Introduction to Daily Flex Time Registration
Daily flex time registration is used in time registration with an hour bank when employees need to register their work hours daily by checking in and out—either via the mobile app/web or with a QR code at the workplace.
The registered work hours are compared to the employee’s standard hours, and the difference automatically updates the hour bank (plus/minus balance).
The weekly view in the calendar shows how registered work hours affect both the employee’s hour bank and the actual work hours per day and week:
ℹ️ Flex time is used together with the absence module.
Read more about time registration with hour bank here:
Rules and Logic for Flex Time Registration
With flex time registration, it’s important to distinguish between:
Actual work hours
The registered work hours. Used for reporting (e.g., the EU’s 48-hour rule).
Hour bank (balance)
The difference between standard hours and registered work hours.
Choosing a Standard Hours Method
Flex time requires that a standard hours method is set up.
The standard hours form the basis for calculating how daily work hour registration affects the hour bank.
The standard hours method is set up on the policy or on the individual employee’s master data card.
There are two standard hours methods to choose from:
The official start and end time of the day is entered
Use this method for staff groups with a fixed work schedule that doesn’t change much.
Only the day’s net hours are entered
Use this method for staff groups without a fixed work schedule.
Absence
Full Day Absence
When registering a full day of absence, no actual work hours are registered.
It is not possible for the employee to register work hours on a full day of absence.
Actual work hours = 0
Hour bank (+/-) = no adjustment |  |
Half Day Absence
A half day of absence is automatically registered with half of the day’s standard hours—regardless of when during the day the absence occurs.
The employee must register the work hours worked in addition to the absence. A half day of absence must be combined with a work hour registration, and the sum of the two adjusts the hour bank balance.
The hour bank is adjusted by the difference between the day’s standard hours and the sum of registered absence and registered work hours.
Actual work hours = Registered work hours |  |
Note that day bank registrations, plus day and minus day, do not work together with flex time registration.
Absence Hours
Absence hours must be combined with work hours, and the sum of the two adjusts the hour bank balance.
Absence hours include registration types Sick, Child sick and Other vacation.
Actual work hours = Registered work hours
Hour bank (+/-) = Absence hours + Actual work hours - Standard hours |
 |
Weekends & Non-Working Weekdays
All registered work fully updates the hour bank when work is registered on a day that normally has no standard hours.
Actual work hours = Registered work hours
Hour bank (+/-) = Work hours update the hour bank 100% |  |
Overtime
Overtime is registered separately from regular work hours and adjusts both actual work hours and the hour bank.
Actual work hours = Registered overtime
Hour bank (+/-) = Overtime updates the hour bank 100% |  |
Time Off
Time off must be registered as a full day. It is not possible to register both flex time and time off on the same day.
Actual work hours = 0 hours
Hour bank (+/-) = The day’s standard hours are deducted |  |
Workday Without Registrations
If the employee does not register work hours on a workday, no adjustments are made.
It is possible to send a reminder to the employee that a registration is missing. Read more about reminders here.
Actual work hours = 0 hours
Hour bank (+/-) = no adjustment |  |
Report for the EU Working Time Directive
The report provides an overview of your employees’ actual work hours and is typically used to monitor the EU’s 48-hour rule.
The report shows:
the actual work hours per week for the selected period
the average actual work hours for the selected period.
Find the report for actual work hours under: HR statistics → Report Library → Time registration - with hour bank
FAQ
When should we use daily flex time registration?
When should we use daily flex time registration?
You should use daily flex time registration when employees need to register their work hours daily by checking in/out, and plus/minus hours should be calculated automatically.
Why don’t I get minus hours in the hour bank on days without registration?
Why don’t I get minus hours in the hour bank on days without registration?
The hour bank in BitaBIZ is adjusted per day and only based on registered time.
If no work hours or absence are registered on a day:
no adjustment is made to the hour bank
the day therefore does not automatically count as minus
To get an accurate picture of whether you are ahead or behind in hours:
all workdays must be registered with either work hours or absence
The hour bank is not calculated per week or month, but continuously per day.
What is the difference between flex time and deviation registration?
What is the difference between flex time and deviation registration?
With flex time, work hours are registered daily.
With deviation registration, only deviations from the standard are registered, such as absence and overtime. Read more about deviation registration here.
Why isn’t the hour bank affected on a full day of absence?
Why isn’t the hour bank affected on a full day of absence?
The standard hours are reset on a day of absence, and the actual work hours of zero match the standard hours, which is why there is no plus/minus in the hour bank.
Should we use “half absence day” or register sick leave in hours?
Should we use “half absence day” or register sick leave in hours?
A half absence day is registered with half of the standard hours and does not take into account when during the day the absence occurs. In some cases, this may lead to minor discrepancies in the adjustment of the hour bank.
When registering sick leave in hours, the absence is more accurately matched to the actual work hours for that day.
Read the guide on setting up sick leave in hours here.