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Hello everyone,

We are currently facing a challenge with time tracking in Personio and would like to know how you handle this—and at the same time bring this issue to Personio's attention.

 

Specifically, the issue is this:

There is currently no way to limit the start and end times for ongoing daily time tracking. A limitation (e.g., “only recordable within the actual time of day”) can only be set retroactively – not for the current day.

 

This means:

Employees can adjust their current working hours as they wish. In our view, this opens the door to conscious or unconscious inaccuracies and makes time tracking less audit-proof.

According to support, the only solution would be to switch completely to terminals. However, this is not practical for us, as many of our employees work from home or are on business trips – they would then have no way of recording their time.

 

Our questions to you:

  • Have you found a workaround for how to solve this issue organizationally or technically?
  • Are there any processes or technical tools you use to counteract this?
  • How do you ensure transparency and fairness in time tracking in this context?

We would be very happy if others affected by this issue would address it directly in the Personio feedback portal—the more feedback we send, the higher the chance of a product improvement soon!

Thank you in advance for your input!

 

Best regards,

Roman

 

Translated with technology

 

Hallo zusammen,

wir stehen aktuell vor einer Herausforderung mit der Zeiterfassung in Personio und würden gerne wissen, wie ihr das handhabt – und gleichzeitig Personio auf das Thema aufmerksam machen.

 

Konkret geht es darum:
Es gibt derzeit keine Möglichkeit, die Start- und Endzeit der laufenden Tageszeiterfassung zu begrenzen. Eine Limitierung (z. B. „nur innerhalb der tatsächlichen Uhrzeit des Tages erfassbar“) ist nur rückwirkend einstellbar – nicht für den aktuellen Tag.

 

Das bedeutet:
Mitarbeitende können ihre aktuelle Arbeitszeit beliebig anpassen. Das öffnet aus unserer Sicht Tür und Tor für bewusste oder unbewusste Ungenauigkeiten und macht die Zeiterfassung weniger revisionssicher.

Die einzige Lösung laut Support wäre, vollständig auf Terminals umzusteigen. Das ist für uns jedoch nicht praktikabel, da viele unserer Mitarbeitenden im Homeoffice oder auf Dienstreisen sind – sie hätten so keine Möglichkeit zur Zeiterfassung.

 

Unsere Fragen an euch:

  • Habt ihr einen Workaround gefunden, wie ihr dieses Thema organisatorisch oder technisch gelöst habt?

  • Gibt es Prozesse oder technische Tools, mit denen ihr hier gegensteuert?

  • Wie stellt ihr in diesem Kontext Transparenz und Fairness in der Zeiterfassung sicher?

Wir würden uns sehr freuen, wenn auch andere Betroffene dieses Thema direkt im Personio Feedback-Portal adressieren – je mehr Rückmeldungen, desto höher die Chance auf eine baldige Produktverbesserung!

Danke euch im Voraus für den Austausch!

 

Viele Grüße

Roman

 

Hi ​@LP_Roman,

I have translated your post to English, since this platform is used by users from different countries. Make sure to share any post in English so that others can answer your questions and take part in your discussions. 😊

P.S. If you prefer to communicate in German, make sure to visit our DACH Community, where this is the official language (you have to set up a separate account).

I wish you a lovely day!

Best,

Lucie

Hi ​@LP_Roman,

I’m not entirely sure what you mean by limiting the start and end times for ongoing daily time tracking?

We have a similar situation at our company where we have a lot of people working from home or are on business trips. Employees are responsible (and trusted) for entering their work hours promptly and accurately in Personio on a daily basis. We’ve set a limit within the work schedule settings that time entries are possible for 3 calendar days after the actual date, following that only the supervisor can edit it. Additionally, we’re doing a monthly overtime check.

Does that help? 😊

Hi ​@SabbuSchreiber,

I'm sorry if my previous message was unclear. Let me clarify:
Our current time tracking system only allows clock-ins and clock-outs at the actual time — not retroactively or in advance.

This is exactly the same logic we'd like to implement in Personio. Unfortunately, Personio currently doesn’t offer this functionality.

Best regards

Ah I understand, thanks for clarifying. 😊 Then I unfortunately don’t know, I’m sorry 🙃

Just tagging ​@LegoMD for some potential help with this 😄

Hi ​@LP_Roman,

I understand that your current system only allows clock-in and clock-out entries. However, I agree with

​@SabbuSchreiber that allowing employees to add time entries for up to three calendar days after the actual date would be a practical solution. 

Daily time recording can be quite challenging in many environments, and in my view, such strict practices may only be realistic in settings like manufacturing. 

As you probably know, the work schedule settings of Personio offer useful options such as:

  • “Restrict adding new time entries to past calendar days”

  • “Disable adding new time entries to future calendar days”

These settings can help you strike a balance between flexibility and control.

Best regards,

LegoMD

Hi ​@LegoMD,

Thank you very much for your input and perspective – I completely agree that this approach may reduce a certain degree of flexibility. However, this setup has proven effective for us, especially since we need to manage both commercial and industrial roles within the same system.

From our point of view, allowing employees to edit their working time for the current day at will can open the door to potential time fraud. For example, we compensate overtime and additional work with an overtime allowance, which is why we prefer to avoid such flexibility and stick with our established and reliable process.

That being said, we’re really curious:
How do other companies manage this challenge – particularly those with a mix of commercial and industrial activities?

Best regards,

Roman

Thank you ​@SabbuSchreiber and ​@LegoMD for your contributions! Adding some more names to the conversation 😃

​​@Carly Murphy ​@SalC ​@brittbosma ​@berat can ​@radarlove ​@MvdS ​@rstambolieva ​@BoltWorks 

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