Time tracking profiles are a tool you can use to decide how your employees can track their working time. You can decide:

• Which option they see for the Time Tracking widget on their homepage. 
• If you want to track your employees’ location when they clock in and out via browser or mobile app.
• If they can track time with a shared device paired with the Entrance app.

You can create as many time tracking profiles as you need and assign them to different employees.

Note:
We're transitioning to our new attendance policies system. Some steps, navigation paths, or settings may not match what you see in your account. For more information on the new Attendance policies, read this article.

Before you start

• To set up time tracking profiles, you need edit permissions for Account configuration > Attendance.
• To track time with either homepage widget, employees need propose permissions to their Attendance data. By default, this means they can also edit their time entries in the Attendance section. This applies to both widgets and can’t be prevented. If you don't want employees to edit past or future time entries, apply time tracking restrictions.  

The default tracking profile

The system creates a default tracking profile and assigns it to all your current and future employees. You can’t set any other tracking profile as the default.

If you want to change a time tracking option for all your employees, edit the default time tracking profile.
If you want different employees to see different options, create and assign a new profile.

Create a time tracking profile

To create a new time tracking profile, follow these steps:

1. Go to Settings.
2. In the Time off & attendance section, click Attendance.
3. Click Tracking profiles.
4. Add a profile, and click its title on the right half of the screen to rename it. We recommend giving it an easily recognizable name.

Define which homepage widget employees see

After creating a time tracking profile, you need to decide what version of the time tracking widget the employees assigned to it see. You have two options:

If you have employees who track time overnight, we recommend you choose the clock in/out widget as the time tracking option these employees see. The manual tracking widget is unsuitable because it only records time for the current day and resets at midnight.

Track your employees' location

If you enable the clock in/out option for the homepage widget, you can also decide to track your employees’ location when they track time. Keep in mind:

• Location tracking relies on coordinates provided by the employee's device. Personio does not independently verify, authenticate or guarantee the accuracy of this data provided by the device. Consider using this feature alongside your internal attendance policies rather than as a strict security control.
• The system tracks the employees' location only when they clock in and out.
• Location tracking is supported on clock-in widgets on web or mobile. Your employees must install the latest version of the mobile app for the location tracking to work.
• Desktop and laptop location tracking is generally less accurate than on mobile devices. If your employees track time using a desktop or laptop, consider setting a larger geofencing radius for your workplaces.
• Employees can decide whether they want to share their location or not and delete their location after the tracking.
• If they don't share their location, or delete it after doing so, this appears in the timesheet and in-context attendance logs.
• You can create an approval workflow for time entries that violate location settings.

You have two options with different features, described below:

Define if employees can or should use the Entrance app

After creating a time tracking profile, decide if employees assigned to a profile can or should use a shared time tracking device.

To let employees use both the shared device and other time tracking methods, enable the Entrance app option in the time tracking profile. We recommend you enable the clock in/out option and the Entrance app. This way, your employees can clock in and out across their Personio account and a shared device.

If you want employees to only track their time using a shared device paired with the Entrance app, follow these steps instead:

1. Enable the Entrance app option in the time tracking profile.
2. Give them view permissions for their own Attendance area, instead of propose permissions. This way, they can’t track time any other way.

Assign a tracking profile

After creating a time tracking profile, assign it to the employees you want to have access to the options defined in it. Follow these steps:

1. On the navigation sidebar, click Organization.
2. Optional: Filter the employees to narrow your selection.
3. Tick the checkbox on the left of all the employees you want to assign the same tracking profile to.
4. Click Edit time policies > Edit time tracking profile.
5. In the dropdown menu, select the profile you want to assign.
6. Save the changes.

Edit or delete a tracking profile

You can edit or delete a time tracking profile at any time. If you delete a profile, all employees assigned to it revert to the default one. Follow these steps:

1. Go to Settings.
2. In the Time off & attendance section, click Attendance.
3. Click Tracking profiles, and select the profile to edit or delete.
4. To edit the profile, enable or disable the toggles on the right side of the screen. The changes apply straight away.
5. To delete the profile, click the three dots on the top right and follow the instructions on the screen.