Time Tracking – Payroll

On the Payroll page you bundle approved time entries, absences (e.g. vacation, sick leave) and extra pay bookings of your team members per accounting period, so you can hand them over to payroll accounting.

Who sees this page

This page is only visible to users with payroll rights. This right is granted per employee in the company management area. Without this right, the menu item doesn't appear at all in time tracking, and the related actions (creating, changing, updating a period) are also rejected on the server.

Three levels of the view

The page has three levels:

1. Period overview – list of all accounting periods of your company.

2. Employee overview of a period – after clicking a period: list of all employees with their totals for that period.

3. Employee detail view – after clicking an employee: all individual bookings (time entries, absences, extra pay) of that employee in the period.

On levels 2 and 3 you can quickly switch to the previous/next period using arrow chips at the top (also via keyboard: left/right arrow keys); on level 3 you can additionally switch between employees (Alt+arrow keys). Clicking the chip title opens a list for direct selection. The back arrow in the top left takes you one level up again.

Creating and editing a period

Use the round plus button in the bottom right of the period overview to create a new period (if none exists yet) or the next follow-up period (if one already exists) – you choose the end of the period via a date picker. Use the pencil icon on a row to change the start and end date of an existing period afterwards. There is currently no function to delete a period.

Update status and updating

Each period shows a status chip:

• Green "up to date" – no new approved bookings have been added within the period's date range since the last update.

• Red "needs update" – newer approved data exists. An info icon opens an overview of entries added or changed since the last update, with a jump to the respective entry.

• Blue "updating", while an update is currently running.

• Orange "offline", if there is no connection to the server.

Clicking the status chip lets you confirm and run the update: all bookings within the period's range that are already approved (time entries, absences, extra pay) are re-read. Bookings that are still open or rejected are not taken into account. Manual changes you already made to an entry within payroll are kept when updating again.

Important regarding the effect on other pages/users: Creating, editing or updating a payroll period does not lock or block anything on the "Approvals" page. Employees can keep recording time for the affected period, and approvers can keep approving or rejecting entries – the payroll period will simply show the "needs update" status again until you update it once more. So there is no real locking mechanism, only a manual reconciliation workflow with a change notice.

Problems indicator

In both the period overview and the employee overview, a number chip shows how many days have discrepancies (e.g. missing entries). Clicking it opens a list of the affected days; clicking a day opens that employee's day view.

Editing remaining overtime

In the employee overview you can type and save the remaining overtime value directly in the table. This change only affects this employee's payroll record and does not affect their own time tracking view.

Tables: columns, sorting and settings

All three levels display their data in a table:

• Period overview: start, end, duration in days, problems, update status. This table cannot be sorted.

• Employee overview: photo, first name, last name, personnel number, target time, actual time, overtime, overtime carried over, total overtime, paid-out overtime, remaining overtime, and (only with payroll rights) a problems column. Most columns are sortable – click the column header to sort.

• Employee detail view: photo, first name, last name, personnel number, booking type, date, start, end, break, total, task, extra pay type and value, note, cost center, project, ticket, origin, and whether the entry has already been exported.

Changing column settings: click the "⋮" icon (three dots) in the top right of the respective table. In the menu, choose "Table settings" to show or hide individual columns, reorder them, and adjust their width. The same menu also offers "Copy to clipboard" and "Export" for the table.

Storage and effect: these settings are saved locally on your device only – separately for each of the three tables. They do not affect other users, and not other tables elsewhere in the app; on another device or for a colleague, the default columns apply again.

Export for payroll accounting

Use the export icon on a row in the period overview to open the export dialog. There you choose:

• the export format (e.g. CSV, DATEV Lohn, DATEV Lodas, Addison, BRZ, Novaline, GDI, VRG),

• optionally an employee selection (otherwise everyone is exported),

• whether absences should be included in the export,

• (only with payroll rights) whether previously exported entries should be included again, and whether the exported entries should afterwards be marked as "exported" (locked).

The dialog shows live how many entries match the export; the export button is disabled if no entries match. The download runs in the background with a progress indicator; if there are faulty records, you'll get an overview of the issues afterwards. Your most recently used settings in the dialog are remembered locally for the next export.