Time registration¶
With time registration, instructors can register the hours they spend each week as instructors, and the association’s treasurer — or person responsible for payroll — can in the administration part of the system pull a consolidated report e.g. every month, where the system shows all the registrations that instructors have made during a given period — e.g. the last month.
It is thereby easy to produce a consolidated statement per instructor, as the report itself calculates the total number of hours per instructor. The report also contains details for each individual instructor, so it is easy to check whether the time registrations look as expected.
When an instructor makes a time registration, the instructor can also enter a note, and these notes will also appear in the report. This can e.g. be used if an instructor substitutes for another instructor.
Instructors have easy access to time registration via the app or browser.
The system cannot help with the actual payment of wages and creation of payslips and so on. It is recommended to use a payroll system for this. If you e.g. choose to use Danløn, Dataløn, Salary or Zenegy, and you also use our accounting module, you will be able to import a payroll settlement from the aforementioned systems into the accounting module, and thereby the wages will be posted correctly in the accounts. This requires some setup of these payroll systems in advance, as they must know which accounting accounts the various items should be posted to. We cannot help with setting this up — here you must contact support or similar at the aforementioned payroll systems.
Setup in the system¶
To activate time registration, choose “Configuration -> Club -> Choose modules” and tick “Member Portal”. Then choose “Configuration -> Member Portal -> Choose modules” and tick “Time registration for instructors”. A menu item named “Time registration” now appears on the left.
The instructors who should have access to perform time registration must be created as members in the system. Optionally create an activity in the system named “Instructors”, which all instructors are assigned to, so they can easily be distinguished from ordinary members.
- Grant access to instructors
Do the following:
Click “Time registration -> Assign access” in the menu on the left and then choose the activity that one or more instructors should have access to.
Click “Continue to choose members”.
All members are now shown — choose the instructors (who are also created as members) who should have access to this particular activity.
Click “Save instructors”.
Perform time registration¶
When the setup above is in place, an instructor can go in via the app or a browser, and will then be shown a menu item named “Time registration” where the instructor can choose between the assigned activities.
When the instructor chooses an activity, “Register hours” can be clicked, and the instructor then enters the following:
Date
Hours
Optional note
Consolidated report¶
In the administration part of the system, a consolidated report can be pulled. This is done via the menu item “Time registration -> Settle hours”. Here you get an overview of the hours that have not yet been settled, and you can optionally adjust some of the time registrations before the settlement is performed.
When the time registrations are ready to be approved, click the blue “Settle hours” button, and the hours are then settled.
The consolidated report can be used as a basis for calculating any wages for the instructors.