Introduction to time tracking with hour bank
This article describes the setup and use of time tracking with an hour bank in BitaBIZ. An hour bank is used when working time needs to be calculated as a balance – for example with:
Flex time (plus/minus hours)
Overtime
Time off in lieu
In BitaBIZ, the hour bank can be used together with different time tracking methods, depending on how employees register their working hours.
Choose time tracking type
BitaBIZ supports two methods for time tracking with an hour bank: deviation registration and daily registration.
1. Deviation registration (EU-compliant)
The employee only registers deviations such as overtime, time off in lieu, and absence.
The actual working time is automatically adjusted based on the registered deviations.
The hour bank is updated based on the registered deviations.
Suitable for:
Employees with fixed working hours, where there is only a need to register changes in working hours.
Read more about deviation registration here:
2. Daily registration via check-in/out (Flex time, EU-compliant)
The employee registers their daily working hours by checking in and out. This can be set up in two ways:
Check in and out via mobile app/web
Check in and out with a QR code at the workplace
The actual working time is compared with the standard hours for the day.
The hour bank is automatically updated based on plus/minus hours.
Suitable for:
Employees with flex time or variable working hours.
Read more about daily registration here:
Check in and out via mobile app/web:
📑 Check in and out of daily working hours – with hour bank
Check in and out via QR code at the workplace:
📑 QR check-in/out at the workplace with hour bank
How to set up the time tracking method on the policy
The time tracking method is selected on the employees’ policy.
Click Setup admin
Click Modules
Click Edit next to the policy (or click Create new policy)
Open the section Time tracking – with hour bank
Select the desired method and ensure the rest of the policy is configured as required before clicking Save
Check in and out with QR:
If the employee must check in using a QR code, this option must be selected when check-in/out is chosen.
Once the time tracking method has been determined, save the selected method for your time tracking on the policy. It will then apply to the employees assigned to that policy.
Select standard hours method (required for EU-compliant methods)
BitaBIZ has 2 standard hours methods for defining official working hours. One of them must be selected to use Time tracking with hour bank, which calculates working hours in accordance with the EU Working Time Directive.
The 2 standard hours methods for official working hours are:
Create official start and end time per workday
Use this method for employee groups that have a fixed work schedule that does not change much.Create only the number of net hours per workday
Use this method for employee groups that do not have a fixed work schedule by entering the average daily working hours on a weekly basis.
The standard hours method is activated on the employee policy under the “Workweek” section.
How to find these settings:
Click Setup admin
Click Modules
Click Edit next to the desired policy
Open the “Workweek” section
See guides for the two standard hours methods here:
Employee access to time tracking with hour bank
The time tracking method is selected on the employees’ policy.
When an employee is assigned a policy on their master data card, the employee automatically gets the time tracking method that is selected on the policy.
It is possible to override the method manually on the employee’s master data card if an exception is needed.
💁 We recommend sharing the user guides that describe your chosen registration method with your employees.
Find the user guides here.
💁 Also remember to share your approver guide with your approvers.
Checklist for time tracking
Below you will find an overview of features that can be activated in connection with time tracking with hour bank.
Consider which features fit your employee types and workflows.
Reminders for registrations
You can activate automatic reminders that support a consistent time tracking flow.
Remember to edit
If an employee has not edited their working hours for the last X number of weeks, a friendly reminder will be sent to the employee and their manager. |  Can be activated for deviation registration. |
Live feed (reminder to check out)
Displays an active time counter on the employee’s mobile device after check-in, with a direct option to check out. |  Can be activated for daily registration. |
See the guide for reminders here.
EU notifications
Push notifications intended to support compliance with the EU Working Time Directive and that can be sent to the approver.
48-hour rule
Sends a notification to the approver if the average working time exceeds a selected number of hours over a 4-month period. |
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11-hour rule
Sends a notification to the approver if the minimum 11-hour rest period is not observed. |
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Read more about notifications related to the EU Working Time Directive here.
Job codes for overtime
Should employees be able to register overtime on job codes with a specific factor?
Overtime job codes are used if overtime should not be settled 1:1, but for example with a 1:2 factor or another rate.
This is relevant if, for example:
|  |
Read more about job codes for overtime here.
Payout of hour bank balances
Should employees be able to request payout of accrued hours in the hour bank?
Access to payouts is controlled on the policy.
How to activate it:
Setup Admin → Modules → Edit policy → Time tracking – with hour bank → Hour bank settings → Enable “Access to request payout of hour bank balance”
When the function is activated, employees can request payout of their balance. |
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Maximum flex time plus hours per day
Should there be a daily limit for how many plus hours employees can accrue?
This setting only applies to flex time.
The maximum limit is configured on the policy and requires that daily working hours are set up with either start and end times or net hours.
How to set the maximum limit:
Setup Admin → Modules → Edit policy → Workweek → Under “Hours per day” enter “Max. plus hours”
If an employee registers more plus hours than the allowed maximum, the hour bank will only be updated with the maximum number. The employee will be notified. |  |
Own paid breaks
Automatic deduction of paid breaks from working hours.
Own paid breaks are deducted from the registered working time.
Breaks can be targeted to different employee groups. Multiple breaks can be created per day. |  |
Read more about breaks here.
Fixed accrual of hours to the hour bank
The hour bank balance can be linked to fixed accrual per:
Year
Quarter
Month
This is configured on the policy.
Set up fixed accrual by:
Setup Admin → Modules → Edit policy → Time tracking – with hour bank → Hour bank settings → Select fixed accrual or no accrual. |  |
Read more about fixed accrual here.
FAQ
Can we use an hour bank for flex time and time off in lieu?
Can we use an hour bank for flex time and time off in lieu?
Yes. The hour bank is used for flex time, overtime, and time off in lieu, where plus/minus hours are automatically calculated based on standard hours and registered working time.
We only want to register working hours – not accrue hours. What should we do?
We only want to register working hours – not accrue hours. What should we do?
If you do not want a balance (flex time/hour bank), you should use time tracking without hour bank.
How can we see which time tracking solution we are using?
How can we see which time tracking solution we are using?
On the employee’s policy, you can see which time tracking method is assigned. It is possible to choose between:
“Time tracking – without hour bank”
“Time tracking – with hour bank”
Can employees register or edit working hours retrospectively?
Can employees register or edit working hours retrospectively?
Whether employees can register or edit working hours retrospectively depends on the company’s configuration.
An administrator can choose whether employees are allowed to create or edit time registrations retrospectively – and how many weeks they are allowed to go back. Read about the setting here.
If the function is disabled, employees cannot register time retrospectively.
Note:
Payroll-processed registrations cannot be changed by employees but can be edited by the payroll admin. Read more about the payroll admin role here.
Can absence be registered retrospectively?
Can absence be registered retrospectively?
No, an employee cannot register absence in the form of vacation or time off in lieu retrospectively.
Vacation and time off in lieu must be registered on the actual day or requested in advance.
Absence can only be created retrospectively by the approver or payroll admin.
If the absence to be registered is sick leave, different settings may apply.
Read more about sick leave here.