Glossary

  • Last updated on September 9, 2024 at 9:34 AM

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4-level Planning

You can schedule items in the Calendar at 4 different levels: the whole company, a specific Location, a certain Department, or just one Employee. When you schedule something at a certain level, it will be added for all the employees who are assigned to that group. [Other term(s): Planning level] (→ see The Calendar)

A

Absence

An absence is a period of time when an employee is allowed to be away from work. The employee may or may not receive pay during this time, depending on the agreement with the employer. [Other term(s): Leave, Leave of absence] (→ see Breaks and Absences)

Absence Request

Employees can request absences and ask their employer(s) for permission to take time off from work. This can be achieved within the system. The employer can then approve or decline the request to make sure that their employee's absence won't cause any problems for the company. [Other term(s): Leave request] (→ see Pending Requests)

Access Rights

(Employee) Privileges (aka. access rights) determine how much access an employee has to the Cloud's settings. This can reach from the full administrator rights of a manager down to the fully restricted access of a regular user with restricted viewing limits. Every new employee account has to have an assigned privilege before the account is created. [Other term(s): Privilege, role] (→ see Employee Privileges)

Account Owner

As the main administrator, the account owner has full access to all settings in TimeMoto Cloud, including the Account & Billing settings. There can only be one employee account assigned as the account owner at a time. And every company account has to have an account owner. [Other term(s): Main administrator, super administrator] (→ see Account and Billing)

Agenda

The agenda (or as we call it: Calendar) is the place where you can schedule activities and absences for yourself and your employees or view the items planned for you and your colleagues. It works like a regular calendar and can be viewed in 4 different Planning Levels. Keep in mind that some viewing limits may have an impact on the list of employees you can see in the calendar. [Other term(s): Calendar, Planner] (→ see Calendar)

Audit Trail

The audit trail is the record of changes made to an employee's timesheet, specifically the clocking actions. It lists the updates, along with the date and name of the person who changed the records. The changelog helps employees and their managers understand what has changed and what has been added to the timesheet data. [Other term(s): Changelog] (→ see Adding and Editing Clocking Actions)

B

Badge

Badges, key cards and fobs are a way for employees to identify themselves at a time clock. Depending on the Device Type, our TimeMoto clocks are compatible with RFID, MIFARE (DESFire), or ID06 cards and key fobs. Make sure to connect the key cards to the employee account before they can use these as identification. (→ see Registering RFID, Fingerprints and Faces)

Bank Holiday

A bank holiday is usually a (national) holiday in a country, usually declared by the government, when most businesses and banks close for the day. This can be scheduled as a separate absence in TimeMoto. You can manage national holidays in the Breaks and Absences settings and regional holidays in the Calendar. [Other term(s): Public holiday] (→ see How can I change Bank Holidays?)

C

Calendar

The calendar is the place where you can schedule activities and absences for yourself and your employees or view the items planned for you and your colleagues. It works like a regular calendar and can be viewed in 4 different Planning Levels. Keep in mind that some viewing limits may have an impact on the list of employees you can see in the calendar. [Other term(s): Agenda, Planner] (→ see Calendar)

Changelog

The changelog is the record of changes made to an employee's timesheet, specifically the clocking actions. It lists the updates, along with the date and name of the person who changed the records. The changelog helps employees and their managers understand what has changed and what has been added to the timesheet data. [Other term(s): Audit trail] (→ see Adding and Editing Clocking Actions)

Clocking Action

A clocking action refers to the attendance status employees insert into TimeMoto via time clock, mobile app, or web service in order to track and record the time they spent at work. TimeMoto has four different clocking actions that all have different effects on the employee's timekeeping. (→ see Clocking Actions Explained)

Clocking Actions Audit Trail

The changelog is the record of changes made to an employee's timesheet, specifically the clocking actions. It lists the updates, along with the date and name of the person who changed the records. The changelog helps employees and their managers understand what has changed and what has been added to the timesheet data. [Other term(s): Audit trail, Changelog] (→ see Adding and Editing Clocking Actions)

Clocking (in) Device

The time clock (or clocking-in device) is a time-recording device that lets employees clock in and out of their work. It is one of three methods for employees to check in and out of the timekeeping of TimeMoto. [Other term(s): Punch clock, terminal, time and attendance system, Time Clock, time recorder] (→ see Time Clocks)

