This article explains how to track your working hours in Personio. You can record your time as you work or add entries later, using either the browser, mobile app, or a shared device, depending on what your company has set up. You can also review your attendance data at any point.

Read on for step-by-step instructions for each method, along with details on location tracking and tips for managing your time entries. 

Before you start

• If you’re missing the option to track time, contact your Personio Administrator to check your permissions.
• Working hours tracked in real time using the browser, the mobile app, and a shared device are synced. Switch between them as you wish.
• Time tracking using the API runs independently from the browser, mobile app, and shared device — sessions using the API cannot be mixed with the other methods. If you start a session using the browser, mobile app, or shared device, you cannot pause or stop it using the API. If you start a session using the API, the clock-in widget in the browser or mobile app will not be able to continue or stop it. If the clock-in widget appears greyed out or unavailable, an open session started using the API may be the cause.
• If you add a start time via a time entry, you cannot clock out in real time. 
• If you clock in real time and edit the time entry while you’re clocked in, the system automatically stops your current clock-in.

Track your working hours in real time

Browser

If your company enabled this option, you can track your working hours in real time from your Homepage. Your organization might also have enabled location tracking. 

Follow these steps:

1. Log into your account to land on the Homepage.
2. In the Time tracking widget, click the Play button. A timer starts, and time keeps tracking while you work.
3. Click the Pause button to take a break, and click it again to resume the time tracking.
4. Click the Stop button to stop tracking time completely, and to submit the time entry.

After submitting the time entry, go to Time Off & Attendance > Attendance in the sidebar to access your calendar view. There, you can edit the time entry, add more details to it, or clear it, if you recorded it accidentally.
 

Mobile app

You can use our mobile app to track your working hours on the go. Your organization might have enabled location tracking.

Follow these steps:

1. Make sure that you have the latest version of the app installed.
2. Go to the app dashboard and tap Start tracking. A timer will appear and will continue to run in the background.
3. Open the app again and tap on the Stop icon next to the timer.
4. In the summary window that appears, check that times entered for that day are correct. If needed, enter break times, projects, and a comment.
5. Tap Submit. To dismiss the time entry, tap Cancel instead.
6. Go back to the dashboard to check the status of the attendance request. When approved, you see the time entry on your Attendance tab on a browser.

Shared device

If your company set up a shared clock-in device, you might be required to clock in and out on it. To do so, you don’t need to log in. Based on your company settings, you can use either a PIN code, a QR code, or both. Follow these steps:

1. If you don’t know your PIN code or don’t have the QR code, go to Time Off & Attendance > Attendance > Gear icon > Entrance App codes.
   • You can also find the QR code on your Personio mobile app: tap the Calendar icon >  +  > Show employee QR code.
2. Make a note of the PIN code, or take a picture of the QR code.
3. On the shared device, follow the instructions on the screen to clock in, take a break, resume work, and clock out.
4. For a breakdown of all the tracked times during the day, tap View this time entry.
5. When you clock out, the system saves the time entry on Personio. If your company has set up rules on your work schedule, you might see warnings on the screen.

Track your location

If your organization has enabled this option, you will be notified by the Personio app the next time you clock in. Keep in mind:

• You can decide not to share your location at any time, and delete it after tracking your hours.
• If your organization tracks your exact location at the start and end of every work period, you can decide if you want to be prompted to confirm the location every time, or if it’s captured automatically. You can find this setting via the three-dots menu on the clock-in widget on the desktop, or the Attendance location settings in the mobile app.

Depending on company policy, location tracking operates in the following way:

Policy: Track exact location

Policy: Track location as inside or outside of workplace

I forgot to clock out

If you forget to clock out, there are two ways for you to fix the time entry:

• You notice on the same day:
  1. Go to Time Off & Attendance > Attendance.
  2. Click today’s entry and enter the correct clock-out time.
  3. Save the time entry.
      
• You notice on the next workday:
  1. The system automatically caps the running time entry at 24 hours. The time entry still needs a clock-out time to be complete.
  2. The next time you log in, enter a clock-out time for the previous day’s time entry.
  3. Clock in for the current day as usual.

Add a time entry

To add a time entry at any time during the day, follow the steps below. Depending on your company's settings, you might not be able to add time entries to past or future days.

Browser

If your company enabled this option, you can add a time entry directly from your Homepage. Follow these steps:

1. Log into your account to land on the Homepage.
2. In the Time tracking widget, input your work and break start and end times.
3. Click Save time entry.

You can also add a time entry from the Time Tracking view. Follow these steps:

1. In the sidebar, click Time Off & Attendance > Attendance.
2. Click the date you want to track time for.
3. In the expanded section, enter your work and break periods.
4. If you’ve been assigned to a project and want to track time for it, select the project from the dropdown. If the project has a subproject that you want to track time for, click the expand icon beside the project name and select the relevant subproject.
5. Optional: Add extra periods or comments.
6. Save your entry. If your company has set up rules on your work schedule, you might see warnings on the screen.

Tip:
To track a 0h day, click the three dots on the right side of the date and select the relevant option. Personio displays the time entry as 12:00–12:00.

Mobile app

1. Make sure that you have the latest version of the app installed.
2. Go to the app dashboard and tap on the + button > Track time.
3. In the window that appears, manually enter your working hours.
4. If you’ve been assigned to a project and want to track time for it, select the project from the list. If the project has a subproject that you want to track time for, tap the project to view subprojects.
5. Optional: Add extra periods or comments.
6. Tap Save.

Your attendance entry appears in the calendar.

Add time entries to multiple days

While you cannot copy already tracked time to other days, you can add time entries in bulk from your browser. If your company has set up specific restrictions, you might not have this option. Follow these steps:

1. In the sidebar, click Time Off & Attendance > Attendance.
2. Select the checkbox next to the days you want to track time for.
3. At the bottom of the screen, click Track.
4. In the window that appears, enter your work and break periods. You can also add extra periods or comments, or select a project from the dropdown menu.
5. Optional: If you’ve selected off-schedule days, select the checkbox to include them.
6. Save your entries. If your company has set up rules on your work schedule, you might see warnings on the screen.

Track overnight working hours

You can track overnight shifts (shifts that cross midnight) as one continuous time entry. This helps to ensure you’re compensated correctly and that time off balances remain accurate.

To track overnight hours, follow the same steps to track working hours in real time or add a time entry.

Personio applies a certain logic when attributing tracked hours to calendar days. To understand this logic, review these use cases and examples.