TimeStatement: user guide for work time tracking

Administration

How do I log in to TimeStatement?

To log in to TimeStatement, your administrator gives you the web address (e.g., https://companyname.timestatement.com), your registered email address and a temporary password.

• Open your web browser and enter the web address you received.
• Log in with your email address and the temporary password you received.

How do I change my temporary password?

You have two ways to change your password – either after logging in or without logging in first.

1. Changing it after logging in:

• Click your name at the top right and then "Profile".
• Enter your new password in the "Password" field.
• Click "Save" to confirm the new password.

2. Changing it without logging in first:

• Open your web browser and enter the web address you received.
• Enter your email address in the "Email" field.
• Click "Forgot Password?" to receive an email for changing your password.
• Open the email and click "Change my password".
• Enter your new password in the "Password" field.
• Click "Save" to confirm the new password.

How do I change the language of my user account?

TimeStatement supports four languages: German, English, French and Italian. In addition, you can adjust the region, because terms and formats for dates, times, hours, currencies and numbers differ from country to country. Each user can set their own language and region.

• Click your name at the top right, then "Profile" and then "Settings".
• Set the language and region you want.
• Click "Save" to apply the changes.

Work time tracking

How do I record my working time?

You have four ways to record working time in TimeStatement.

1. Recording time with the magic wand (preset template):

In TimeStatement, you can store predefined working hours for each weekday. You can then record your working time automatically with just one click – ideal for fixed working hours. This saves time, as you don't have to enter start and end times manually every day.

• Click "Timesheets" and then "Worktime".
• Click the magic wand icon to fill in the working time automatically based on the predefined template.
• You can adjust the automatically filled-in working time manually if needed, for example if you worked differently from the template.

If the magic wand is disabled, no work time template has been stored for you yet. To use the magic wand, you can define your work time template yourself:

• Click your name at the top right, then "Profile" and then "Work plan".
• Under "Weekly Work Plan", you can define your working hours for the magic wand.

2. Recording time manually with start and end time:

This method lets you enter your working time manually and is especially suitable if your working hours vary from week to week.

• Click "Timesheets" and then "Worktime".
• Drag and drop to create a new entry at the desired time.
• The "Add entry" window opens.
• Check the date, the start and end time, and select the type (e.g., "Work").
• Optionally, you can add a note.
• Click "Save".

3. Recording time by checking in:

When you start work, you can check in, and when you finish, you check out – similar to a classic time clock. This method ensures time is recorded to the minute.

• Click "Timesheets" and then "Worktime".
• When you start work, click the green "Check in" button.
• When you finish work, click the orange "Check out" button.

4. Recording time with the mobile app:

TimeStatement is available as a native mobile app for both iPhone and Android. With the mobile app, you can record your working time directly on your smartphone. This option is especially practical if you are on the road or don't have a fixed workplace with a computer.

How can I correct or add my working time later?

You can edit or add your working time as long as the entry has not been locked. If the period is locked, only your administrator can make changes. The edit deadline for time tracking depends on your employer. Ask your administrator how long editing is possible.

Where can I see my current work time and vacation balance?

• Click "Timesheets" and then "Worktime".
• At the very top, you can see an overview of your working time and your vacation.
• The work time overview shows your start balance, the target time, the actual time and the resulting balance.
• In the vacation overview, you can see your available, used and planned days as well as the remaining balance.

How do I get an overview of my working time?

• Click "Timesheets" and then "Worktime".
• Click the printer icon and select "Monthly Statement as PDF" or "Monthly Statement as Excel". To export a different period, select "PDF Export (Custom Dates)" or "Excel Export (Custom Dates)".

Absences and vacation

How do I enter absences?

You can record your absences in two ways: via "Planned Absences" or via work time tracking.

1. Via "Planned Absences":

• Click "Timesheets" and then "Planned Absences".
• Click "Create Planned Absence".
• For the date, either select a single day by double-clicking it, or click two different dates to select a period.
• Keep "All day" selected, or choose "By the hour" to set the start and end time.
• In the "Type" field, select the appropriate absence type, e.g., "Vacation", "Sick" or "Accident".
• Click "Save".

2. Via work time tracking:

• Click "Timesheets" and then "Worktime".
• Drag and drop to create a new entry at the desired time.
• The "Add entry" window opens.
• Check the date as well as the start and end time.
• In the "Type" field, select the appropriate absence type, e.g., "Vacation", "Sick" or "Accident".
• Optionally, you can add a note.
• Click "Save".

How do I request vacation or other absences?

To request vacation or other absences, follow the steps above for recording absences. It's important that you enter them via "Planned Absences" and not via work time tracking.

Depending on your company's settings, your request is either approved automatically or must be approved by your supervisor. You can also see the status of your requests here, on the "Planned Absences" page.

How can I see the team's vacation overview?

The team's vacation overview helps you see when team members are on vacation. This makes it possible to ensure that not everyone is absent at the same time, which is important for smooth business operations.

• Click "Timesheets" and then "Planned Absences".
• Click "Vacation Overview".
• Choose between a yearly or monthly view.
• You can filter by all or individual employees.

Mobile use with the app

TimeStatement is available as a native mobile app for both iPhone and Android and offers users some of the most important features.

• Logging in: When logging in, enter your instance – this is the web address you received from your administrator. For example, if the web address is https://companyname.timestatement.com, enter "companyname" in the instance field in the app.
• Overview: The overview shows your work time and vacation balance as well as your planned absences. Tap "Create Planned Absence" to plan an absence.
• Worktime: Select the day and tap the magic wand to use a predefined work time template. Tap the plus icon to add a time entry, set the start and end time, select the type and save the entry.
• Check-in: Check in and out to record your working time by tapping the check-in and check-out buttons.

Note: This guide uses the terms of the English TimeStatement interface. If you use TimeStatement in another language, the menu and field names are shown in that language.