Time Tracking¶

Time tracking allows employees to record their work hours via a time clock — directly in the POS, without additional software. Work hours, breaks, and overtime are calculated automatically and can be exported as an Excel file for payroll processing.

Feature Overview¶

Feature	Description
Time Clock	Clock In, Break, End Break, Clock Out — directly in the POS
Live Overview	Which employees are currently clocked in?
Time Reports	Individual per employee or overall summary
Excel Export	2-sheet workbook for payroll processing
Corrections	Admin can correct, add, or delete clock entries
Auto-Refresh	Status update every 30 seconds

Clocking (POS)¶

Opening the Clock Page¶

In the POS: Menu → Time Tracking

The clock page shows the current status and four action buttons:

POS — Time tracking clock

┌──────────────────────────────────────┐
│                                      │
│    Maria Schmidt                     │
│    ● Clocked in since 08:00         │
│                                      │
│    Work time today: 4 hrs 30 min    │
│    Break today:     0 hrs 45 min    │
│                                      │
│    ┌──────────┐  ┌──────────┐       │
│    │ Clock In │  │  Break   │       │
│    │  (green) │  │ (orange) │       │
│    └──────────┘  └──────────┘       │
│    ┌──────────┐  ┌──────────┐       │
│    │  Return  │  │Clock Out │       │
│    │  (blue)  │  │  (red)   │       │
│    └──────────┘  └──────────┘       │
│                                      │
└──────────────────────────────────────┘

Clock Actions¶

Button	Color	Description	Available when
Clock In	Green	Start of work — shift begins	Not clocked in
Break	Orange	Start break	Clocked in, not on break
Return	Blue	End break, continue working	On break
Clock Out	Red	End of work — shift ends	Clocked in, not on break

State Machine¶

The time tracking works as a state machine — only valid transitions are allowed:

                    ┌──────────┐
         ┌─────────│ Clock In │─────────┐
         │         └──────────┘         │
         ▼                              ▼
  ┌──────────┐                   ┌──────────┐
  │  Break   │◄─────────────────│  Return  │
  └──────────┘                   └──────────┘
         │                              │
         ▼                              ▼
  ┌──────────┐                   ┌──────────┐
  │  Return  │                   │Clock Out │
  └──────────┘                   └──────────┘

Invalid actions are automatically prevented. Example: "Clock Out" is not possible if the employee is on break — first press "Return", then "Clock Out".

Current Status	Allowed Actions	Not Allowed
Not clocked in	Clock In	Break, Return, Clock Out
Clocked in	Break, Clock Out	Clock In, Return
On break	Return	Clock In, Break, Clock Out
After break (returned)	Break, Clock Out	Clock In, Return

Typical Work Day Flow¶

08:00  → [Clock In]     Work begins
         ● Status: Clocked in (green)

12:00  → [Break]        Lunch break
         ● Status: On break (orange)

12:45  → [Return]       Continue working
         ● Status: Clocked in (green)

15:30  → [Break]        Short coffee break
         ● Status: On break (orange)

15:45  → [Return]       Continue working
         ● Status: Clocked in (green)

17:00  → [Clock Out]    End of day
         ● Status: Not clocked in

Result:
  Work time: 8 hrs 0 min (minus 1 hr break)
  Break time: 1 hr 0 min (45 + 15 min)

Multiple Breaks Per Day¶

Employees can take any number of breaks — each break is recorded individually:

Time	Action	Work Time	Break Time
08:00	Clock In	0:00	0:00
10:00	Break	2:00	0:00
10:15	Return	2:00	0:15
12:00	Break	3:45	0:15
12:45	Return	3:45	1:00
17:00	Clock Out	8:00	1:00

Live Overview (Admin)¶

Who Is Currently Working?¶

Admin → Time Tracking → Tab "Live"

The live view shows in real time which employees are clocked in:

Status	Name	Clock In	Work Time	Break
● Working	Maria Schmidt	08:00	4:30	0:45
● Break	Thomas Weber	09:00	2:45	—
● Working	Lisa Müller	07:30	5:00	0:30

Status display:

Symbol	Color	Meaning
●	Green	Currently working
●	Orange	On break
—	Gray	Not clocked in

The view refreshes automatically every 30 seconds. A pulsing animation on the "Live" badge indicates real-time updates.

Time Reports (Admin)¶

Admin → Time Tracking → Tab "Individual" or "Total"

Admin — Time report with individual and total view

Individual Report (Detail)¶

Shows daily work hours for one or all employees:

Filters: - From / To: Select time period - Employee: Individual employee or "All"

Name	Date	Clock In	Clock Out	Break (Min)	Work Time (Min)
Maria Schmidt	01.03.2026	08:00	17:00	45	495
Maria Schmidt	02.03.2026	09:00	14:00	0	300
Maria Schmidt	03.03.2026	08:00	18:00	45	555

Planned vs. Actual

If the Shift Planner module is also active, a "Planned" column appears here with the target shift time from the shift plan — directly next to the clocked actual times.

Total Report (Summary)¶

Shows monthly/period totals per employee:

Employee	Work Hours	Break Hours	Work Days
Maria Schmidt	168.50	16.50	22
Thomas Weber	152.00	15.00	20
Lisa Müller	135.75	13.50	18

Excel Export¶

Click "Excel Export" for a detailed spreadsheet:

Sheet 1: "Overview"

Name	Work Hours	Break Hours	Work Days
Maria Schmidt	168.50	16.50	22
Thomas Weber	152.00	15.00	20

Sheet 2: "Details"

Name	Date	Start	End	Break (Min)	Work Time (Min)
Maria Schmidt	01.03.2026	08:00	17:00	45	495
Maria Schmidt	02.03.2026	09:00	14:00	0	300

The Excel format (XLSX) can be directly imported into common payroll software.

