Work-time models and expected hours
Configure work-time models, assign them to users with date ranges, and understand expected hours, daily difference, overtime, undertime, and the running saldo.
A work-time model is the institution-defined rule set that tells Fuxam how many hours a person is expected to work and how long an open session may run before auto-stop closes it. Models are created in Settings → Time Tracking, then assigned to people on their Time Tracking tab with effective date ranges.
Without a model, tracked time is still recorded—but expected-hours comparison, vacation context tied to the model, and automatic clock-out all lose their baseline.
Why it matters
Universities employ many patterns at once: full-time administrators, part-time student assistants, semester-bound tutors, and research staff with flexible days. A single global “eight-hour day” assumption fails all of them. Work-time models let HR encode each pattern once and reuse it across people and date ranges.
The comparison also supports day-to-day management. When time tracked diverges from expected hours, managers see overtime or undertime early—before month-end payroll or a compliance review. In general working-time practice, that Soll/Ist pairing is how organizations maintain a flexible time account (Arbeitszeitkonto) while still documenting actual start, end, and duration of work.
How it fits
| Related area | Relationship |
|---|---|
| Time tracking overview | Feature enablement and section map. |
| Manage time entries | Log table shows work-progress indicators and difference against the active model. |
| Auto-stop settings | Auto-stop duration is configured on the work-time model. |
| Absences and balances | Vacation entitlement and absence summaries sit beside model assignment on the same tab. |
| Export time data | PDF overview KPIs include monthly saldo; daily columns can include difference. |
Key concepts
| Term | Meaning |
|---|---|
| Work-time model | Named configuration under Settings → Time Tracking → Work time models that defines expected-hours rules and auto-stop duration. |
| Expected hours | Planned or contracted hours implied by the model for a given day. |
| Time tracked | Actual recorded working time from sessions (minus pauses as recorded). |
| Difference | Tracked time minus expected hours for that day—positive values typically mean overtime; negative values mean undertime. |
| Saldo | Running balance context shown in monthly PDF overview KPIs (alongside vacation and absence summaries). |
| Effective date range | Period during which a specific model assignment applies to a user. |
Expected hours, overtime, and undertime (general)
In workforce administration, overtime (Überstunden / plus hours) arises when actual work exceeds the agreed or modeled expectation for the period. Undertime (Minusstunden / minus hours) arises when actual work falls short. Institutions often settle those variances through flextime, time-off in lieu, or pay—according to contract, collective agreement, or internal policy. Fuxam’s difference and saldo surfaces give managers a structured view of that variance; they do not by themselves decide how overtime is compensated.
How to create or edit a work-time model
Go to Settings → Time Tracking and confirm Enable time tracking is on.
Open Work time models.
Create a new model or edit an existing one. Give it a clear name that HR and managers will recognize (for example, by employment type or weekly hours pattern).
Configure the model’s expected-hours rules and set Auto-stop after forgotten clock-out (or leave empty for the 12-hour default). See auto-stop settings.
Save the model.
How to assign a model to a user
Open OrgHub → User Management and select the user.
Open the Time Tracking tab.
In Work time models, assign the correct model and set the effective date range.
Save. Confirm that the log table’s work-progress indicators and difference values look sensible for a recent day.
Assign models before the first shift so auto-stop and expected-hours comparison apply from day one. A user without an assigned model is not auto-stopped.
Typical university patterns (guidance)
| Pattern | Modeling guidance |
|---|---|
| Full-time staff | One stable model with a full expected-hours profile; moderate auto-stop window. |
| Part-time student assistants | Separate models for common weekly-hour bands; tighter auto-stop. |
| Semester-only tutors | Same model family as assistants, but assignment date ranges limited to the teaching term. |
| Role change mid-year | End the old assignment on the last day of the old contract; start the new model the next day. |
Reading difference and saldo
| Signal | What it usually means | What to check first |
|---|---|---|
| Large positive difference on a day | Overtime or missing pause | Expand the day; verify pauses and end times. |
| Large negative difference | Undertime, absence, or wrong model | Check absences and model assignment dates. |
| Monthly saldo out of line with expectations | Accumulated variance over the month | Review week by week before export. |
| No useful difference at all | Missing or mis-dated model | Assign or correct Work time models on the tab. |
The monthly PDF export surfaces saldo in the overview KPIs. CSV exports can include the difference column but omit the PDF overview cards.
Best practices
- Name models for people, not for systems — “Student assistant 10h” beats an internal code.
- Align models with contracts — When weekly hours change, update the assignment date range the same week.
- Review difference weekly — Catch forgotten pauses and auto-stops before they distort the monthly saldo.
- Do not “fix” overtime by editing expected hours ad hoc — Correct tracked times if wrong; change the model assignment if the baseline is wrong.
- Document which roles use which models — Helps onboarding and audit conversations.
Common pitfalls
| Pitfall | Result |
|---|---|
| User tracks time with no model | No auto-stop; expected-hours comparison may be empty or misleading. |
| Overlapping or gap date ranges | Wrong expected hours on boundary days. |
| One model for every employment type | Difference and saldo become noise for part-time staff. |
| Ignoring auto-stop on the model | Forgotten clock-outs inflate tracked time and overtime signals. |
FAQ
Can one user have more than one model over time?
Yes. Assignments use effective date ranges. Use sequential ranges when a person’s contract or weekly hours change.
Does the model replace clock-in?
No. Users still start and stop tracking. The model supplies the expected baseline and auto-stop threshold.
Where do I see the monthly saldo?
Primarily in the PDF overview when you export time data for a monthly range. Daily difference appears in the log table and can be included in both PDF and CSV column selections.
Who can assign models?
Managers and admins who can open the user’s Time Tracking tab and manage that section. Viewing and editing another person’s time tracking follows the same permission model as manage time entries.