These instructions describe on a general level how working hours are handled in Koho. Working time can be recorded either as working days or as hour entries that can be used separately or in parallel. The guidelines go through the differences between these recording methods, the principles of working time targets and flexitime monitoring, as well as the key reports related to the topic.
Content of the instructions:
Working days
Koho has a working day clock functionality that can be used to monitor the fulfilment of employees' statutory working hours. The working day clock is turned on when you come to work and turned off at the end of the day.
Working days can also be marked manually without real-time clocking by creating working day entries for the desired days and times. Manual entries are made, for example, in the case of sick leave or annual leave, when you are not at work to turn the clock on and off.
Working days
Easy tool for internal time tracking
Monitor when an employee has been at work, at lunch, on vacation or sick
More instructions related to working days can be found here: Recording working hours
Time entries
Time entries differ from working days in that they are always allocated to a specific customer, project and task. For this reason, hour entries are used to record the work that is invoiced to the customer. However, it is also possible to record internal work tasks with the help of time entries.
Billable work
Hour entries are used to record billable customer work. Invoicing can take place on an hourly basis or as contract invoicing.
Examples of billable work:
Project work for the customer
Consulting, expert work
Customer meetings
Time entries, billable work
Entries serve as the basis for project invoicing, hour tracking and budget management
Internal work
Internal work can also be recorded with the help of time entries. These jobs are posted to the customer's project and tasks that are marked as internal, in the same way as billable work. If billable and internal work is recorded as hour entries, separate clocked working hours may not be needed for working time tracking.
Examples of internal tasks for which time entries can be made:
Internal meetings
Training and certifications
HR or administrative tasks
Product development or improvement of internal processes
Holidays and absences
Time registrations, internal work
It is possible to monitor more closely which tasks the internal time is used for
It is possible to monitor how much time is spent on non-billable activities
More instructions related to time entries can be found here: Recording and managing tasks and customer work
Objectives
If you want to start using flexitime monitoring for an employee, you need to define a goal for them that tells them how many hours they should work on average during one working day. The daily goals are compared to the recorded working hours, and the difference between them forms a flex balance. The amount of flex indicates how much the employee has worked over or under their working time target during a certain period of time. Goals can be defined for both working days and time entries.
Why is the working time target important?
The goal is used to monitor that the employee's working hours are realised as planned
The targets are used as a basis for calculating the flex balance
The goal helps to ensure that the amount of work is reasonable and that no overtime is created unnecessarily
A working time target can be set for each employee, for example. in Settings → Users → Click the desired user → Settings → Default working hours/day. Once the goal has been set, Koho will automatically start creating goals the next night with the default working hours set for the employee. By default, goals are created for weekdays. Koho knows how to take midweek holidays into account and automatically leave them empty.
Goals can also be set behind access profiles or teams, so you don't necessarily have to set default working hours for each person separately.
You can find more about the goals here: Monitoring, reviewing and correcting flexible working hours - Working time reporting
Reporting
The most important reports related to the monitoring of working days, hour entries and flexitime in Koho:
Reports → Billable Hours
The Billable hours report can be used to view the entries made through the time entries from the invoicing perspective.
Read more: Billable hours report in Koho: monitoring of hours, invoicing rate and utilisation of reports
The reports → incl. Hours
Incl. Hours from the report can be viewed through the entries made through the time entries from the perspective of internal working hours.
Read more: Viewing internal, contracted and billable hours in Koho
Reports → Working days
The Working days sections contain reporting related to the monitoring of working hours marked through the working day clock. The reporting includes, among other things, flexitime monitoring reporting, a list of working day entries, and an hour difference report (working days vs. hour entries)
Read more: Monitoring working hours and flexitime (workday clock)
Reports → Flex: hours
Flexitime: the hours report is for flexitime monitoring, if flexitime is monitored based on hour entries.
Read more: Monitoring employee time entries and flex balances
If you have any questions, you can contact Koho's customer service by email at: asiakaspalvelu@kohosales.com, you can also leave a review of the article below.