Work logging in practice

Here, you will find information on how you log and view logged work, both as a co-worker and an employee.

Collective agreements are the foundation that the system uses to convert worked hours / logged work to currency. Work hours logged in the system should, in the largest part, be added by the employee through electronic registration, but it is also possible for the co-worker to log and approve work hours in the work agreement. In RecMan, the work registration is on the candidate profile, so they need only log in, keep their CV up to date, apply for positions, and log worked hours. Here, the candidate can also log vacation, absence, etc. We will go through two methods applicable when logging worked hours on employees in RecMan.

Logging work as an employee/candidate

Each individual job the employee has, as long as electronic registration is turned on, will show up in their profile. In the example below, the employee is working on two separate projects on which he can log work.

By clicking Log work, the substitute can easily log their work. The work hour list will be filled in, by default, either from the standard work hours on the work agreement or from the staffing calendar if such a schedule is registered in the system. If you press Register, the employee will send in the registered work hours. They can be changed all the way until they have been approved by an external work approver or by a co-worker.

Work logging as a Co-worker

As mentioned at the beginning of the article, co-workers can also log work for the employee. This can be done by going to the project overview, where you will get an overview of all the projects associated with the company. Under the different projects in the overview, the employees linked to it will be listed. Next to the name of the employee, there are two symbols:

1. a suitcase – see work agreement;
2. a clock – log work.

If you press the clock, you will be directed to the screen where co-workers can log work:

If you had more employees in the same project, their names would be listed on the left side, so you will be able to switch between them easily to log work on several employees. If you press Register, the work will be locked and added to the logged work list below this window.

The different statuses, the different hours/days, etc. (logged work) can have

If we assume that the worked hours have been added by the employee you are responsible for, you will now have a few options for controlling and approving these. This can be done on each employee’s job individually, but in case you have many substitutes in the field, you will want to use the module in the system named Logged work. It gives you a good overview and is easy to use, but it still has the ability to make advanced solutions. It is built so you should be able to find, sort, search for and edit work hours easily, and it gives you a variety of different ways to view the work hours based on how you like to work.

Before we get there, however, it is very important to understand how work hours or general logged work (days, etc.) in RecMan behave. This set of rules for logged work is, therefore, something you should familiarise yourself with:

1. Logged work can be registered by you, the employee, or an external work approver with such permissions.
2. Logged work can only have ONE of the first three statuses, never several at the same time. These are:
   
3. To approval (yellow dot; means that the work has been logged into the system but not approved);
   Approved (green dot, which means that the logged work has been approved by you or by an external work approver);
   Invoiced (blue dollar sign; presumes that the work was approved and means that the work additionally needs to have been imported for invoicing or order, and it needs to also be on an invoice that has actually been generated and potentially sent);
   Salary paid (blue dot; means that for this work salary has already been paid).
4. Only one status at a time means that work will never be invoiced twice because when it has been put on an invoice, it cannot be imported again.
5. Only work that has been approved can be imported to an invoice, and work that has not been approved before the deadline has been set, will not be included in an invoice on the customer either.
6. When an invoice is credited, all the work that was linked to the invoice will be turned back to the status Approved and can then potentially be imported all over on a new invoice.
7. Both approved and invoice work can have the status of paid or not. You can NEVER pay hours that have only been logged and not approved, which again means work that has not been approved either by you or a work approver will not be able to be paid or invoiced.
8. You can edit logged work and change it all the way until it has been approved. If you need to edit logged work, you have to revert the work to To approval, make the change, and then approve them once more.

Therefore, the goal should be for you to find the way you find to be the most practical for getting an overview so you are certain that everything becomes approved before the deadline. If you do not understand the different statuses logged work can and can not have, it is much easier to understand your choices in the Logged work module. Therefore, we recommend spending some time to find the method that works best for you.

The button for logged work can be found in several places of the system, e.g., on the project module, on the project card, in work logging on an employee job, on the employee database, or by adding it as a shortcut on the home screen under shortcuts.

View, filter, and sort hours (the Logged work module)

As mentioned previously, in the Logged work module, you have the option of seeing the hours / days / additions, etc., in the system in many different ways. Below, you will see an example where we are using the following filters:

1. View only work To approval
2. View only work logged in the month of November
3. We have selected the viewing filter by employees

The different searches, filters and sorting you can do in this module make it simple to get an overview of work that has been logged. Below are some more examples with pictures attached of different searches/filters you can use to see the result:

• View all substitutes that have work available for approval on the RecMan project linked to a responsible co-worker (Emma Berg). We chose a specific period. The overview is sorted on the article.

  

• View all overtime (article type overtime) that has been logged in the month of March. Here we want to see all the ones in the selection that have been invoiced. Sorted by article.

  

• View all approved hours in week 9 on a certain customer (42 – Recman AS ), shown sorted and summarised on individual days.

  

These are just a few examples of the many options you have to filter, search and sort to get the overview you want.

Employee Overview

The employee overview will be good in case your goal is to get an overview of all the work logged on an employee (see picture below).

The employee overview in the Logged work module

The employee overview gives a full comprehension of the work the employee has logged across projects. From this overview, you can approve work, edit work, and add new work. Among other things, the points below are the functionalities that can be found in this overview (uses the picture above for reference):

• You can easily navigate your way to the employee agreement, log work, project, etc.
• We have, in the example above, chosen to filter to approval because that is, after all, the most important to get work approved so they can be invoiced and paid.
• In the drop-down menu for the interval, we have chosen to see everything for Week 44, 2022. This ensures that you see potential earlier missed logged work from the last invoice or salary rotation.
• Normally, you are only responsible for your own employees. Therefore, we use the filter to only view work hours you have a responsibility towards and choose ourselves in the list of employees.
• In the detailed overview of the employee, you can see the individual days and articles registered on them. As mentioned, here you can approve work, but you can also edit the logged work and, for example, edit the salary information, log new work, absence or overtime, etc.
• After going through the work hours and maybe making the necessary corrections, you can approve the work.

In this way, the employees will start disappearing from the list as you keep approving work.

If you press an article when you are in the detailed view of an employee (the magnifying glass in the picture above), you will get information about this particular article. The example picture below shows information about the article Hourly wage from 2 November 2022. Here, you will be shown information about what is logged on this article, the calculation of salary, contribution margin, and information about the time of creation and the creator.

Article view

Another good view in the logged work module is the article view, which lists all articles logged with regard to the filters used. In the article view, you also have some buttons that we will explain shortly below.