Guide for the time bank
Personizer: absence management and time tracking for your company
In this article, we explain everything you need to know about Personizer's time bank.
We will go through the following steps:
A time bank is a type of work schedule model that allows employees to work more flexible hours and accumulate overtime. Instead of paying out overtime immediately, it is accumulated in a time account that employees can later use for time off or to compensate for other work hours. The time bank thus enables a better balance between work and free time, and an individual adjustment of working time to the needs of the employee.
At Personizer we visualize your time bank as a tachometer. On this tachometer you can easily see how many overtime or minus hours you have and at what point they get into a critical range. Your time bank will be updated automatically as soon as your time sheet is approved.
Activate the time bank if you want your employees to be able to record overtime and minus hours with Personizer.
Note: Only admins with the appropriate permissions can create new users. Learn how to assign permissions here.
Click Companies in the left navigation bar.
Click on Working Schedules in the horizontal navigation bar. Here you will find the Time Bank section. You have two options to start the overtime tracking.
Option 1: Activate Now
If you activate the time bank now, your employees can benefit from the new functions immediately. They will be able to view their time bank on their dashboard and submit requests for the current week. However, they will no longer be able to submit overtime from previous weeks, only those since the function was activated.
Option 2: Set up starting date
If you only want to activate the time bank at a later date - for example, at the beginning of the next month - you can set a start date. Your employees will then only be able to benefit from the new functions from this point onwards. They will be able to view their time bank on the dashboard and submit requests for the current week. Please note, however, that overtime from previous weeks can no longer be submitted, only those since the function was activated.
Note: Before you activate the time bank account, you should delete your demo data.
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
An example of when you could create a working schedule:
Moni is a new mother and works as an office employee in a company. She has a desire to reduce her working hours in order to spend more time with her child. After a discussion with her employer, they jointly agree on a work schedule:
The work schedule stipulates that Moni reduce her working time from 40 to 20 hours per week and take regular breaks to recover. The working hours are set so that she can pick up her child from the daycare center at 2 p.m.. Accordingly, Moni has to work 5 hours from Monday to Thursday with a break time of at least 30 minutes.
In the following section we will show you how to create a work schedule in Personizer.
Attention: Only users with administrative rights can create a work schedule. Find out how to assign authorizations here.
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Click in the left navigation bar on Companies and click on Working Schedules in the horizontal navigation bar.
Here you will find the Work Schedules function. Click on Create New Work Schedule to create a new work schedule. Under Edit , you can change an existing work schedule.
Important : Work schedules that are assigned to one or more users cannot be deleted!
A new window will open. Here you can define your new work schedule or edit an existing one:
Here you can name your work schedule.
Here you can set the conditions: working days, working & break times.
Here you can also prevent the editing of time entries.
Click on Save to create the new work schedule.
In the following section we will show you how to create a work schedule in Personizer.
Attention: Only users with administrative rights can assign a work schedule. Find out how to assign authorizations here.
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Click on Employees in the left-hand navigation bar.
Search for the desired user (use the filter function if necessary) and click on the Three Dots in the right-hand column.
The Edit user option appears - click on it. A new window opens in which you can make the individual settings for the user.
Navigate to the Contract section and click on Work Schedule. Another window opens, click on Edit Work Schedule.
Select the appropriate vacation policy and, if necessary, specify a start time.
If there is no suitable vacation policy, create a new one by clicking on New Work Schedule.
To apply your changes, click on Save.
In the following section, we will show you how you can adjust employees' time bank in Personizer. You can use this function, for example, if a user has recorded their times incorrectly and requests a correction to their time bank because they are not authorized to do so. We will show you two options.
Note: Only users with the appropriate authorizations can access a time bank. Find out how to assign authorizations here.
Click on My Team in the left navigation bar.
Click in the horizontal navigation bar on Time Banks.
Search for a specific employee using the search function. A new window will open. Here you will find the time bank for this user, as well as documentation of all changes made to the time bank.
Click on Adjust Time Bank. A new window will open. Here you can adjust the time bank.
Enter the desired corrections for this time bank.
Click on Apply Adjustment if you want to save your corrections.
Alternatively, you can also proceed as follows:
Click on Employees in the left navigation bar.
The search function can help you find specific users.
Click on the symbol in the Time bank column.
Click Adjust Time Bank.
Finally, click Save Adjustment.
In the following section we will show you how to submit your time sheet in Personizer:
Attention: After the approval from the approver, you can't edit the recorded time entries anymore!
Click on Work Times in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar. A new page will open. Here you will see your existing time sheets.
