Managing holidays, attendance and extra hours in SMEs
Holiday requests arrive in a chat, hours are pieced together at the end of the month, and payroll is waiting for a sheet nobody has filled in yet. With Klokka absences, hours worked and extra hours go through one place, and the month closes with the attendance sheet already done.
Klokka for SMEs
Who was in, who was on holiday, how many hours they worked: three questions, one place
In a small or mid-sized company the same people keep the holiday calendar, check hours and prepare the data for the payroll consultant. Klokka holds the three jobs together: holidays, leave, sick days and time off in lieu go through a written approval, company closures and public holidays apply to everyone, and the hours logged are compared with those each person owes under their contract, full-time or part-time.
Once the month is closed, the attendance sheet sums up hours worked, balance, holidays, sick days, leave, time off in lieu and overtime for each person, and exports to CSV, Excel or PDF. A count of remaining holidays and leave is coming as an extension: today Klokka records absences and has them approved, but does not yet keep their balance.
What an SME needs to manage attendance and absences
Needs shared by companies with employees, administrative offices and team leads.
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Requests with a written decision
Holidays and leave requested through a form, approved or declined with a reason: who authorised what can still be read months later.
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Closures and holidays everyone knows about
Bridge days, summer shutdowns and the local patron saint’s day entered once, with an email notice to the employees concerned.
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Extra hours decided, not forgotten
Hours beyond the contracted schedule are confirmed at the end of the month: as time off in lieu, as overtime, or split between the two.
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A month ready for payroll
Each person’s hours worked and absences summed up in one sheet, ready for whoever runs the payroll.
From request to attendance sheet: an employee’s month
Example: how holidays and logged hours reach the administration, each with its own approval.
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1 Employee → Company The employee requests holiday in Klokka: type, dates and, for a single day, the time slot. The request goes to whoever manages absences.
Klokka -
2 Company → Employee The manager approves or declines with a reason: the employee gets the outcome, and the absence appears on the company calendar as “Away”.
Kalendo -
3 Employee → Company At the end of the week the employee submits their hours for approval: from then on the week can no longer be changed.
Klokka -
4 Company → Employee An administrator approves the week or sends it back with a reason. Once the month is closed, the attendance sheet is ready for payroll.
Klokka
What you keep track of
The parts of the employment relationship Klokka keeps in order
Each one tied to the person and to the month it counts in.
- Requests for holidays, leave, sick days and time off in lieu
- Company closures and public holidays, the patron saint’s day included
- Full-time and part-time contracts, with the history of changes
- Hours worked day by day, against the hours owed
- Weeks submitted, approved or sent back
- Confirmed extra hours, as time off in lieu or as overtime
Less chasing for the administration, clear rules for staff
The same information, read by two sides with different needs.
For the company
- Written requests and decisions, instead of messages scattered across chats and emails.
- The month’s attendance sheet in CSV, Excel or PDF, with nothing to copy out by hand.
- Extra hours do not get in on their own: whoever holds the privilege confirms them, never their own.
- An approved week no longer changes: to correct it, it is reopened, and that stays on record.
- Managing absences and recognising extra hours are two separate privileges, for different offices.
For the employee
- Holidays and leave requested in a few steps, with the outcome arriving by notification and email.
- Closures and public holidays already on the calendar, with a notice when the company adds one.
- Extra hours worked are counted and go somewhere.
- The company calendar only shows “Away”: the reason for the absence stays private.
Beyond the holiday calendar
The features that close the month without surprises
Already in Klokka: from each person’s contract to the summary for HR administration.
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Attendance sheet
For each person and month: hours worked, expected and owed, balance, holidays, sick days, leave, time off in lieu and overtime.
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Monthly recap by email
At the end of the month, whoever holds the “Receives the monthly recap of absences and hours” privilege gets the team summary by email.
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Approval of hours
For each person you choose: no approval, approval of every entry, or of the whole week.
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Closure notice
Saving a closure notifies employees by email; if the closure is deleted, they receive the cancellation.
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Contracts and schedules
Full-time, or horizontal, vertical or mixed part-time: hours owed follow the contract in force on each day.
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End-of-day reminder
Anyone who has not yet logged the day’s hours gets a notification, at the time the company chooses.
Kamzan products for attendance and absences
Klokka keeps hours and absences; the other modules use them where they are needed.
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Klokka
Hours, holidays, leave, closures and extra hours in one place, with the month’s attendance sheet.
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Kalendo
The shared company calendar shows who is away and the closure days, without saying why.
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Projekta
When it assigns work it accounts for the hours each person can do: contract, closures, holidays and leave.
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kMeeting
Meeting organisers can mark themselves busy on the company calendar; meeting hours are logged in Klokka.
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Alex