Digital time recording

It hasn't been long since time tracking in Germany was not yet firmly regulated. In fact, digital time tracking was only introduced in 2022 following a ruling by the Federal Labour Court (BAG). Previously, there was only an obligation to record overtime and work on Sundays. However, since the BAG ruling, the obligation to record working hours is legally binding, and companies must ensure that their employees observe break times, do not exceed their contractually stipulated working hours, and record these digitally.

In this blog post, you will learn exactly what the digital time tracking law says, whether there is a digital time tracking app, and for whom the obligation to record working hours applies in what form.

What is digital time tracking?

Digital time tracking is essentially nothing more than what the name already implies: recording working hours in a digital environment. However, there are certain guidelines linked to the size of the company. 

For example, companies with fewer than ten employees are still allowed to carry out analog time tracking, i.e., with pen and paper, until 2027, while companies with more than 2,500 employees have been obliged to enable digital time tracking for their employees since last year.

However, the reason why everyone will have to switch to digital time tracking sooner or later is simple: for the verifiable protection of employees. In a digital environment, it is much easier to track when, by whom, and how working hours have been recorded. 

Obligation for Time Tracking: What Do Companies Need to Consider?

Digital time tracking is essential for companies, as it is legally mandated and aims to create a fair working environment. According to the Working Hours Act, employees in Germany generally may not work more than eight hours per day. Furthermore, the European Court of Justice ruled in 2019 that employers are obliged to implement a system for measuring daily working hours. The Minimum Wage Act also requires accurate time tracking in certain sectors.

Companies must record the start, end, and breaks of daily working hours – manually, electronically, or via time card. It is also important that employees can view their working hours and report errors. Data protection is essential here, and the data must not only be stored securely but also retained for two years.

Flexibility is required in flextime models, for part-time employees, mini-jobbers, and in home offices. Clear frameworks and technical solutions such as Flexopus facilitate recording. Regular training and clear communication of working time regulations also help to use the systems correctly. Audits and reviews ensure that all requirements are met.

Correct time tracking is therefore not only necessary with regard to the law, but also ensures a fair and transparent work culture. 

Advantages of Digital Time Tracking

Digital time tracking offers numerous advantages that are of great benefit to both employers and employees. Here are the most important advantages in a clear list:

1. Accuracy and Transparency

• Digital systems record working hours precisely and in real-time.
• Minimization of errors and manipulations compared to manual methods.
• Increased reliability of recorded data.

2. Reduced administrative effort

• Automation of time tracking, verification, and archiving.
• More efficient use of human resources.
• Employees can focus on their core tasks instead of performing administrative duties.

3. High flexibility

• Adaptability to various working time models such as flextime, part-time, and home office.
• Mobile apps and web portals enable time tracking from anywhere.
• Especially practical for field staff and remote workers.

4. Data security

• Secure storage of working time data.
• Compliance with data protection requirements.
• Protection of sensitive employee data from unauthorized access and misuse.

5. Compliance with legal requirements

• Support in complying with the Working Time Act and other relevant laws.
• Simplified verification and evidence provision in the event of inspections or audits.
• Ensuring fairness and the protection of employee rights.

Flexopus User Analytics

With the user analysis from Flexopus many interesting and important conclusions can be drawn about employees' working hours. Here are a few excerpts from the user analysis that can help improve or implement time tracking in your company.

1. Average daily hours

This considers the total reservation hours at the workplace or in the home office for each day of the week and divides it by the number of days in the selected period. This gives you the average daily working hours.

2. Weekly Office/Home Office Days

This statistic sums up the reservation days at the workplace or in the home office for each week within the selected period. This helps identify weekly usage patterns.

3. Time Heatmap

The Time Heatmap shows the number of reservations during the week with 60-minute accuracy. Standard flexible reservations and permanently assigned objects are each counted as one. This statistic helps to see when most reservations were made.

4. Daily Office and Home Office Times

This metric tracks user reservations for each day within the selected period. It helps identify daily usage patterns. 

These metrics and analyses also help your company efficiently manage time tracking, better understand employee behavior regarding office and home office days, and comply with legal requirements for time tracking.