Note: If the time bank has not been activated, this function is not available and must be activated by an administrator. Further information can be found here.
Click on the arrows if you want to view your hours worked. If your time sheet is rejected, you can find the reason here.
Click Submit if you wish to submit individual time sheets. Alternatively, you can select several or all time sheets here and submit them collectively using the Submit Selected button.
After a time sheet has been submitted, an hourglass icon will appear next to the submitted time sheet. If your time sheet has been rejected, the icon will change to a rejected icon. As soon as it has been approved, it disappears and is no longer visible. The hours worked are posted to the time bank.
In the following section we will show you how to approve time sheets in Personizer:
Note: Only users with the appropriate authorizations can approve time sheets. Find out here how you can assign authorizations.
Click on Tasks in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar.
Note: This function is only displayed if your account has the required authorizations.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries for correctness.
Select the requests you want to approve. You can also select all requests for an entire week.
Click on Approve Selected to approve the selected requests. Alternatively, you can approve all open requests by clicking Approve All.
In the following section we will show you how to reject time sheets in Personizer:
Note: Only users with the appropriate authorizations can reject time sheets. Find out here how you can assign authorizations.
Click on Tasks in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar.
Note: This function is only displayed if your account has the required authorizations.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries for correctness.
Select the request you want to reject and click on Reject.
Attention: If you reject a request, you have to justify it!
Enter the reason for the rejection of the time sheet in this text field.
Click finally on Reject.
In the following section we will show you what happens if your time sheet is not approved.
Note: If your time sheet is not approved, it will reappear under Time Sheets.
Click on Work Times in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar. A new page will open. Here you will see your existing time sheets.
The rejected-symbol at the beginning of the time sheet indicates whether a time sheet has been rejected. Previously, an hourglass-symbol was displayed here after submitting the time sheet.
Click on the arrows on the right to view your hours worked. If your time sheet has been rejected, you will find a note here explaining the reason for the rejection.
Then check your time entries for errors. Click on a time entry to correct it.
Note: Editing past time entries may be disabled. If you are unable to correct this yourself, inform an account admin about your incorrect time entry and ask them to correct it.
A new window will open. In this view, you can adjust your incorrect time entries. If you need help with this, click here.
As soon as you have corrected your time sheet, you must resubmit it for approval.
In the following section we will show you how to view the overtime and minus hours of your employees in Personizer:
Note: Only users with the appropriate authorizations can access a time bank. Find out how to assign authorizations here.
Click on Employees in the left navigation bar.
In the table you will find the user's time bank in the Time bank column, here you can see the current overtime and minus hours of your employees. Click on the Time bank icon if you want to know more about changes within the time bank.
In the following section, we will show you how you can reduce your overtime from your time bank in Personizer.
If you want to convert your overtime to time off, there are two options:
Overtime reduction via the absence management:
If you have subscribed to both Time Tracking and Absence Management from Personizer, you can benefit from the interface between both modules. When you request an absence in the absence management, you now have the additional option to select Overtime compensation. If you select this option in your absence request, an overview will be displayed below your request. Here you can see the number of overtime hours in your time bank as well as the number of hours that will be deducted from your time bank. If you want to know how to request a leave of absence, click here!
Adjust your time bank:
If you are subscribed to Personizer time tracking only, you need to have your time bank adjusted by an account admin if you want to deduct overtime. Please contact your account admin and inform them that you want to use your overtime as compensation for other work hours. Ask the admin to adjust your time bank in Personizer accordingly. If you want to know how to adjust a time bank, click here!
If you want to have your overtime paid out, there is currently only one option:
Adjust your time bank:
If you want to cash out your overtime, you need to have your time bank adjusted by an account admin. Please contact your account admin and inform them that you would like to have your overtime paid out. Ask the admin to adjust your time bank in Personizer accordingly. If you want to know how to adjust a time bank, click here!
We hope that this article helped you to set up the Overtime Feature. If you have any further questions, please contact our support.
We wish you a lot of fun with Personizer!
In this article, we explain everything you need to know about Personizer's time bank.
We will go through the following steps:
| Step 1: Activate time bank |
|---|
| What is a time bank? |
| How do I activate the time bank for my account? |
| Step 2: Determine work schedules |
|---|
| What is a work schedule? |
| How do I create a work schedule? |
| How do I assign work schedule to employees? |
| Step 4: View and convert overtime |
|---|
| Where can I see my employees' overtime hours? |
| How can I reduce my overtime? |
Activate time bank
What is a time bank?
