Attendance and absence
Due hours come from the contract, one day at a time
How many hours someone owes on Tuesday the 14th is set by the contract valid that Tuesday: full-time, horizontal, vertical or mixed part-time, with a fixed schedule or a cycle of weeks. From there Klokka works out the due hours and the balance that end up in the Attendance sheet. Changing contract from a given date does not touch the months before it.
One single place decides how many hours are owed
On the person’s profile, “Contract & schedule”, you pick the type. Full-time owes the company’s full weekly hours, which can also be spread with different hours per day: over six days, or with shorter days. Part-time always has its own time slots: horizontal means fewer hours every working day, vertical full days on some days only — Saturday too, if it is in the contract —, mixed different slots day by day. “No contract” is for external contributors: no fixed hours, no reminders. Type and hours check each other against the “Full-time weekly hours” in Settings: a part-time that reaches the full week is not saved, and Klokka suggests the right type. Above the contract sit the “Days with a different schedule”, for a single date; above everything, company closures, which count as zero hours for everyone.
How it works
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Choose type and time slots
In “Contract & schedule”: contract type, the time slots of the days worked and, if the hours change from week to week, a cycle of two to four weeks repeating from the Monday chosen as week 1.
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Change from the right day
“Change contract from…” opens a new period with its own date, and the “Contract history” lists them all, the current one and the scheduled ones. For a typo there is “Correct the current contract”, with no date.
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The count runs by itself
Each day is calculated with the contract valid that day, from the later of hire date and first entry in Klokka up to the end date. Due hours and balance reach the Attendance sheet with no spreadsheets in between.
The new contract applies from a date. The months before stay as they were.
What you can do
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Full-time with hours per day
The full weekly hours can be spread as needed, even over six days or with shorter days: the week just has to match the company’s full hours.
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Week cycles
Alternating shifts: two to four weeks, each with its own time slots, repeating one after the other. The profile shows the weekly average.
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The odd day
“Thursday the 14th works 9 to 1”: hours for a single date, or a day off, with a note. It replaces the contract; company closures stay closed for everyone.
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Only an administrator touches the past
A date in the past, or correcting a contract that has already started, recalculates due hours and balance for months already lived: only an administrator can do it, and Klokka says so before saving.
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Hire and end date
In “Employment”, due hours count from the later of hire date and first entry, and stop at the end date. Someone using Klokka since May has no debt from January.
Frequently asked questions
Who sets a person’s contract?
Whoever holds the “Member management” privilege, which the Administrator typology has by default. Choosing a past date or correcting a contract that has already started is still left to an administrator.
What if a part-time reaches the full weekly hours?
It is not saved as part-time: with a weekly total equal to the full hours it is a full-time, and Klokka suggests using that. It works the other way too: a full-time below the full hours is a mixed part-time.
Do company closures remove due hours?
Yes: a closure day counts as zero hours for everyone, even when it repeats every year, and it beats both the contract and the day with a different schedule. Closures are entered with the “Absences and holidays” extension.
Are contracts included in the data export?
Yes: they are part of the archive with all of Klokka’s data and of the copy a person requests of their own data, next to entries, holidays and leave.
The other Klokka features
Try Klokka in your company
Request a demo: we’ll show you how Klokka simplifies time tracking and hour accounting.
Alex