The challenge
When Sarah Aichinger joined the company in 2019, there was still a punch clock in the entrance area for time recording. The recorded data had to be prepared by an employee and manually transferred to Excel. Leave requests were made on paper. The workflows with Excel and paper were cumbersome, slow, and inefficient, and for Sarah Aichinger, no longer up-to-date.
Sarah Aichinger: “My goal is to digitize the entire HR area, including time tracking and leave management. The effort for all involved should be kept as low as possible, and therefore, a digital solution was needed.”
The requirements for the solution were clear from the outset: the effort in the HR department should be reduced, and thus all process steps digitized. Segafredo Austria’s employees are spread across several locations throughout Austria, there is a field service, and management travels a lot, therefore requiring a location-independent overview. Managers should be given more responsibility to facilitate the control and management of employees.
The solution
Sarah Aichinger, together with her Head of IT colleague, began searching for a suitable solution.
The client’s initial focus was on the classic functions of digital time tracking and leave management, and the ability to record and manage all data with an application.
More flexibility in various areas
Since Segafredo Austria’s employees work in various areas – from administration and production to field service – the company needed maximum flexibility in recording and accessing time tracking and leave management.
TimeTac is web-based and multi-device capable, allowing it to be used location-, time-, and device-independently at all locations within a uniform time tracking system. For example, senior employees and field staff use the TimeTac time tracking app on company mobile phones and tablets. In administration and production, two TimeTac Terminals Evo Basic are in use. In the home office, working hours and leave are recorded and managed via PC and web browser.
“It was very important to me that the tool is particularly user-friendly for my colleagues and for me as a key user, and that with TimeTac, we are simply location-independent,” says Sarah Aichinger.
Transparency for management and employees
Management, especially those who travel a lot, appreciates TimeTac’s location-independent insights and clear evaluations.
Employees and managers also appreciate the transparent overview of their hours and leave balances; this leaves no questions unanswered.
The practical status overview in TimeTac provides all managers with a quick overview of which employees are currently present, on a break, or absent.
Flexibilization of working hours
With TimeTac, flextime could be introduced in the company for the first time. Core hours were defined in TimeTac and are automatically checked. If work is performed beyond the agreed framework, employees receive time-dependent surcharges. The time credit is billed directly in hours and taken into account in the employee’s working time balance. This eliminates the need to manually calculate surcharges. With just a few clicks, the times subject to surcharges can be evaluated and viewed.
Compliance and verification of requirements
Compliance with breaks and daily working hours is defined in TimeTac and automatically checked by the software. Employees receive a warning via email or in TimeTac 15 to 30 minutes before reaching 10 working hours per day, reminding them to finish work.
The client opted for a 30-minute break deduction after 6 hours. By default, the automatic break deduction is only applied to live-recorded time entries and up to the previous day. If time entries in the system have been manually changed or recorded retrospectively, or if there are open time entry requests, the automatic break deduction configured for Segafredo Austria also applies one week prior.
Employees must finalize their hour statements by the 5th of the month. The responsible managers receive a notification via email and in their TimeTac account if an employee’s hour statement has not yet been finalized.
Management of absence times
Segafredo Zanetti Austria’s leave management has been significantly simplified for all employees, especially for the field service. Field service employees work in seven different operational areas throughout Austria. Previously, leave requests were manually submitted and approved on paper by the regional sales manager, which was impractical.
With TimeTac’s digital leave planning and management, all employees have a good overview of their leave balances. All absence requests, such as leave, home office, or business trips, are submitted online and processed online by the immediate supervisor. Various absence types such as doctor’s appointments, further training, official errands, and much more can be flexibly and unlimitedly selected in TimeTac and thus correctly booked. Thanks to the online application process with a digital workflow, employees responsible for absence requests receive the application in TimeTac and via email and can quickly approve it with a click. This provides applicants with quick and unbureaucratic feedback on their requests.
Managers can quickly retrieve evaluations of leave balances and see at a glance which ones should be used up by the end of the year.
The result
Sarah Aichinger on her experience with TimeTac:
“Everything promised by TimeTac was delivered. We would do it all again. Customer service is super reliable. Everything at TimeTac is perfectly prepared. I can only report positive things about the collaboration with TimeTac.”
For the implementation of TimeTac, Segafredo Zanetti Austria opted for the TimeTac Onboarding Service, where the client is guided and supported by a TimeTac expert during implementation.
Sarah Aichinger on the service: “The onboarding service was important for us. It is well done and very structured. We went through everything together, so no questions were left unanswered. And if a question did arise during the implementation phase, I picked up the phone and contacted support. They are very accessible, and all inquiries were resolved – super fast, super friendly, and above all, personal.”
Sarah Aichinger summarizes the company’s experiences with TimeTac:
“In my opinion, digital time tracking is a must-have nowadays. The available evaluations are very well received by management. Especially those colleagues who already knew digital time tracking from other companies were very open and very positive about the introduction. In general, most were very open; the introduction/transition naturally took a little time for both employees and managers, but then it worked out very well. Overall, employees appreciate that everything is much more transparent and that they know exactly how much flexibility they have.”