A time bank is a type of work schedule model that allows employees to work more flexible hours and accumulate overtime. Instead of paying out overtime immediately, it is accumulated in a time account that employees can later use for time off or to compensate for other work hours. The time bank thus enables a better balance between work and free time, and an individual adjustment of working time to the needs of the employee.
At Personizer we visualize your time bank as a tachometer. On this tachometer you can easily see how many overtime or minus hours you have and at what point they get into a critical range. Your time bank will be updated automatically as soon as your time sheet is approved.
How do I activate the time bank for my account?
Activate the time bank if you want your employees to be able to record overtime and minus hours with Personizer.
Note: Only admins with the appropriate permissions can create new users. Learn how to assign permissions here.
Click Companies in the left navigation bar.
Click on Working Schedules in the horizontal navigation bar. Here you will find the Time Bank section. You have two options to start the overtime tracking.
Option 1: Activate Now
If you activate the time bank now, your employees can benefit from the new functions immediately. They will be able to view their time bank on their dashboard and submit requests for the current week. However, they will no longer be able to submit overtime from previous weeks, only those since the function was activated.
Option 2: Set up starting date
If you only want to activate the time bank at a later date - for example, at the beginning of the next month - you can set a start date. Your employees will then only be able to benefit from the new functions from this point onwards. They will be able to view their time bank on the dashboard and submit requests for the current week. Please note, however, that overtime from previous weeks can no longer be submitted, only those since the function was activated.
Note: Before you activate the time bank account, you should delete your demo data.
Determine work schedules
What is a work schedule?
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
An example of when you could create a working schedule:
Moni is a new mother and works as an office employee in a company. She has a desire to reduce her working hours in order to spend more time with her child. After a discussion with her employer, they jointly agree on a work schedule:
The work schedule stipulates that Moni reduce her working time from 40 to 20 hours per week and take regular breaks to recover. The working hours are set so that she can pick up her child from the daycare center at 2 p.m.. Accordingly, Moni has to work 5 hours from Monday to Thursday with a break time of at least 30 minutes.
How do I create a work schedule?
In the following section we will show you how to create a work schedule in Personizer.
Attention: Only users with administrative rights can create a work schedule. Find out how to assign authorizations here.
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Click in the left navigation bar on Companies and click on Working Schedules in the horizontal navigation bar.
Here you will find the Work Schedules function. Click on Create New Work Schedule to create a new work schedule. Under Edit , you can change an existing work schedule.
Important : Work schedules that are assigned to one or more users cannot be deleted!
A new window will open. Here you can define your new work schedule or edit an existing one:
Here you can name your work schedule.
Here you can set the conditions: working days, working & break times.
Here you can also prevent the editing of time entries.
Click on Save to create the new work schedule.
How do I assign work schedule to employees?
In the following section we will show you how to create a work schedule in Personizer.
Attention: Only users with administrative rights can assign a work schedule. Find out how to assign authorizations here.
A work schedule enables employees and employers to establish certain framework conditions for working time. This regulation specifies the working days, the maximum limit for working time and the break and rest periods.
Click on Employees in the left-hand navigation bar.
Search for the desired user (use the filter function if necessary) and click on the Three Dots in the right-hand column.
The Edit user option appears - click on it. A new window opens in which you can make the individual settings for the user.
Navigate to the Contract section and click on Work Schedule. Another window opens, click on Edit Work Schedule.
Select the appropriate vacation policy and, if necessary, specify a start time.
If there is no suitable vacation policy, create a new one by clicking on New Work Schedule.
To apply your changes, click on Save.
Build up overtime/minus hours
How can I adjust my employees' time bank?
In the following section, we will show you how you can adjust employees' time bank in Personizer. You can use this function, for example, if a user has recorded their times incorrectly and requests a correction to their time bank because they are not authorized to do so. We will show you two options.
Note: Only users with the appropriate authorizations can access a time bank. Find out how to assign authorizations here.
Click on My Team in the left navigation bar.
Click in the horizontal navigation bar on Time Banks.
Search for a specific employee using the search function. A new window will open. Here you will find the time bank for this user, as well as documentation of all changes made to the time bank.
Click on Adjust Time Bank. A new window will open. Here you can adjust the time bank.
Enter the desired corrections for this time bank.
Click on Apply Adjustment if you want to save your corrections.
Alternatively, you can also proceed as follows:
Click on Employees in the left navigation bar.
The search function can help you find specific users.
Click on the symbol in the Time bank column.
Click Adjust Time Bank.
Finally, click Save Adjustment.
How do I submit my time sheets for approval?
