Time tracking

The time tracking in Kibi Connect enables digital recording of working hours, breaks, and absences. The module is fully compliant with the Working Hours Act (ArbZG) and the EU Working Time Directive. Violations of legal requirements are automatically detected and reported.

Time Clock (Clock In and Out)#

In the navigation bar, there is a small round button. This serves as a digital time clock.

• Gray dot: You are currently not clocked in. Tap it to clock in.

• Green, pulsing dot: You are clocked in. Tap it to view details or clock out.

After clocking in, a popup shows the start time, a running timer, and the total working time for today. You can clock out at any time using the red button.

Daily Overview#

The "Today" card shows all work entries for the current day:

• Start and end time of each entry with the respective duration

• Active entries (still clocked in) are marked with a green badge

• The total working time for the day is displayed in the top right

• Break times are listed separately at the end

Weekly View#

The weekly view provides an overview of all seven days of the current calendar week. You can navigate between weeks using the arrow keys.

For each day, you see:

• The time period (e.g., 08:00 - 17:30)

• Break duration in minutes

• Total working time

• If there are ArbZG violations, a yellow warning dot appears next to the working time

The current day is highlighted in color. Weekend days are displayed in gray. At the end of the week, the weekly total is shown.

Time Account (Target/Actual/Balance)#

The time account shows the monthly working time balance:

• Target: Expected working hours in the current month according to the working time model

• Actual: Actual working hours completed

• Balance: The difference between target and actual. Overtime is shown in green, negative hours in red

• Annual Balance: The cumulative balance since the beginning of the year

Request Absences#

Using the "Request Absence" card, you can submit vacation, sick leave, or other absences.

Submit Request#

1. Click the "+" symbol to open the form

2. Select the type of absence (e.g., vacation, sick leave)

3. Enter the start date. The end date is automatically set to the same date

4. Adjust the end date if needed. The number of working days (excluding weekends) is automatically calculated

5. Optionally add a note

6. Click "Submit Request"

After submission, your request is forwarded to the HR department. You will receive a notification once the request is approved or rejected.

My Absences#

Under "My Absences," you can see all your previous requests with their current status:

Legal Requirements (ArbZG Compliance)#

Kibi Connect automatically checks each time entry to ensure compliance with the legal requirements of the Working Hours Act (ArbZG) and the EU Working Time Directive. If violations are detected, warnings are generated, and the affected employees as well as the HR department are notified.

Maximum Daily Working Time#

According to ArbZG §3, daily working time must not exceed 10 hours. Kibi Connect automatically checks this for each working day and generates a warning if the limit is exceeded.

Break Regulations#

According to ArbZG §4, the following minimum breaks apply:

Break time is automatically calculated from the gaps between consecutive entries. If the minimum values are not met, a warning appears.

Rest Period Between Working Days#

According to ArbZG §5, there must be at least 11 hours of uninterrupted rest between the end of one working day and the start of the next. Kibi Connect checks this across days and issues a warning if the requirement is not met.

Weekly Maximum Working Time#

According to ArbZG §3 and the EU Working Time Directive, weekly working time must not exceed 48 hours (Monday to Sunday). A warning is generated if this limit is exceeded.

Weekly Minimum Rest Period#

The EU Working Time Directive requires a continuous rest period of at least 35 hours per week. Kibi Connect calculates the longest uninterrupted rest block within each calendar week and issues a warning if this value is not met.

Overview of All Checks#

For HR Managers#

HR managers and system administrators see two additional sections on the time tracking page: the team overview and absence management.

Team Overview#

The team overview shows all employees with the following information:

• Status Today: Active (clocked in), Absent, or Inactive

• Actual Hours: Working hours completed in the selected month

• Target Hours: Expected hours according to the working time model

• Balance: Overtime or undertime (color-coded)

• Warnings: Number of open ArbZG violations

• Absence Days: Approved absence days in the month

Detailed View per Employee#

Clicking on an employee opens a detailed view with:

• Time entries grouped by calendar week (day, date, clock-in, clock-out, duration)

• Editable entries (pencil icon) for corrections by HR

• Locked entries (lock icon) can no longer be changed

• Entries corrected by HR are marked with a blue badge

• ArbZG warnings with date, type, and acknowledgment button

Lock Month#

Using the "Lock Month" button, all time entries for a month can be permanently locked. Locked entries and time accounts can no longer be modified.

Manage Absence Requests#

In the "Absence Requests" section, HR managers can:

• Filter all incoming requests by status (Pending, Approved, Rejected, All)

• View details of each request (employee, type, period, working days, note)

• Approve or reject requests with an optional reason

When a request is approved or rejected, the requesting employee automatically receives a notification.

Working Time Models (Administration)#

Administrators can configure various working time models under Administration and assign them to employees.

Configurable Parameters#

Break Rules#

For each working time model, individual break rules can be configured. Example: "After 360 minutes of work, at least 30 minutes of break are required."

Assignment to Employees#

Working time models are assigned to employees with an optional validity period. This allows changes (e.g., switching from full-time to part-time) to be seamlessly documented.

Configure Absence Types#

Administrators can customize the available absence types:

• Name: Display name (e.g., Vacation, Sick Leave, Special Leave)

• Color: Color coding in the overview

• Paid: Whether the absence counts as paid leave

• Approval Required: Whether an HR manager must confirm the request

• Vacation Deduction: Whether the days are deducted from the vacation allowance

Notifications#

Time tracking triggers automatic notifications in the following cases:

Notifications appear as in-platform notifications. Depending on the configuration, they can also be delivered as push notifications or emails.