The challenge
Our customer, WWF Austria, had a strong desire to digitize time tracking and leave management and integrate them into a unified overall solution. On the one hand, to reduce paper consumption, and on the other hand, to save valuable company time spent on time tracking and leave management. In addition, multiple storage of Excel files, password-free zones, and the filing of hard copies in this context were to be eliminated, thereby strengthening the protection of personal data.
After thorough market research and comprehensive testing, TimeTac proved to be the ideal partner for WWF Austria.
Michael Mayer: “We were convinced by the mix of functionality, intuitive operation, competent local service, and cost that TimeTac offers.”
The solution
Professional implementation and launch in May 2020
To correctly map the requirements, such as active/passive travel time, break deduction, allowance regulations, and absence request workflow, WWF Austria opted for the onboarding service when implementing TimeTac. In the onboarding service, customers are accompanied and actively supported step by step during the implementation of TimeTac—from configuration to successful launch. TimeTac was successfully put into operation in May 2020.
Quick time entry
All employees at WWF Austria record their working time with TimeTac via web browser and mobile app. Time tracking primarily takes place retrospectively in the calendar view, with employees booking their working hours to 15 different tasks. Breaks are automatically entered using automatic break deduction and correctly accounted for in the timesheet.
A small portion of the workforce books working time via TimeTac’s project time tracking to allocate working hours to projects and analyze them with comprehensive reports.
Fast and intuitive recording of absences
In leave management, various absences relevant to WWF Austria can be recorded. Employees simply select the respective absence via pull-down menu and initiate the digital request workflow. The responsible supervisor automatically receives this request and can digitally approve or reject it.
Reminder function for non-finalization of timesheets
Employees at WWF Austria independently finalize their timesheets, and supervisors only need to approve them with a click. If an employee forgets to finalize the monthly timesheet, they automatically receive a reminder email from TimeTac that the previous month’s timesheet has not yet been finalized.
Transparency for employees and HR
Michael Mayer on this: “Our employees particularly appreciate the overview of their timesheets and leave management. They can retrieve their overtime hours or the current status of their vacation days at any time.”
Travel times at WWF Austria are evaluated differently depending on whether they fall under active or passive travel time and are accordingly recorded and evaluated in TimeTac. Active travel time counts 1:1 in the working time balance and is not separately shown in the timesheet. Passive travel time is shown in a separate column in the timesheet.
WWF Austria uses various overtime allowances and all-in regulations. These were individually configured in TimeTac for each employee, so that the employee’s overtime and correct allowances are automatically calculated and evaluated.
Evaluation after 1 year of TimeTac
In spring 2021, the employee primarily responsible for TimeTac at WWF Austria went on maternity leave. To ensure that the key user’s specific knowledge was optimally transferred to the new responsible parties and to evaluate the use of TimeTac after one year and further adapt it to the current requirements in the organization, the customer requested a so-called account review.
The result
Michael Mayer on the goals achieved with TimeTac:
“We were able to successfully achieve most of our set goals with TimeTac. We were able to reduce our paper consumption for time tracking and leave management to zero. Our employees save a lot of time thanks to the intuitive time tracking and leave management and have transparency over their working hours and vacation balances, which they greatly appreciate. But not only the workforce saves a lot of time—we were also able to reduce our administrative effort in the HR team. With the reporting functions, we can quickly analyze time data. However, we would like even more flexibility with warning messages for time overruns and ‘internal limits’ to work even more efficiently.”
