News
Working hour entries
Workplaces are updating their time tracking systems, as paper records, WhatsApp messages, or Excel spreadsheets are no longer efficient methods for monitoring working hours, especially in larger work environments or when wanting to review work hours over a longer period and plan personnel resource utilization more effectively. Traditional methods of timekeeping have been replaced by various browser based software or mobile device-operated work time applications.
Why track working hours?
According to the law, all employers are required to track and maintain a record of the working hours of employees, as well as the compensations provided for those hours worked. These records must be kept for two years and stored securely. The law does not specify how the tracking of working hours should be carried out, so the employer can decide whether to record the hours worked on paper, in Excel, or in a time tracking system.
In addition to recording working hours, time tracking also provides insights into employees' workload and how working hours are distributed among different projects or employees. Project-specific time tracking reveals the efficiency and improvement needs of projects. For example, a monthly summary may uncover that certain project components are not allocated sufficient personnel resources or that specific tasks are consuming excessive time.
Mobile work time entries
Problems
- After the workday, hours are not remembered to be recorded on the computer or on paper at the office
- If the workday needs to be divided by tasks or projects, it becomes difficult to remember the correct work hours later on
- Recording work hours takes time if inconvenient systems are used for entries, and they have to be done after the workday.
- Paper forms can get lost
Benefits of mobile working hour tracking
- Recording work hours on a mobile device is easy and fast on the spot
- Work hours can be easily allocated by project or task
- The information is securely stored
- You can attach images and documents such as receipts or mileage logs
- With location data, the time and place of the entry can be verified if needed
Using location in mobile working hour entries
In mobile time tracking, the employer can collect location data in connection with work hour entries if there is a legal basis for processing. Simply obtaining the employee's consent is not enough for collecting location data and does not fulfill the legal processing basis. According to the data protection ombudsman The legal basis for collecting location data can be obtained if the employee works primarily or entirely outside the employer's premises and no other less invasive means of monitoring working hours are available for ensuring privacy protection.
With Nive Notis, location data can be securely collected in connection with work hour entries if necessary and when the legal basis is in place. The location is only used at the time of creating the entry, and monitoring does not occur at other times. Even if the application is running in the background. It is important to discuss and agree on common practices with employees and emphasize that location is not continuously tracked.
Nive Notis as an help for work hour entries
With Nive Notis you can easily and quickly log work hours, absences, work trips, and overtime. In connection with work hour logging, tasks can be categorized or linked to specific projects. The efficiency and progress of projects can be tracked through various charts and summaries using the M-Files system.
The collected data and the appearance of the Nive Notis application can be customized as needed to ensure easy logging and collection of necessary information. Tracking work hours is easily done using an iOS or Android mobile device regardless of location. Entries can also be made directly into the background system through a computer.
This is how easily you can make a work hour entry with Nive Notis
Nive Notis
The Nive Notis reporting solution adapts to your needs. Reportable observations and the collected information are configurable. Book a demo or contact us so we will consider together the solution that is right for your company.