you can use MyStaff Time as a time tracking software for your company, request a meeting.