Time reporting - for you as user in Kleer
Keep order and method in your worked time in Kleer and automate production of supporting documents for follow-up, salary payments and invoicing.
Report time and get the basis for salary, invoicing and follow-up!
Keep order on your worked time in Kleer and automatically create the basis for follow-up, salary payments and invoicing.
How do you report your time and why?
In the time report you report your worked time and also your absence. The time can affect your salary or the invoice to the customer whose project you reported time on. Or you may report time only for internal follow-up of worked hours. Watch the clip next to this text or read below. We go through:
- How you report time
- Time off in lieu
- Routines for time reporting
What do the items under time reporting mean?
In Kleer you have a small clock on the left called âTime reportsâ. Under this heading different options appear depending on, for example, whether you are someoneâs line manager or a project manager. For all project members who report time, there are the headings Registered time, Report time and Projects.
Registered time
Here you see your own reported hours. The utilisation rate column is calculated with the definition your company has chosen under Settings > KPIs, and the definition is shown in the column heading, for example Utilisation rate (BG1). The definitions are described in the guide for the consultant overview.
The filters are kept in the address of the page. You can therefore save a filtered view as a bookmark or send the link to a colleague, who sees the same selection if they have permission to it. The back button takes you back to the selection you left. Clear all filters clears only the page you are on. If you switch company, the filters are cleared.
Report time
This is where you report your worked time. If you are paid monthly, absence is also reported in this view. Reporting is done weekly and is split into two parts (A and B weeks) if a change of month occurs during a week.
Projects
Here you can follow up your time on each project you take part in. You only see the projects where you are a project member.
How do you fill in the time report?
When you report time in Kleer you first need to choose which project it concerns. Then you choose which activity you carried out. Have you done consulting or perhaps something purely administrative? Maybe you offer coaching, live training or tailored written material. Then you have done different jobs for the service you sell, and you report time based on what you did, so that it can be followed up and be correct on invoice and salary, since prices and so on can differ for the different jobs or activities you perform. In Kleer, absence and reported time are separated under different headings.
Remember that you can copy last weekâs projects, either only the project or including the reported time. You can also choose whether time is reported and shown in the format hours:minutes.
Which steps do you need to think about when you report worked time?
- Select project
- Select activity
- Fill in the number of hours on the right day.
- If you have carried out more activities on the same project, you can add them to the same project on rows that are created under the project.
- If you have worked on more projects the same week, you repeat the steps above where you select project and activity and report time.
What do internal/external comments mean?
You can write a comment on the reported time per day. The internal comment is only seen by people at your company and can be necessary for some activities according to the companyâs policies. External comments can follow on the customer invoice if the time is invoiced.
How do you report absence?
Select the type of absence and fill it in for the correct number of days.
What does total time mean?
Total time summarises the time that is scheduled in the contract, what you have reported as worked time and absence. Total time adds up worked time and absence.
Can you report time off in lieu in Kleer?
Yes, time off in lieu can be handled in Kleer. You report your time as usual, and based on your scheduled time your time off in lieu balance is adjusted up or down. Depending on your employerâs routines, they can choose whether you see your time off in lieu in the time reporting view.
How does time off in lieu work in Kleer?
If you use time off in lieu at the company, it means that you keep track of your worked hours. If you work overtime or fewer hours than scheduled, you have a time off in lieu balance that can be settled on another working day or on the salary.
If you work more hours than you are scheduled for, you have time off in lieu to take out. You can settle these hours by going home earlier another day or by having the corresponding amount paid out on your salary. If you work fewer hours than scheduled, you either need to make up the time or it is settled on your salary. How time off in lieu is settled differs between employers. Ask your line manager what applies to you.
How do you take out time off in lieu?
If you are going to take out time off in lieu, you simply do not report any worked time. You are absent and âtaking time off in lieuâ, and your time off in lieu balance is adjusted automatically. If you are to have time off in lieu paid out on your salary, talk to your line manager.
Tips on routines for time reporting
Make it a habit to report time and absence weekly, if not more often. Then make sure you save and approve the week. You then only need to preview the salary monthly and can check that the worked time you have reported is correct. If you only save the report it turns yellow, and then green if you also approve it. When an administrator then authorises your time, it turns a darker green.
When do you save a time report?
You add a vacation day or similar in advance, but you do not know whether more events will happen that week that you need to report. You can then save the time report so the information is kept, and you can continue editing the time report.
When do you save and approve a time report?
When your working week has passed, and you know exactly how you worked and have reported it. Then you can save and approve your report, and it is up to a responsible administrator at the company to authorise your time.