Clocking Location

As one of our advanced features, the clocking location makes it possible to track the exact geolocation at which an employee has registered their working hours. Depending on your settings, this can be used to check your employee's whereabouts or even specify where your employee can clock in at all. [Other term(s): Geolocation] (→ see Geolocation)

Company Account

The company account is the main client that contains all data from employees to schedules and reports. It has a unique email address and one account owner (main admin). Every company only uses one company account for the same time and attendance system. Not to be confused with Employee Accounts! (→ see Getting Started With TimeMoto)

Core Times (Core Hours)

Core time refers to the set hours that an employee is required to be present at work. As opposed to Fixed Time Schedules, core times may contain only a part of the total of the employee's scheduled time, meaning they can plan the rest of their workday more flexibly. (→ see Core Times)

D

Department

Departments refer to a section or unit within your company and thus its time and attendance. They are a way to categorise employees in order to manage them easier as a group. Each department can have its own Unit Supervisor(s), staff, and even by default assigned Pay Templates. (→ see Departments)

Device

The term "device" can refer to any tool that is used for a particular purpose or function. Around TimeMoto, the most used devices are the smartphone (for the mobile app), your computer or laptop (for the web service), or the time clock. Try the latter if you search for information about our clocking-in devices. (→ see Time Clocks)

Device Type

All TimeMoto clocks work in the same way as they enable employees to record and track their working time. However, depending on the device type, they might show some differences regarding internal storage space or identification methods. (→ see How to Identify Your Device Type)

E

Employee (End-user)

As an end user, the employee is the person who uses TimeMoto to record their working time and ultimately benefits from its features and services. Every employee has an Employee Account that contains all of their work-related info (such as time clock ID, schedule, department, holiday balance, etc.). With an added email address, every employee can even log into the TimeMoto web service or use the mobile app to interact with the system. (→ see The Employees Page)

Employee Privileges

Employee Privileges determine how much access an employee has to the Cloud's settings. This can reach from the full administrator rights of a manager down to the fully restricted access of a regular user with restricted viewing limits. Every new employee account has to have an assigned privilege before the account is created. [Other term(s): Access rights, role] (→ see Employee Privileges)

F

Flexibank

The Flexibank is a system of compensating employees for working extra hours. Instead of being paid overtime for working beyond their normal hours, the employee is given time off work to be taken at another date. [Other term(s): Time off in lieu] (→ see Flexibank)

G

Geofencing

Geofencing is a technology that uses GPS data to define a virtual boundary around a real-world geographic area. In TimeMoto, this virtual boundary can limit employees from clocking in and out via the mobile app outside certain locations. Geofencing can be applied for a specific location or can be adjusted in the general settings. (→ see Geolocation)

Geolocation

As one of our advanced features, Geolocation makes it possible to track the exact clocking location at which an employee has registered their working hours. Depending on your settings, this can be used to check your employee's whereabouts or even specify where your employee can clock in at all. [Other term(s): Clocking location] (→ see Geolocation)

H

Holiday

Holidays can refer to different absence-related items depending on where you come from and which type of holiday you refer to:

  • (Personal) Holiday (aka. Vacation): A type of paid absence. Every employee gets granted a certain amount of holiday per year. In TimeMoto, holidays are one of three ways to settle an absence. (→ see Planning Holidays & Holiday Balance)
  • Bank Holiday (aka. Public Holiday): A (national) holiday in a country, usually declared by the government, when most businesses and banks close for the day. (→ see How can I change Bank Holidays?

Holiday & Absence Management

Holiday and absence management is a helpful way to schedule absences for employees that cannot attend their work for various reasons (such as sickness, holiday or a national holiday). Managers can schedule absences via the calendar, and Users can request leave through their employee card (or mobile app). [Other term(s): Vacation & absence management] (→ see Breaks and Absences)

Holiday Balance

The holiday balance tracks the number of holidays you are still entitled to during the current year. The holiday balance is influenced by the total holiday allowance, the carryover from last year, and the number of holidays already taken. [Other term(s): Vacation balance] (→ see Holiday Balance)

Holiday Profile

Managers can assign holiday profiles to their employees to have their holiday balance reset every year to a fixed value. This can be managed in days or hours, depending on the company's absence manager settings. [Other term(s): Vacation profile] (→ see Holiday Profiles)

I-J

ID06

ID06 is a type of electronic identification system that is used in Sweden. It is a chip-based card that stores information about an individual, such as their name, employer, and work authorization. Conveniently, ID06 cards are a compatible identification method in combination with our TM-800 SC series time clocks. (→ see Can I use TimeMoto with my ID06 card?)

