Availability Planning

1. Attendance

Home

A freelancer's home page can be seen here, showing when the employee wants to work and the times he has been booked by the dispatcher.

Employees, and particularly freelancers, can plan and offer their availability times on their home page. So a freelancer declares, for example, when he has time to work and the dispatcher can accept this. Therefore, the dispatcher does not have to telephone around different freelancers but just books the declared availability. This saves the planning department a lot of time.

It also works the other way round if required, the planning department offers a working time and freelancers can take or reject it.

The employees and dispatchers have the same data — only the views are different, so that everybody can work anytime and from anywhere on the current database.

2. Out-of-Office

Out-of-Office

To get a quick overview of the availability of employees, display of shifts and jobs has been switched off here.

Out-of-office or unavailable times can be scheduled by the scheduler, or be requested by permanent staff, just like available times. These could be vacations, training, maternity or any other form of absence.

In the background, timesheets, e.g. for leave, or a variety of working time accounts are stored, which can then be booked to HR systems.

If the procedures are more complex, for example with approvals from departments for vacation requests, workflows can of course again be used to allow the information to be coordinated and exchanged automatically.

3. Timekeeping

Time Capture

If the actual times have to be gathered, not just for the out-of-office times, but also for specific jobs, to enable detailed accounting, the planned times can be updated to actual times here and then approved for payment and accounting. Jobs can also update shifts and equipment resources.

Depending on the type of accounting in a company, the calculation of working times often plays an important role, e.g. for paying freelancers or calculating employees' leave entitlements. The calculations can be performed for services as well as for jobs. For example, a job that runs over time can also update the service in which it was performed.

In the simplest case, the scheduled times can be confirmed or corrected to the current actual times. Related resources such as equipment can also be automatically updated at the same time, for example if the job took longer on a specific machine, in addition the equipment will be accounted for properly.

Just as existing projected job data can be actualized, also new, previously unscheduled jobs can be created by staff, and costs including cost unit, activity type, etc. are created and recorded, so no work "falls between the cracks".

The "actual time capture" function enables the accurate recording of times and material costs for the employees themselves and for the company.

Timesheets

Display of employee working times including itemization and explanation of the individual items according to the relevant employee collective bargaining agreement regulations.

The employee can see from his work time accounts exactly how and under what rules worked time, time off or overtime etc. are calculated. The company can use the data as accurate documentation for customers or authorities, and especially perform ICA or simpler evaluations.