Configuring time tracking (modes, snap, breaks, GPS)

Configuring time tracking

Time tracking is the heart of Shiftdesk. Under Settings → Time tracking, you define how your employees record their working time, whether and how rounding happens, which break rules apply, and whether GPS data is required.

Choosing the tracking mode

Shiftdesk supports three modes:

Plan-only — the planned shift automatically counts as worked time. Suitable for offices with trust-based working time.
Time clock — employees actively clock in and out (web, mobile, kiosk).
Hybrid — the plan is the basis, deviations are clocked or corrected manually.

You set the mode globally or per location.

Rounding and snap

So that small deviations (an employee clocks in at 8:02 instead of 8:00) don't distort every report:

Rounding: round clock times to e.g. 5 or 15 minutes.
Snap window: if the clock-in is within e.g. ±10 minutes of the planned shift, it is automatically set to the planned time.

> Example: snap window 10 minutes, shift starts at 9:00. If someone clocks in at 8:53, it becomes 9:00. If someone clocks in at 8:45, it stays at 8:45.

Break mode

Choose how breaks are recorded:

Automatic (DACH) — in line with ArbZG § 4, Shiftdesk automatically deducts 30 min from 6 hours and 45 min from 9 hours.
Manual — employees actively clock breaks (break start / break end).
Planned — the break from the schedule is applied.

Auto-approval

So that you don't have to approve every clock-in individually, you can enable auto-approval: clock-ins with no anomalies (within the snap window, no overtime exceedance, GPS ok) are approved automatically. Flagged entries land in your approval list.

GPS requirement

For mobile clock-ins, you can enable a GPS requirement. Shiftdesk then checks whether the employee is within the location's geofence (radius adjustable, e.g. 200 m). If GPS is missing or the position is outside, the clock-in is flagged and must be approved manually.

More details

The technical background can be found in the ADR 0002-timetracking-architecture and in the time tracking architecture document.

Mapping wage types to DATEV numbers

Creating API keys for external systems

Managing locations

Locations are the top level of your organization structure in Shiftdesk. Each location has its own address, time zone, and a country and state — these values affect clock-in/out times, reports, and the automatic public holiday import.

Setting up departments and teams

Shiftdesk structures your organization into three levels: **Location → Department → Team**. This hierarchy helps you plan shifts clearly, assign permissions cleanly, and run targeted reports.

Importing and managing public holidays

Public holidays serve two important functions in Shiftdesk: by default they block scheduling (in line with **ArbZG § 9**, rest on Sundays and public holidays) and they activate **public holiday surcharges** via the rate cards.

Defining contract types

Contract types are the basis for Shiftdesk correctly distinguishing between full-time, part-time, mini-job, and freelance workers. Each employee is assigned to exactly one contract type — payroll calculation, working time rules, and plus/minus hours are derived from it.

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Configuring time tracking (modes, snap, breaks, GPS)