Team Times: Review, Enter, Import, and Export Entries

Team Times: Review, Enter, Import, and Export Entries

Here you can see what your team has tracked in terms of working hours, where each hour comes from, and how that translates into total hours and costs. You can find this page in the menu under Time tracking → Team times (/manager/time-tracking). It applies to the location selected at the top of the dashboard. The “Time tracking” group appears only if time tracking is enabled for the location (see “Set Up Time Tracking”).

Entries are created in four ways: staff members clock in and out, hours are derived from the calendar, you import a file, or you enter time manually. Next to the title, a small help icon (“How time tracking works”) explains the page in four steps.

In the top right corner are two buttons: Import entries and Manual entry (displayed as icons on mobile devices). Below them, you can switch between five views using the tabs.

Tab “Team overview”

This view answers the question: Who worked how much during the selected time period? Use Date range to select the start and end dates (the default is the last 30 days). At the top are three numbers: “Team members”, “Total work hours”, and “Overtime”. The table “Team performance” shows, for each staff member, working hours, overtime, average daily hours (not available on mobile), and days. You can search and sort by any column.

Use Export CSV to save the entries for the time period as a file, and use Export DATEV to export them in DATEV format (see below). After exporting, “Export successful” appears.

Tab “All entries”

This tab displays every entry with staff member, date, time, working hours, type, and status. For example, the types listed include “Auto leave” and “Edited”. Everything that is still awaiting approval or has been rejected appears here, not just in the approval queue.

• You can filter by Status (All statuses, Draft, Submitted, Approved, Rejected, Corrected) and by Date range.
• For a submitted or corrected entry that has not yet been decided on, the row menu offers Approve, Reject and Edit.
• Approve is final: An approved entry is included in payroll and cannot be changed or rejected afterward. So, correct the time first and then approve it.
• Reject opens “Reject time entry”. The Rejection reason field is required (at least 5 characters) and is assigned to the person who can correct the entry and resubmit it. Selecting “Confirm rejection” completes the process. A rejection does not delete anything.
• Edit opens “Edit time entry” with Check-In, Check-Out, Break (minutes), Entry type, Billable, Tags (comma-separated), Staff notes, Manager notes, and the required field Edit reason (at least 5 characters: “Why are you editing this entry?”). Save with “Save changes”. The entry is then considered edited.
• To select multiple lines, highlight them and choose between Approve selected and Reject selected. The confirmation prompt will display the time period, the number of people, and the total hours, as there is no way to undo this afterward. If individual entries could not be processed, Terminz will indicate how many.

Tab “Monthly report”

This view answers the question: How does the month compare to the target? Use Monthly to select the month. At the top are “Target hours”, “Actual hours”, “Overtime”, and “Total gross”. Table “Employee overview” shows, for each person, the target (in days), actual (in days), progress, overtime, absences (vacation days, sick days, holidays), gross pay, and vacation. Here, too, there are Export CSV and Export DATEV.

Tab “Staff Cost”

This view shows the cost of time and how well it is utilized. Use the month selector to choose a month. Only staff members with recorded times for the selected month are included here. For months without approved times, “No approved hours recorded for this month.” appears here

At the top are “Staff Cost”, “Share of revenue”, “Utilisation”, “Idle”, and “Revenue”. The table shows the hourly rate (or “Monthly salary”) for each staff member, “Paid” (hours converted to days), “With clients”, “Idle”, “Utilisation”, and “Costs”. In the row menu, Timesheet (PDF) generates the person's timesheet for the month; Terminz then reports “Timesheet is ready”.

Tab “Manage tags”

Tags categorize work times, such as “Programming,” “Marketing” or “Meeting”. The view is called “Time tracking tags”. If no tags have been added yet, it displays “No tags available” with Create first tag.

• Create tag has the fields Name, Color, and Description (optional). “Please enter a tag name” appears without a name.
• In the row menu, you'll find Edit (“Edit tag”, Save with Save) and Delete. Deleting prompts you to confirm again and cannot be undone.

Entering Time Manually

Manual entry opens “Manual time entry” for a retroactive entry, for example, if someone forgot to clock in:

• Staff: Required, active staff members only, searchable.
• Date: Required; default is today (according to the location's time zone).
• Check in and Check-Out: Required. The departure time must be after the clock-in time (“Check-out must be after check-in”).
• Break (minutes): From 0 to 480.
• Entry type: Regular, overtime, vacation, sick leave, work from home, training, business trip, on-call duty, or unpaid leave.
• Notes: Optional.

Pressing Save entry saves the data (“Time entry saved”) and opens the “All entries” view.

Importing Entries

Import entries opens a full-screen editor. You can enter times directly into the table or upload the completed Terminz template (.xlsx). You can access the template via Download template; it is uploaded via Load filled-in template. The columns are Staff, Date, Start, End, Break (min), Type, and Note.

Check rows checks each row. The result counts “Valid”, “With existing entry”, and “With error”. Rows with errors are not imported; the others are. Import x saves them; afterward, it displays “x entries imported,” and Terminz moves to “All entries”. If you close the editor with unsaved rows, Terminz displays “Discard the import?”.

Export to DATEV

The DATEV export contains only approved time. An entry that is still pending never leaves this page. The button is only active once a time period has been selected. If something is still missing for the import into LODAS, “DATEV can't import this yet” appears below with What's missing?. The “Still missing for DATEV” dialog lists up to three items:

• the consultant and client numbers (from the tax office; consultant number 4 to 7 digits, client number 1 to 5);
• the wage types for hours and overtime (set by the tax office in LODAS);
• the staff member ID numbers of staff members with paid time in the time period (see “Create, edit, assign, and deactivate staff members”, Remuneration section).

Use Add to navigate to the field where you enter this information. After that, the export is completed with a single click.

Frequently Asked Questions

Why doesn't an entry appear in the DATEV export? Only approved time is exported.

Can I still change an approved entry? No, once approved, it is final.

Where can I view pending entries? Under “All entries”, filtered by status “Submitted”.

Why is the “Time tracking” group missing from the menu? Time tracking is disabled for this location.