Digital time recording

It wasn’t that long ago that working time recording was not yet firmly regulated in Germany. In fact, digital time recording was only introduced in 2022 following a ruling by the Federal Labor Court (BAG). Previously, there was only an obligation to record overtime and work on Sundays. Since the Federal Labor Court's ruling, however, the obligation to record working hours has become legally binding and companies must ensure that their employees adhere to break times, do not exceed their contractually agreed working hours and record them digitally.

In this blog post you will find out exactly what the Digital Time Recording Act says, whether there is a digital time recording app and to whom the obligation to record working hours applies and in what form.

What is digital time recording?

Digital time recording is essentially nothing more than what the name suggests: recording working hours in the digital space. However, there are certain guidelines that are tied to the size of the company. 

For example, companies with fewer than ten employees are still allowed to record working hours analogously, i.e. with pen and paper, until 2027, while companies with more than 2,500 employees have been required to enable digital time recording for their employees since last year.

The reason why everyone will have to switch to digital time recording sooner or later is simple: for the transparent protection of employees. In the digital environment, it's much easier to track when, which working hours were booked by whom, and how. 

Obligation to record working hours: What do companies need to pay attention to?

Digital time recording is essential for companies because it is required by law and is intended to create a fair working environment. According to the Working Hours Act, employees in Germany are generally not allowed to work more than eight hours a day. In addition, the European Court of Justice ruled in 2019 that employers are obliged to introduce a system for measuring daily working hours. The minimum wage law also requires precise recording of working hours in certain sectors.

Companies must record the start, end and breaks of daily working hours – manually, electronically or by 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 in demand in flexitime models, for part-time workers, mini-jobbers and in home offices. Clear framework conditions and technical solutions such as Flexopus facilitate data collection. Regular training and clear communication of working time regulations also help to ensure the systems are used correctly. Audits and reviews ensure that all requirements are met.

Correct recording of working hours is therefore not only necessary in terms of the law, but also ensures a fair and transparent working culture. 

Advantages of digital time recording

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

Accuracy and transparency

• Digital systems record working hours precisely and in real time.
• Minimization of errors and manipulation compared to manual methods.
• Increased reliability of the collected data.

Reduced administrative effort

• Automation of the recording, review and archiving of working hours.
• More efficient use of human resources.
• Employees can concentrate on their core tasks instead of performing administrative tasks.

High flexibility

• Adaptability to various working time models such as flexitime, part-time and home office.
• Mobile apps and web portals allow you to record working hours from anywhere.
• Especially useful for field staff and remote workers.

Data security

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

Compliance with legal requirements

• Support in compliance with the Working Hours Act and other relevant laws.
• Simplified verification and evidence management in the event of controls or audits.
• Ensuring fairness and protection of workers’ rights.

User analysis of Flexopus

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

1. Average daily hours

Here, the total number of reservation hours at work or in the home office is considered for each day of the week and divided by the number of days in the selected period. This will give 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 in the selected period. This helps to identify weekly usage behavior.

3. Season ticket

The time card shows the number of reservations during the week with an accuracy of 60 minutes. Regular Flex 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 hours

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

These key figures and analyses also help your company to organize time recording efficiently, better understand employee behavior with regard to office and home office days, and comply with legal requirements for time recording.