Klokka extension
Every extra hour has a destination, and someone who decided it.
Sooner or later someone stays past their hours. Klokka counts those hours by comparing entries against the contracted schedule, and once the month is closed whoever holds the privilege decides where they go: into the bank, to be spent as time off, into the payslip as overtime, or split between the two.
No hour gets in on its own
In Settings → “Extra hours” the company chooses what to do with them: “Nothing”, “Time off in lieu”, “Paid overtime” or “Both”. With “Nothing”, the starting value, hours stay recorded and billable but do not become a credit, and no count appears. In the other cases, once the month is closed, whoever holds the “Hours allowance management” privilege confirms each person’s hours — never their own — and decides how many go to time off and how many to the payslip: the sum must match the total, so the same hour cannot be paid and given back too. The privilege is separate from the absence one: recognising extra hours affects labour cost, and is often decided by another office.
How it works
-
Choose the rule
What to do with them, the bank cap and after how many months hours expire, the weekly, monthly and yearly limits. The legal reference is entered from your own contract: Klokka does not impose it.
-
Confirm the month
At the start of the month a notice arrives only if there is something to decide. In “Extra hours” → “Waiting for a decision” you open a person’s month: all to the bank, half and half, all to the payslip, or the numbers by hand.
-
Spend the time off
Banked hours are requested as an “Hour recovery” absence, and the oldest bank is always used first. The attendance sheet shows the month’s time off and overtime.
An unconfirmed extra hour is neither paid nor given back. It is just forgotten.
What you can do
-
A bank with a cap and an expiry
With the bank full, excess hours do not get in, but they stay recorded. Expiry is counted from the month the hours refer to, and those expiring within three months are flagged.
-
Limits that warn
Week, month, year, on all extra hours, paid or banked. Whoever confirms sees in writing that the limit is being exceeded, but can confirm: those hours have already been worked.
-
The team overview
For each person: worked extra, to time off, used, in the bank, expiring, overtime, and a column of things to check.
-
Uncovered time off, covered later
If someone has taken more time off than they had banked, it shows. Hours banked afterwards also cover those already taken.
-
Missing hours
Closed months below the hours due, person by person: usually an absence is missing. Months with no entries at all do not appear, because they are not a debt.
Frequently asked questions
What happens without this extension?
The “Hour recovery” absence does not exist, because there is no bank to draw from, and the attendance sheet has no extra-hours columns. Entries stay as they are.
What if a company does not recognise extra hours?
It leaves the rule on “Nothing”, which is the starting value: no count, no column, no time off. The extension is included and on, but that way it does not show.
And if the bank is not enough for the time off I ask for?
With “Holiday and leave count” also on, Klokka offers to cover the rest with holiday in the same request. Otherwise the uncovered part stays visible to whoever manages the bank.
Can I confirm my own extra hours?
No. Whoever holds the privilege confirms other people’s hours, never their own.
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