Digital time tracking

It wasn't long ago that working hours in Germany were not strictly 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 Sunday work. Since the BAG ruling, however, the obligation to track working hours is legally binding, and companies must ensure that employees take breaks, do not exceed their contractual hours, and record them 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 track working hours applies and in what form.

What is digital time tracking?

Digital time tracking is essentially what the name suggests: 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 permitted to continue using analog methods, such as pen and paper, until 2027, whereas companies with more than 2,500 employees have been required to provide digital time tracking for their staff since last year.

The reason why everyone will eventually have to switch to digital time tracking is simple: to provide verifiable protection for employees. In a digital environment, it is much easier to track when, by whom, and how working hours have been logged.

Obligation to track working hours: What do companies need to consider?

Digital time tracking is essential for companies because it is legally mandated and intended to create a fair work environment. Under 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 required to implement a system for measuring daily working hours. The Minimum Wage Act also requires precise time tracking in certain industries.

Companies must record the start, end, and breaks of daily working hours – whether manually, electronically, or via a time clock. 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 kept for two years.

Flexibility is required for flextime models, part-time staff, mini-jobbers, and remote work. Clear frameworks and technical solutions such as Flexopus facilitate the recording process. 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.

Accurate time tracking is therefore not only necessary for legal compliance but also ensures a fair and transparent work culture.

Benefits of digital time tracking

Digital time tracking offers numerous advantages that are highly beneficial for both employers and employees. Here are the most important benefits in a clear list:

1. 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 recorded data.

2. Reduced administrative burden

• Automation of the recording, verification, and archiving of working hours.
• More efficient use of personnel resources.
• Employees can focus on their core tasks instead of performing administrative duties.

3. High flexibility

• Adaptability to various working time models such as flexitime, part-time, and working from home.
• Mobile apps and web portals allow working hours to be recorded from anywhere.
• Particularly 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 against unauthorized access and misuse.

5. Compliance with legal requirements

• Support in complying with the Working Hours Act and other relevant legislation.
• Simplified verification and record-keeping in the event of inspections or audits.
• Ensuring fairness and the protection of employee rights.

Flexopus user analytics

WithFlexopus user analytics, many interesting and important conclusions can be drawn regarding employee working hours. Here are a few excerpts from the user analytics that can help you improve or implement time tracking in your company.

1. Average daily hours

This looks at the total number of reservation hours at the workplace or in the remote work 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 in the selected period. This helps to identify weekly usage patterns.

3. Time map

The time map shows the number of reservations during the week with a precision of 60 minutes. Standard 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 times

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

These metrics and analyses also support your company in making time tracking efficient, better understanding employee behavior regarding office and home office days, and meeting legal requirements for recording working hours.