The Challenge
Flexibility, Fairness, and Legal Compliance
At TCM International, time recording was carried out using pre-printed Excel forms on a self-responsibility basis before TimeTac.
Mr. Lang says: “With over 500 employees at 39 locations, time recording cannot be monitored in this way. Above all, you notice far too late or not at all if something is not being handled correctly.”
With the introduction of a uniform, modern system, TCM International wanted to achieve three major goals: Flexibility by creating a flextime arrangement that can only be implemented with a time recording system. Fairness for all employees through the introduction of identical processes and regulations for everyone, such as uniform break regulations, application procedures, and handling for doctor’s visits, special leave, other absences, etc. Legal compliance through the mapping and automatic verification of break regulations, daily maximum working time limits, as well as active and passive travel time.
The Solution
A uniform, web-based system for all locations
TCM decided on a uniform system with working time tracking and leave management for all locations. The decisive factor for choosing TimeTac was that TimeTac offers a web-based time recording system and is simple and self-explanatory for all users to operate.
Since TimeTac is an online time tracking system, employees can log into the time recording from anywhere and with any device and, if necessary, record their time offline. The data is synchronized as soon as an online connection is re-established. At the same time, managers and administrators have access to all time bookings and leave management regardless of time and location. This allows them to maintain an overview of the company at all times.
Straightforward implementation thanks to onboarding service
After the account is activated, TimeTac can largely be configured independently to meet individual needs and filled with all necessary data thanks to pre-configurations. This work can also be done in cooperation with a TimeTac onboarding employee, which brings in additional product knowledge and experience.
TCM International utilized TimeTac’s onboarding service. The account was set up together and optimally adapted to their needs.
“All department heads at the individual locations had the TimeTac employee from the onboarding service as a direct contact person during the introduction of TimeTac. The managers were also comprehensively trained during the onboarding process. As a result, questions from individual users could mostly be answered directly by the department heads. The head office thus had a manageable amount of effort,” says Mr. Lang about the onboarding service.
Simple and self-explanatory time recording
TCM International employees use the terminal, the time tracking app in the field, and time tracking on the PC via a browser. They log clock-in, breaks, and clock-out with TimeTac’s working time tracking. Employees who work for several locations book their time to the task “Department-specific activities” and assign a cost center and the location directly to the time booking via a dropdown menu. These functions were specifically configured for the customer so that time bookings can be assigned directly to the corresponding cost centers and locations.
Perfect request management and mapping of special situations
With TimeTac Leave Management, TCM can map vacations as well as other absences such as compensatory time, special leave, business trips, or sick leave. Employees submit their requests easily and digitally via an online template.
TimeTac offers a wide selection of absence reasons in vacation planning. Employees can apply for vacation, compensatory time, sick leave, and other absences with a click. When applying for “Other absence,” the corresponding reason is selected via a dropdown menu. The list can be individually expanded if necessary.
Supervisors receive the requests by default in the dashboard as well as in the request management in the TimeTac account. Approval or rejection is quick and straightforward via an online form.
Legal Compliance: Mapping and verifying all regulations
Each employee is assigned a working time model in TimeTac for the correct evaluation of time bookings. A variety of models can be chosen, or an individual model can be created. TCM International has developed a concept for optimal shift planning and implemented this accordingly in TimeTac.
In addition, break regulations as well as the handling of overtime and surcharges can be individually defined and automatically checked for compliance. In the event of deviations, employees and responsible managers are notified. This allows TCM International to correctly map, monitor, and evaluate flextime regulations, break regulations, daily maximum working hours, as well as active and passive travel times.
Wolfgang Lang, MA: “Due to the transparency of daily bookings, compliance with the specifications can be checked at any time. In the event of violations, you receive an immediate notification and can take timely countermeasures – not just months later.”
Perfect overview for the team, managers, and management
TimeTac offers a variety of evaluation options that can be accessed quickly with just a few settings, such as target/actual working time or breaks. In combination with leave management, vacation days, public holidays, sick leave, and other absences are clearly displayed.
An additional evaluation shows carried-over vacation days, vacation entitlement, consumption, requested days, and the current balance.
For TCM International, working time tracking was set up individually so that time bookings can be assigned directly to the corresponding cost centers, branches, and companies via a dropdown menu. This allows cross-location efforts to be correctly recorded and evaluated directly.
The automated evaluations reduce the administrative effort in the HR area and enable a real-time overview.
The result
Wolfgang Lang, MA:
“Since the introduction of TimeTac, we are always up-to-date in the entire HR area at the touch of a button – no more lagging behind for months. Capacity and vacation planning have also improved. This gives the company security and a modern touch.”