In the following section we will show you how to submit your time sheet in Personizer:
Attention: After the approval from the approver, you can't edit the recorded time entries anymore!
Click on Work Times in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar. A new page will open. Here you will see your existing time sheets.
Note: If the time bank has not been activated, this function is not available and must be activated by an administrator. Further information can be found here.
Click on the arrows if you want to view your hours worked. If your time sheet is rejected, you can find the reason here.
Click Submit if you wish to submit individual time sheets. Alternatively, you can select several or all time sheets here and submit them collectively using the Submit Selected button.
After a time sheet has been submitted, an hourglass icon will appear next to the submitted time sheet. If your time sheet has been rejected, the icon will change to a rejected icon. As soon as it has been approved, it disappears and is no longer visible. The hours worked are posted to the time bank.
How do I approve my employees' time sheets?
In the following section we will show you how to approve time sheets in Personizer:
Note: Only users with the appropriate authorizations can approve time sheets. Find out here how you can assign authorizations.
Click on Tasks in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar.
Note: This function is only displayed if your account has the required authorizations.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries for correctness.
Select the requests you want to approve. You can also select all requests for an entire week.
Click on Approve Selected to approve the selected requests. Alternatively, you can approve all open requests by clicking Approve All.
How can I reject my employees' time sheets?
In the following section we will show you how to reject time sheets in Personizer:
Note: Only users with the appropriate authorizations can reject time sheets. Find out here how you can assign authorizations.
Click on Tasks in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar.
Note: This function is only displayed if your account has the required authorizations.
Click on the arrows for a user if you want to see the details of the time sheet. The filter function can help you find specific users.
Check the time entries for correctness.
Select the request you want to reject and click on Reject.
Attention: If you reject a request, you have to justify it!
Enter the reason for the rejection of the time sheet in this text field.
Click finally on Reject.
What happens if my time sheet is not approved?
In the following section we will show you what happens if your time sheet is not approved.
Note: If your time sheet is not approved, it will reappear under Time Sheets.
Click on Work Times in the left-hand navigation bar and then on Time Sheets in the horizontal navigation bar. A new page will open. Here you will see your existing time sheets.
The rejected-symbol at the beginning of the time sheet indicates whether a time sheet has been rejected. Previously, an hourglass-symbol was displayed here after submitting the time sheet.
Click on the arrows on the right to view your hours worked. If your time sheet has been rejected, you will find a note here explaining the reason for the rejection.
Then check your time entries for errors. Click on a time entry to correct it.
Note: Editing past time entries may be disabled. If you are unable to correct this yourself, inform an account admin about your incorrect time entry and ask them to correct it.
A new window will open. In this view, you can adjust your incorrect time entries. If you need help with this, click here.
As soon as you have corrected your time sheet, you must resubmit it for approval.
View and convert overtime
Where can I see my employees' overtime hours?
In the following section we will show you how to view the overtime and minus hours of your employees in Personizer:
Note: Only users with the appropriate authorizations can access a time bank. Find out how to assign authorizations here.
Click on Employees in the left navigation bar.
In the table you will find the user's time bank in the Time bank column, here you can see the current overtime and minus hours of your employees. Click on the Time bank icon if you want to know more about changes within the time bank.
How can I reduce my overtime?
In the following section, we will show you how you can reduce your overtime from your time bank in Personizer.
If you want to convert your overtime to time off, there are two options:
Overtime reduction via the absence management:
If you have subscribed to both Time Tracking and Absence Management from Personizer, you can benefit from the interface between both modules. When you request an absence in the absence management, you now have the additional option to select Overtime compensation. If you select this option in your absence request, an overview will be displayed below your request. Here you can see the number of overtime hours in your time bank as well as the number of hours that will be deducted from your time bank. If you want to know how to request a leave of absence, click here!
Adjust your time bank:
If you are subscribed to Personizer time tracking only, you need to have your time bank adjusted by an account admin if you want to deduct overtime. Please contact your account admin and inform them that you want to use your overtime as compensation for other work hours. Ask the admin to adjust your time bank in Personizer accordingly. If you want to know how to adjust a time bank, click here!
If you want to have your overtime paid out, there is currently only one option:
Adjust your time bank:
If you want to cash out your overtime, you need to have your time bank adjusted by an account admin. Please contact your account admin and inform them that you would like to have your overtime paid out. Ask the admin to adjust your time bank in Personizer accordingly. If you want to know how to adjust a time bank, click here!
We hope that this article helped you to set up the Overtime Feature. If you have any further questions, please contact our support.
We wish you a lot of fun with Personizer!
Updated on: 14/11/2024
Thank you!