The challenge
Putting an end to paperwork chaos
Until now, Promedico recorded working hours via Excel. The successful company grew rapidly and the number of employees increased significantly. A simple time tracking solution could no longer keep up with the higher and increasingly complex requirements of the up-and-coming company. And as the administrative effort had increased considerably, manual administration became unsatisfactory and inefficient.
“Our employees work in different areas – from the office to the warehouse and out in the field – each with different requirements. Time tracking should be designed to be as user-friendly as possible while also supporting each work situation in the best possible way,” explains Michaela Weiss, authorised signatory and Head of HRM.
In addition, it became increasingly difficult to review and manage overtime. Ms Weiss emphasises: “The time-consuming hours accounting and complicated calculation of the different overtime premium rates tied up too much time in HR administration.”
Leave and absence management for two company locations with different country-specific requirements also became confusing and difficult to manage. Entitlements to leave, time off in lieu and remaining leave had to be calculated manually. Avoiding overlapping leave and coordinating cover arrangements within departments became a challenge. Requesting and approving applications for leave and time off in lieu using paper forms also proved far too cumbersome and inefficient.
The solution
Flexible recording and management
TimeTac’s web-based time tracking system gives the fast-growing company maximum flexibility when recording and managing working and absence times. In the office, employees log in via browser on their PC; in the warehouse, a cost-effective, easy-to-understand multi-user terminal solution was installed. All time tracking options are bundled in a single, cloud-based system. In real time, management can access the data, analyse it in a variety of ways and process it quickly.
Hours accounting is based on the predefined working time models as well as the legal and other framework conditions. Additional work and overtime are automatically calculated with the correct premium rates.
Michaela Weiss: “TimeTac makes it easy to comply with legal requirements for hours accounting and the required documentation. The software automatically warns us of violations such as exceeding maximum working hours or not taking breaks. Labour-intensive checks, calculations and follow-up questions are eliminated, and the data can be transferred directly to payroll without delay via interfaces.”
As a fast-growing company with two locations in Austria and Germany, simple and clear management of leave and absences plays a major role. TimeTac’s online leave management offers a smart request process with approval workflows as well as the definition of automatic substitutes. Leave entitlement, remaining leave and paid absences such as country-specific public holidays are calculated automatically based on the respective settings.
The result
Perfectly tailored, expandable at any time, top service
Michaela Weiss: “By introducing TimeTac, we received a tool for time tracking and leave management that, on the one hand, is fully tailored to our needs and, on the other, supports our continuous growth. I would particularly like to highlight the support throughout the entire implementation. Even now – more than a year after the introduction – the TimeTac team handles all adjustments and open questions as quickly as possible. In addition, employees are extremely satisfied with TimeTac, so I can definitely recommend TimeTac.”
