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Checklist

Checklist: introducing time tracking

Eight steps from the legal duty to the first month end, with 36 points to tick off, owners and dates.

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Preview: Checklist: introducing time tracking

What is in the template?

Ready to use, with formulas, sample data and a legend.

  • Eight phases from clarifying the framework to the first month end
  • 36 points to tick off, each with an owner and a date
  • Data protection steps under Articles 13, 28, 30 and 35 GDPR
  • Selection criteria including ancillary costs and the server location
  • An Excel version with columns for status, owners and deadline

When does the template fit?

Ideal as an interim solution or for small teams, with clear limits.

  • A project plan for the rollout in your own business
  • Coordination between management, HR and IT
  • Preparing the conversation with the works council
When Excel reaches its limits

The rollout rarely fails because of the software.

It fails on opening balances nobody signed off, on public holiday calendars for the wrong federal state and on a month end the tax firm cannot read. MetronHR comes with a standard working-time model, public holidays for all 16 federal states and approval rules preset, so the list gets shorter.

How MetronHR solves it
In comparison
Excel templateMetronHR
UpkeepManual upkeepAutomatic calculations
ApprovalsNo workflowsApproval workflow
RemindersNo remindersReminders
TeamCopy again for every employeeOne central source for the whole team
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Frequently asked questions

Answers on usage and legal aspects.

Question not answered here? Every step is explained in the help centre.

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How long does introducing time tracking take?

Without a works council and with a self-service system: a few days from the decision to the first clock-in. With a works council, a data protection impact assessment and several sites, realistically two to three months, with the coordination costing more time than the technology.

What is the most common mistake?

Starting without clean opening balances. Anyone who does not enter and have holiday and overtime balances signed off before day one will be arguing about them a year later. The second most common: the public holiday calendar of the wrong federal state.

Do I need a data protection impact assessment?

Not always. An impact assessment under Article 35 GDPR is needed where the processing is likely to present a high risk to the rights of the people concerned. Pure time tracking without location data and without biometric features is usually below that; with GPS recording or fingerprints it looks different. The supervisory authorities publish lists on this.

Should we start on the first of the month or mid-month?

On the first of the month. A change mid-month forces payroll to merge two sources into one run, and that is exactly where the errors arise that are painful to find later.

Templates are a start. MetronHR is the answer.

When Excel reaches its limits in a team, MetronHR takes over the process. Try it free for 14 days.

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