K

Key Card (Key Fob)

Key cards and fobs are a way for employees to identify themselves at a time clock. Depending on the Device Type, our TimeMoto clocks are compatible with RFID, MIFARE (DESFire), or ID06 cards and key fobs. Make sure to connect the key cards to the employee account before they can use these as identification. (→ see Registering RFID, Fingerprints and Faces)

L

Leave (of Absence)

A leave of absence is a period of time when an employee is allowed to be away from work. The employee may or may not receive pay during this time, depending on the agreement with the employer. [Other term(s): Absence] (→ see Breaks and Absences)

Leave Request

Employees can request absences and ask their employer(s) for permission to take time off from work. This can be achieved within the system. The employer can then approve or decline the request to make sure that their employee's absence won't cause any problems for the company. [Other term(s): Absence request] (→ see Pending Requests)

Location

TimeMoto uses locations to manage employees' different places of work. Assigning locations to employees can limit the sites where they can clock in and influence their time and attendance through settings like time zones, regional bank holidays, geofencing or location-specific planning. [Other term(s): Site] (→ see Locations)

M

Main Administrator

As the main administrator, the account owner has full access to all settings in TimeMoto Cloud, including the Account & Billing settings. There can only be one employee account assigned as the account owner at a time. And every company account has to have an account owner. [Other term(s): Account Owner, super administrator] (→ see Account and Billing)

Manager

As the highest employee privilege, the manager has full access to almost all settings in TimeMoto Cloud (but only the Account Owner has access to the Account and Billing settings). Every company account can have as many managers as desired (but at least one). Any manager can assign the manager role to other employees. [Other term(s): Administrator] (→ see Employee Privileges)

Managing Clocking Actions

Managers and unit supervisors can access their employees' timesheets to manage their clocking actions by editing existing clocking actions (in case of a mistake), or adding missing clocking actions to the timesheet. To guarantee full transparency, TimeMoto provides a changelog of all made changes at all times. (→ see Adding and Editing Clocking Actions)

N

Night Shift

A night shift refers to working during the night, instead of the day. It's a type of schedule where an employee works during the hours when most people are asleep, typically overnight. In TimeMoto, a night shift is a shift that ends on a different day than it has started. Commonly, a night shift includes a period of time during the night (e.g., 10:00 p.m. till 6:00 a.m.). (→ see Night Shifts)

Notification

TimeMoto has a notification feature that lets employees know about certain events. Managers will be told if an employee clocks in late, clocks out early, or works too much overtime. Other notifications also include absence requests, employees missing from work, and emergency situations (fire roll call). (→ see Notifications)

O

Online Clocking

Like the time clocks, online clocking lets employees sign in and out of their work. The timer is available for both mobile app and web service users. In some cases, the timer might be restricted by other settings. For example, employees might not be able to clock in from a remote location due to their own settings, or the timer might be disabled outside of a certain location due to geofencing. [Other term(s): Timer] (→ see The Timekeeping Page)

Overtime

Overtime refers to the amount of time an employee works beyond their regular scheduled hours. In many cases, employees are required to be paid more for extra work hours. The exact laws and regulations regarding overtime vary by country and jurisdiction, but the basic idea is that employees are entitled to extra pay for working more hours than what was originally agreed upon. (→ see Overtime Management)

P-Q

PDF Export

For a more employee-friendly overview, the timesheet can be exported as a PDF file (only TimeMoto Essential plan or higher). Alternatively, as one of the most common file formats used to track and store time and attendance data, all reports (timesheet, pay and project report) can be exported as an XLS file. (→ see Reports)

Planner

The planner (or as we call it: Calendar) is the place where you can schedule activities and absences for yourself and your employees or view the items planned for you and your colleagues. It works like a regular calendar and can be viewed in 4 different Planning Levels. Keep in mind that some viewing limits may have an impact on the list of employees you can see in the calendar. [Other term(s): Agenda, Calendar] (→ see Calendar)

Planning Level

You can schedule items in the Calendar at 4 different levels: the whole company, a specific location, a certain department, or just one employee. When you schedule something at a certain level, it will be added for all the employees who are assigned to that group. [Other term(s): 4-level Planning] (→ see The Calendar)

Privilege

(Employee) Privileges determine how much access an employee has to the Cloud's settings. This can reach from the full administrator rights of a manager down to the fully restricted access of a regular user with restricted viewing limits. Every new employee account has to have an assigned privilege before the account is created. [Other term(s): Access rights, role] (→ see Employee Privileges)

Public Holiday

A public holiday is usually a (national) holiday in a country, usually declared by the government, when most businesses and banks close for the day. This can be scheduled as a separate absence in TimeMoto. You can manage national holidays in the Breaks and Absences settings and regional holidays in the Calendar. [Other term(s): Bank Holiday] (→ see How can I change Bank Holidays?)

