Working-hours records: hours come from real work, not from memory
An agent proposes each day's hours from real activity and closes the monthly record with working time checked. Each person approves their hours and signs their record.
The problem
“What did I do on Tuesday?” At the end of the month, half the team fills in the working-hours record from memory. And anyone who bills by the hour does the same every evening: noting which project each slot went to, and fixing it later.
It happens in every company, because all of them have to keep a working-hours record, and more so in those that also log hours against projects or clients. A record filled in from memory does not reflect the real working day, which is exactly what it is meant to do.
How it is done today
Each person logs their hours when they remember. At the end of the month someone goes through them, chases whoever has not clocked in and puts each person's document together. Maximum working time gets checked once a year, if that.
In our own company that was half an hour a day per person, between logging and correcting.
How we solve it
- Every day it gathers the person's real activity: the tickets they worked on, code changes, calendar meetings and emails sent.
- From that it proposes the day's hours, split across the tasks worked on, each with its link.
- The person reviews and approves them, and they go into the time tracker.
- Every week it goes over the record: days with no entries, gaps in the core hours, overlapping entries and excess working time.
- Every month it generates each person's working-hours record as a PDF: actual work for each day, with start, end and breaks, and absences listed separately.
- It checks the daily and annual maximum working time under your collective agreement. If something does not add up, it leaves a draft email to the person with the days affected.
- It files each record in its folder, to be kept for as long as the law requires.
Result
30 mina day per person, no longer lost
In our own company nobody logs hours by hand. Hours come from real activity, and the monthly record is generated and filed without relying on each person to send anything.
What it takes
Timeline
The monthly close works first, because it only reads from the time tracker you already have. Proposing each day's hours takes longer: the tools where work leaves a trace have to be connected. The exact timeline comes out of the assessment.
Data and access
Read access to the time tracker. Your collective agreement's working-time limits and your core hours. The list of people with their start date and their percentage of full time. And, to propose hours, read access to each person's work tools.
Your tools
The time tracker you already use, your task manager, your calendar, your email and your document storage. If there is no time tracker today, that is decided first.
How it is built
The working-time rules are a program with its own tests: daily maximum, annual maximum prorated by start date and percentage of full time, and gaps in the core hours. The limits are those of your collective agreement, and the PDF cites the regulation.
The monthly close only reads from the time tracker: it does not create, change or delete entries. What each person logged is the truth; if something does not add up, a warning is raised.
Absences are counted separately from actual work. A long day is not an issue if breaks are logged and actual work stays within the maximum.
A record that already exists is not overwritten unless requested. And before a draft is left, the program checks there is not an identical one.
The scheduled weekly review only outputs initials and counts. The detail with names and days stays in a private folder.
Frequently asked questions
Do I have to change the tool people clock in with?
That is not the idea. The agent reads from the time tracker you already use. If you have none, in the assessment we look at which one fits.
Does the agent change the hours someone has logged?
No. The monthly close only reads. If there is a mistake, the person fixes it in their own log and the document is generated again.
Does it work if my company does not log hours against projects?
Yes. The monthly record and the working-time checks work the same. The daily proposal of hours per task makes sense when you bill or report by the hour.
What does each month's record contain?
Actual work for each day with its start, end and breaks, absences listed separately and the working-time checks. Whether what was logged is what really happened depends on each person, which is why they review and sign it.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; deciding what to do about each incident stays with your team.
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Part of People