With zistemo you can easily set daily working hours limits for each of your staff members. Just go to “Staff Edit Page” (Contacts-> Staff->Edit Staff). In case you need to change this limit, you simply return to this page and edit the “Working Hours” block, then press the “Save staff” button.

In this case, the user can still log more than 8 hours to his timesheet per day.
There is an “Absenteeism Report” which displays staff hours logged per day only if this doesn’t exceed hours limitation.

Therefore, if the daily limit is 8 hrs and the user logged 8 or more hours – this information will not be shown in the report.
Although all internal users have access to the “Absenteeism” report, only the Account Owner and the Admin can see their own as well as other members’ activity. Team Leaders, Team Members and “Capture Data” users will only have access to their own logged-hours data.
Note: Do not forget to set hours limitation for all staff members because if a limitation isn’t set or is zero, their hours will not be displayed in the report.

Where we can set the hours per day?

The ‘hours per day’ we take from the Settings -> Attendance -> Work Time Rule:

and only here the user can manipulate with hrs per day (under the ‘user’ we mean a person in charge or the Account Owner. In case if the staff is assigned to the Attendance Template with flex time model ‘non-tracking model’ or if a company doesn’t use the Attendance Time module then for this report the ‘hours per day’ we take from the staff profile, described at the beginning of the article, so the user can update hrs per day here:

Time format

By default, the time format is displayed with a colon (for example 03:15), but it can be shown in a decimal format (for instance 3.25) after checking the box “Time format is decimal” and clicking “Update”.

Note: we don’t just replace the colon with a decimal separator, we also convert standard time format into a decimal number format. So that 3:15=3.25 hrs. or 5:30=5.5 hrs. etc. It can be helpful if you export this report as CSV or Excel – and use different formulas to calculate the information.

Then check the reports which should be available on this member’s account and uncheck the reports they shouldn’t have access to:

Very Important: some reports are ‘granted by role’ and cannot be switched off – it depends on the role of the staff member.

Also, on some reports, you can select which data should be accessible:
– Own – only own data
– Team – own and data of members of the team where this user is a department leader (more about teams here)
– All – all data (data of all members).

If you change a permission on that setting, it also changes the main menu setting for the user

All calculations are completed every day at 01:00 AM in your company’s time zone.

1. The ‘Start’ and ‘End’ Columns

Start time and End time are taken from Work Time Rules (the account owner/admin can find this info in Settings -> Attendance template -> Work time rule. For other rules: – My profile -> Attendance -> Work time rules).

As an example, in the screenshot above, on Wednesdays, the Start time is at 08:30 and the End time at 18:00. These Start and End times are shown in the Attendance Report.

In case you Clock In/Out before/after the Start/End time, the time interval before/after the Start/End time is not calculated as payable and we will show it in the column with not payable time in the Attendance Report.

2. The ‘Break’ Column

We take the data about break time from Meal break rules and Short breaks (the account owner/admin can find this info in Settings -> Attendance template -> Meal break & Short break, other rules in My profile -> Attendance -> Meal break rules & Short break rules)

Break = Meal Break + Short Break + Clock Out time

Meal Break – this time we calculate according to Meal Break Rules

As an example, in the screenshot above, the shutdown time is from 12:00 to 12:45, so your Work time is from 6:30 to 18:00 + your Break time from 12:00 to 12:45. At the end of this day we will calculate your “Actual Worktime = Work time – Break” time, which is 11:30 hrs (from 6:30 to 18:00) – 0:45 hrs (from 12:00 to 12:45) = 9:45 is your Actual Work time.

BUT in the screenshot there is additional rule ‘15/30/90 minutes break if daily work time is more than 3/6/10 hrs’ as Work time is 11:30 hrs and it is more than 10 hrs then Break time should be 90 mins, so 45 mins (shutdown time) + additional 45 mins (in total 90 mins) and at the end of the day we will reduce Work time (11:30 hrs) on Break time (90 mins) so 11:30 hrs – 0:90 hrs = 10 hrs is Actual Work time.

Short Break – it’s the time when we Clock In to Start Break and Clock Out to End Break

NOTE: we calculate a short break as a break time if the short break rule is ‘Calculate short breaks as Unpaid time’ (account owner/admin can see this info in Settings -> Attendance template -> Short break, other roles in My Profile -> Attendance -> Short break rules)

see screenshot below

Clock Out time – it’s the time when you Clock Out for Break (if Meal Break rule is ‘Сlock for break’ (account owner/admin can see this info in Settings -> Attendance template -> Meal break rules. Other roles in My profile -> Attendance -> Meal break rules) or time when you are offline. (please, take a look at the screenshot below).

3. The ‘Actual’ Column

Actual Time = Work Time – Break Time

As described above, you can see the Work Time in your Attendance Monitor or you can find it here: My Profile -> Attendance -> Work time rules (account owner/admin can find also here: Settings -> Attendance template -> Work time rules).

As an example, in this screenshot, Monday Work Time is 11:30 hrs (Start at 06:30 and End at 18:00)
On the previous screenshot, Monday Break time is 1:34 hrs:
11:30 hrs – 1:34 hrs = 9:56 hrs – actual time

4. The ‘Plan’ Column

We take this info from your Working hours’ plan (account owner/admin can find this info in Settings -> Attendance template -> Plan; other roles in My profile -> Attendance -> Working plan).

5. The ‘Not payable’ Column

Here we show the time before Start time and after End time, as you can see in the screenshot below:

6. The ‘Overtime’ Column

Overtime = Actual – Plan

7. The ‘Flextime balance’ Column

Here we gather the balances. As an example in the screenshot above, on Friday, the Flextime Balance is -12:24 Hrs

then on Saturday -18:24 hrs (-12:24 hrs + -6 hrs)

Flextime balance = Flextime balance from previous day + Overtime

Public Holidays Calculation

If there are some Public Holidays during the week, we’ll show 0 hours in the report plan for this day, even though the working plan is for ex. 7:30 hours:

If someone works on the Holiday, we’ll show it as usual on the report (actual time):

And in the excel report it will look like this:

NOTE: to see new changes with the Public Holidays, the account owner or an admin needs to go to the Attendance Template -> add changes or just click on time picker and save it to see this window here and then select the date when the changes need to be applied:

Also, if you don’t care which days your employees are working, only the Week Hours Plan matters, then mark the Saturday, Sunday as work days with 0 Planned Hours:

How to reach the report?
Simply follow the steps: Reporting -> Time Tracking Reports -> Team Report

Settings and customizing the report:

First of all choose your preferred date range:

You can also group by “Team” or ” Project” to get your preferred detailed team report.

We offer a detailed report and a summary report:

Detailed report contains all Team-Member detailed infos with project details:

Summary Report: The Staffs total without project details:

You can als limit the report to a specific team or Staff-Member.

You can also limit the report to “billed hours”, “unbilled hours” or “non-billable hours”

Furthermore, you can export or print your Team Report by clicking the related button:

Enjoy!