Hour and flexitime monitoring in Koho - Working time reporting

• This guide will help you find your flex balance and understand the logic behind its accrual.

• The instructions are intended for everyone who records working hours in Koho.

Flex balance

The flex time balance is the difference between the accumulated working hours and the target working hours. Working hours are accumulated by marking shifts for certain tasks. Target working hours refer to the regular weekly working hours agreed with the employer. Target working hours can be defined at the level of the organization, team or individual.

When work is done in excess of the target, the excess accumulates as a flex balance. Correspondingly, if the day is short, the missing hours are replenished from the flex balance - and if there is no balance, the flex goes negative.

Flexitime monitoring when working time monitoring is based on working days

When working is marked by pressing the clock icon, the working day clock is used and the system refers to working days. In this case, flexitime can be monitored from the Flexitime: working days view.

When you click on an entry for a single working day, you can edit or comment on it.

⚠ Possibility of error

The cumulative balance for the current day is not calculated until the working day clock is terminated. Therefore, the balance for the current day in the middle of the working day is incorrect. The most accurate balance in the middle of the working day is the cumulative balance of the previous day.

Structure of a single day (cell):

• 10.6. date

• +8:07 accumulated working hours

• -8:00 working time target

• +0:07 flex change

• 2:08 cumulative flex balance

Flex time monitoring when working time monitoring is session-based

What is meant by Sessions in Koho?

When work is recorded as being assigned directly to the customer, it is called Sessions.
This means that the work done is always associated with a specific customer and project.

Where are registered shifts viewed?

Registered shifts can be found in the Cumulative hours view.
This view is visually slightly different from the +Turn view introduced earlier, but:

• contains the same information

• works with the same logic – for example, the data displayed in the cells and editing can be done in the same way

An individual session entry can be edited by clicking on it directly from the view.

Important difference: alignment with the project

A significant difference between the entries of shifts and working days is that:

Each hour of work recorded as a shift must be allocated to a project.

Defining goals

The objectives of the work are managed in the following sections:

• The workday target is defined in the Workdays section

• The session target is defined in the Hour target section

Flex time tracking for supervisors

On the Reports tab, you can find the group "Working days and holidays". In the same way as above, you can view the logged hours and flex balance here - with the difference that the drop-down menu can be used to change the employee under review and that the view can only be accessed by those who have this included in their authorizations.

The most common mistakes and solutions