Correcting Clock Entries¶

If an employee forgot to clock or recorded an incorrect time:

Editing a Clock Entry¶

Admin → Time Tracking
Select employee and month
Click the relevant clock entry
Adjust time, type, or note
Save — work time is automatically recalculated

Adding a Clock Entry¶

If an employee forgot to clock:

Manually add the missing clock entry in the admin
Select type (Clock In, Break, Return, Clock Out)
Enter time
Save

Deleting a Clock Entry¶

If a clock entry is incorrect:

Select clock entry
Click "Delete"
Confirm — work time is automatically recalculated

All corrections are logged — for traceability.

Work Time Calculation¶

DiKAS calculates work time automatically using the following algorithm:

Basic Rule¶

Work time = (Clock Out - Clock In) - Sum of all breaks

Example with Two Breaks¶

Clock In:   08:00
Break 1:    10:00 - 10:15 (15 min)
Break 2:    12:00 - 12:45 (45 min)
Clock Out:  17:00

Gross time: 17:00 - 08:00 = 9 hrs 0 min
Breaks:     15 + 45 = 60 min
Work time:  9:00 - 1:00 = 8 hrs 0 min

Special Cases¶

Situation	Behavior
Shift over midnight	e.g., 22:00 to 06:00 = 8 hours (calculated correctly)
Break not ended	Open break is not counted (only after "Return")
No Clock Out	Work time is calculated in real time from "Clock In"
Multiple shifts per day	Each shift (Clock In→Clock Out) is counted separately and added
Only Clock In, no Clock Out	Work time continues running (visible in live display)

Monthly Summary¶

At the end of the month, daily values are totaled:

March 2026 — Maria Schmidt:
  22 work days
  168 hrs 30 min work time
   16 hrs 30 min break time
    7 hrs 39 min average/day

Practical Examples¶

Restaurant with Shift Operations¶

Situation: Restaurant with early and late shifts, 8 employees.

Early shift (Maria):

06:30  Clock In
10:30  Break (breakfast)
10:45  Return
14:30  Clock Out
→ 7 hrs 45 min (15 min break)

Late shift (Thomas):

14:00  Clock In
18:00  Break
18:30  Return
22:30  Clock Out
→ 8 hrs 0 min (30 min break)

End of month: Admin → Time Tracking → Excel Export → send to payroll office.

Disco with Night Shift¶

Situation: Club, employees work past midnight.

20:00  Clock In
00:30  Break
01:00  Return
04:00  Clock Out
→ 7 hrs 30 min (30 min break)

DiKAS calculates shifts over midnight correctly — clock entries are sorted by time.

Part-Time Employee with Short Shift¶

Situation: Student worker, 3 hours on Saturday.

11:00  Clock In
14:00  Clock Out
→ 3 hrs 0 min (no break)

Forgotten Clock Out¶

Situation: Lisa forgot to clock out.

The next day, the admin sees in the live view: Lisa has been "clocked in" since yesterday 08:00
Admin → Time Tracking → Lisa → Add clock entry:
Type: Clock Out
Time: 17:00 (estimated end of work)
Work time is retroactively calculated correctly

Technical Details¶

Data Structure¶

Per employee and month, a TimeSheet document exists (e.g., ts_usr_001_202603):

Field	Description
UserId	Employee ID
Year / Month	Year and month
Stamps	List of all clock entries
TotalWorkMinutes	Total work time (month)
TotalBreakMinutes	Total break time (month)
LastStampType	Last clock type (for status display)

Each clock entry contains:

Field	Description
Timestamp	Date and time (UTC)
Type	0=Clock In, 1=Break, 2=Return, 3=Clock Out
Note	Optional comment

API Endpoints¶

Method	Endpoint	Description
POST	`/api/v1/time-tracking/stamp`	Clock in/out
GET	`/api/v1/time-tracking/status/{userId}`	Query status
GET	`/api/v1/time-tracking/active-workers`	Active employees
GET	`/api/v1/time-tracking/sheets/{userId}/{year}/{month}`	Monthly data
GET	`/api/v1/time-tracking/report`	Time report
GET	`/api/v1/time-tracking/report/excel`	Excel export
PUT	`/api/v1/time-tracking/sheets/{id}/stamps/{index}`	Edit clock entry
DELETE	`/api/v1/time-tracking/sheets/{id}/stamps/{index}`	Delete clock entry

Configuration¶

Time tracking is activated under Admin → Settings → Operations.

Setting	Description
Enable time tracking	Module on/off

After activation, the "Time Tracking" menu item appears in the POS menu and in the admin area.

Frequently Asked Questions¶

Can an employee work multiple shifts on the same day? Yes. Each Clock In→Clock Out sequence is counted as a separate shift and work times are added together.

What happens during a power outage during a shift? The last clock entry is preserved. The employee can clock out after the restart, or the admin can correct the entry retroactively.

Can employees view their own times? The clock page shows the logged-in employee their current work time and status for today. Detailed reports are only available in the admin area.

Is time tracking also available on the Android tablet (MAUI app)? Yes. The clock page works identically on the Android app — including in offline mode.

Next Step¶

→ Accounting — DATEV, invoices, dunning