Set up KLARA Time
Time required
Approximately 20 minutes.
The investment is worth it! Thanks to KLARA you will save a lot of time in the future.
Set up Time
Let's go!
Please note:
If you have already completed one of the following steps, you can simply skip it.
Please have the following information ready.
-
Personal information,
-
Employment and working hours,
-
Number of vacation days for the whole year for a 100% workload Employment contract
- E-mail address of your employees' reporting file folders
1. Enter branches and opening hours.
Enter your branches and opening hours in the "Company" section under "Work location & opening hours". This is important to ensure that public holidays are correctly taken into account for employees.
2. Add people
You can enter new employees or create an external person. Unlike employees, external persons are not listed in KLARA Wages because they are not wage earners.
Here you can find our detailed instructions on the basic settings for your employees: Mitarbeitende hinzufügen
Required information: Personal information, e-mail address of the reporter, degree of employment and working hours, vacation entitlement for the entire year and for a 100% workload.
Good to know:
1. if reporters are recorded in KLARA Time, the e-mail address must be stored so that an invitation for time recording in KLARA Time is sent.2. the place of work is defined so that the public holidays are entered correctly. If no work location can be selected, this must be added in advance under "Company" -> "Work location". The public holidays can also be defined in this menu.
3. vacation is entered for the whole year and for a 100% workload. The effective vacation days are calculated based on the settings for employment and, if applicable, the period (e.g. if someone is only employed for six months).
3.Invite reporting persons to KLARA
Rapporteurs added to KLARA Time automatically receive an invitation to KLARA by email. Rapporteurs can record time in the browser or with the MyKLARA app. The links to the app and the website are included in the email invitation.
Good to know:
The invited user will be notified by e-mail. If they are not yet registered with KLARA, they can do so directly via the link in the email sent. If the e-mail does not reach the reporter even though their e-mail address is correctly stored in KLARA Time, the reporter should check their spam box.
4. Frequently asked questions
What happens if there is no KLARA user for an e-mail address?
If an e-mail address is entered, KLARA automatically creates a user with the role "Time and material reports". You can find more information in the article on authorizations and roles.
Can I record my own working time as an administrator?
Yes, administrators must add themselves as reporters in order to record their working time. You can find more information here.
How can I ensure that not every user has access to all areas?
You can configure the access rights individually by assigning the roles and authorizations accordingly. You can find instructions here.
If someone is only employed for six months), the effective vacation days are calculated.
Working with KLARA Time
Let's go!
Note:
If one of the steps is not relevant for you, you can simply skip it.
1.Time tracking in the browser
Log in to your KLARA account and navigate to the "Time" section.
In the "Reporting" widget, you will find the option to enter your working hours and absences. Click on the corresponding field to enter the times when you start and finish work.
Good to know:
If you need to make changes to times that have already been entered, you can do this directly in the widget by clicking on the relevant time and entering the new data.
2. time recording in the MyKLARA app
Open the MyKLARA app on your smartphone.
To start time tracking, tap the Play button. This starts the timer, which runs until you stop it.
For manual entries, select "Record time" and enter the exact start and end times of your working hours.
You can add additional entries such as breaks and absences by tapping on the plus symbol (+) at the bottom right of the screen.
Good to know.
If you want to delete an entry, swipe from right to left on the entry. To navigate to a different date, use the date picker at the top of the screen.
3. keep an overview
View your working hours: You can easily check your working hours and breaks in KLARA Time or with the MyKLARA app. In the browser, you can find your times in the "Time reports" widget. The app allows you to navigate through the days to view all entries.
For supervisors and administrators: As a supervisor, you can view and edit the working times of your team members. Administrators and external users with the necessary authorizations have access to the time tracking of all employees. They can manage master data and make adjustments if necessary, which enables central control and an overview of working times in the company.
Good to know.
The clear separation of roles and authorizations ensures that everyone only sees the information that is relevant to their role.
The article Authorizations and roles in KLARA Time provides an overview of this topic.
4. frequently asked questions
How are absences treated in KLARA Time?
Absences such as vacations or sick days are automatically counted as working time, while unpaid absences or compensation for overtime do not count as working time.
It is helpful to make manual adjustments when you:
- Want to transfer working hours and vacation days accumulated at the start of using KLARA Time.
- Want to deduct paid overtime.
For step-by-step instructions, see the corresponding article.
Do you need support?
Our KLARA coach is there for you! As a professional in his field, he will help and support you. Be it with the setup, other questions or uncertainties!
