Time tracking
Record working hours in Fuxam Web, review and adjust time logs, configure auto-stop and work-time models, and export PDF or CSV reports for payroll, audits, and labor-law documentation.
Time tracking in FuxamCMS lets staff and students record working hours inside Fuxam Web. Each person can start and stop a timer from the dashboard sidebar, attach timestamp checkpoints during the day, and review daily logs against an assigned work-time model. Managers and administrators use the same data in User Management to assign models, approve absences, correct forgotten clock-outs, and export reports.
Universities and training providers adopt working-time tracking for several overlapping reasons: internal payroll support, operational visibility into who is on duty, and—especially in jurisdictions such as Germany—working-time documentation (Arbeitszeitaufzeichnung) that supports compliance with occupational health and safety and working-time law. Employers are generally expected to maintain an objective, reliable record of when work begins and ends; employees may often perform the actual clock-in, but the institution remains responsible for providing a suitable system and retaining records. Fuxam time tracking is one dedicated channel for that operational record inside your institution’s digital environment.
Why it matters
Without a central time log, institutions rely on spreadsheets, paper sign-in sheets, or informal memory—each fragile when payroll disputes arise, labor inspectors request evidence, or a student employee questions hours credited toward a work-study placement. Time tracking in Fuxam ties hours to the same user identity maintained in User Management, so corrections, exports, and role-based access stay consistent across modules.
The feature also supports day-to-day workforce management: comparing tracked time against expected hours from a work-time model, marking pauses and absences, surfacing a running saldo (balance) of overtime or undertime, and flagging auto-stopped sessions when someone forgets to clock out. That combination helps registry staff, HR, and line managers intervene early rather than reconstructing a month from fragmented sources.
Compliance context (general)
In many European jurisdictions—Germany prominently—employers must be able to document actual working time, not only planned shifts. Court and regulatory guidance commonly expects records of start, end, and duration of daily work, including overtime, with systems that are objective, reliable, and available for review. Retention periods (often around two years in Germany) and the exact format may depend on national law and institutional policy. Employers may ask staff to clock themselves in, but the institution still owns the duty to provide a working system and keep records inspectable.
Fuxam supports the operational side of that obligation: users clock in and out, managers correct errors, and authorized staff export PDF or CSV extracts for payroll or archives. Whether a given export satisfies a specific legal filing is a matter for your institution’s compliance team.
How this fits into Fuxam
Time tracking sits at the intersection of identity, compliance-oriented exports, and personal self-service in the LMS.
| Related area | Relationship |
|---|---|
| User Management | Every log belongs to a user profile. Managers open OrgHub → User Management → [User] → Time Tracking to review logs, assign work-time models, and approve absences. |
| View a user | The Time Tracking profile tab appears when the Time Tracking feature is enabled for your institution and the viewer has permission to view that person’s time tracking. |
| Roles and permissions | Permission to view or edit another person’s time tracking gates access; role profile settings can hide the tab for specific roles. |
| Work-time models and expected hours | Models define expected hours, auto-stop thresholds, and the baseline for daily difference and monthly saldo. |
| Absences and balances | Absence types, vacation entitlement, and balance context live on the same Time Tracking tab as the logs. |
| Statistics and reports | Export time data is a dedicated per-user HR workflow, not a Report Builder query. It complements institution-wide reporting the same way health insurance exports complement regulatory statistics. |
| Management tab | Students and staff may also see a time tracking section on Dashboard → Management when their role profile exposes it. |
| FuxamCMS | Time tracking is an extended CMS capability alongside programs, exams, and optional compliance modules. |
Key concepts
| Term | Meaning in Fuxam |
|---|---|
| Time entry / session | A continuous tracked interval with a start time and (when closed) an end time. |
| Work-time model | Institution-defined rules for expected hours, auto-stop duration, and related settings. Assigned per user with effective date ranges on the Time Tracking tab. |
| Expected hours | The planned or contracted hours implied by the active work-time model for a given day (the Soll side of the comparison). |
| Time tracked | Actual recorded working time for that day (the Ist side). |
| Difference | Variance between time tracked and expected hours—positive values typically mean overtime; negative values mean undertime. |
| Saldo | Running balance context shown in monthly PDF overview KPIs alongside vacation and absence summaries. |
| Pause | A break recorded inside a session; visible when expanding a day row in the log table. |
| Timestamp template | A predefined checkpoint label (for example, break start or site arrival) configured in Settings → Time Tracking → Timestamp Templates and attached from the sidebar timer. |
| Absence | Time away from work, linked to absence types and approval workflows in user management. |
| Auto-stopped | A session closed automatically when it exceeded the user’s model threshold after a forgotten clock-out. |
Prerequisites
Time tracking is a FuxamCMS add-on. Two conditions must both be true before anyone sees the timer or profile tab:
- The Time Tracking feature must be included in your institution’s feature package.
- An administrator must turn on Enable time tracking in Settings → Time Tracking.
Users also need permission to use time tracking. To open another person’s Time Tracking tab you need permission to view their time tracking; to edit their entries you need permission to edit their time tracking (or broader permission to update that user). The Time Tracking tab appears in user profiles only when the institution setting above is active.
Roles and responsibilities
| Role | Typical responsibilities |
|---|---|
| Staff and students | Start or stop tracking from the dashboard sidebar; review their own logs on the Time Tracking user tab or Management dashboard tab; add timestamp checkpoints when templates exist. |
| Managers and admins | Review and edit another user’s logs in OrgHub → User Management; assign work-time models; approve absence requests when they hold review permission. |
| Institution admins | Enable the feature; configure work-time models, absence types, and timestamp templates in Settings → Time Tracking; define which roles see the sidebar timer and profile tab. |
Where to start
A typical rollout and daily workflow:
- Enable and configure — Turn on time tracking, define work-time models (including auto-stop thresholds), absence types, and timestamp templates in Settings → Time Tracking.
- Assign models — For each employee or student worker, open their Time Tracking tab in User Management and assign the correct work-time model and date range.
- Train users — Show staff how to start and stop tracking from the sidebar and when to use timestamp checkpoints.
- Review regularly — Managers manage time entries weekly, correcting auto-stopped sessions and missing pauses before month-end; process absences through the approval workflow.
- Export for payroll or audit — Use export time data in Month view when a formatted PDF overview is needed, or CSV for spreadsheet reconciliation.
In this section
Start tracking time
Use the sidebar timer to clock in, clock out, and add timestamp checkpoints.
Manage time entries
View, edit, and delete logs in your profile or in user management.
Work-time models and expected hours
Define expected hours, understand difference and saldo, and assign models to users.
Absences and balances
Absence types, vacation entitlement, and how balances appear alongside work logs.
Export time data
Download PDF or CSV reports for a selected date range.
Auto-stop settings
Configure automatic clock-out when a session runs too long.