Punch Clock

The time clock (or punch clock) is a time-recording device that lets employees clock in and out of their work. It is one of three methods for employees to check in and out of the timekeeping of TimeMoto. [Other term(s): Clocking (in) device, terminal, time and attendance system, Time Clock, time recorder] (→ see Time Clocks)

R

Real-time Monitoring

As all data is updated and available in real-time, the Today's Attendance page allows for instant access to accurate and up-to-date information about the attendance status of all employees. Managers can check if their staff is present and where they are operating, and employees can check if a colleague they want to reach is currently working. [Other term(s): Today's Attendance] (→ see The Timekeeping Page)

Role

(Employee) Privileges (aka. roles) determine how much access an employee has to the Cloud's settings. This can reach from the full administrator rights of a manager down to the fully restricted access of a regular user with restricted viewing limits. Every new employee account has to have an assigned privilege before the account is created. [Other term(s): Access rights, Privilege] (→ see Employee Privileges)

S

Site

TimeMoto uses locations (aka. sites) to manage employees' different places of work. Assigning locations to employees can limit the sites where they can clock in and influence their time and attendance through settings like time zones, regional bank holidays, geofencing or location-specific planning. [Other term(s): Location] (→ see Locations)

Super Administrator

As the main administrator, the account owner (or super administrator) has full access to all settings in TimeMoto Cloud, including the Account & Billing settings. There can only be one employee account assigned as the account owner at a time. And every company account has to have an account owner. [Other term(s): Account Owner, main administrator] (→ see Account and Billing)

Supervisor

Compared to the manager, the unit supervisor has more limited access to the settings of TimeMoto Cloud. The main focus of the unit supervisor of their assigned staff, such as employees from a certain department and/or location. Unit supervisors cannot change any settings of employees outside of the assigned departments or locations. [Other term(s): Unit Supervisor] (→ see Employee Privileges)

T

Time Clock

The time clock is a time-recording device that lets employees clock in and out of their work. It is one of three methods for employees to check in and out of the timekeeping of TimeMoto. [Other term(s): Clocking (in) device, punch clock, terminal, time and attendance system, time recorder] (→ see Time Clocks)

Time off in Lieu

Time off in Lieu is a system of compensating employees for working extra hours. Instead of being paid overtime for working beyond their normal hours, the employee is given time off work to be taken at another date. [Other term(s): Flexibank] (→ see Flexibank)

Time Record

Also called time record, the timesheet is one of three report types in TimeMoto Cloud. It is a record of the amount of time an employee has worked during a certain period of time, usually a week or a month. A timesheet typically includes the date, the start and end times of each shift, and the total number of hours worked. and is there to keep track of compliance with labour laws and regulations. [Other term(s): Timesheet] (→ see Timesheets)

Timer

Like the time clocks, the timer lets employees clock in and out of their work. The timer is available for both mobile app and web service users. In some cases, the timer might be restricted by other settings. For example, employees might not be able to clock in from a remote location due to their own settings, or the timer might be disabled outside of a certain location due to geofencing. [Other term(s): Online clocking] (→ see The Timekeeping Page)

Timesheet

The timesheet is one of three report types in TimeMoto Cloud. It is a record of the amount of time an employee has worked during a certain period of time, usually a week or a month. A timesheet typically includes the date, the start and end times of each shift, and the total number of hours worked. and is there to keep track of compliance with labour laws and regulations. [Other term(s): Time record] (→ see Timesheets)

Today's Attendance

As all data is updated and available in real-time, the Today's Attendance page allows for instant access to accurate and up-to-date information about the attendance status of all employees. Managers can check if their staff is present and where they are operating, and employees can check if a colleague they want to reach is currently working. [Other term(s): Real-time Monitoring] (→ see The Timekeeping Page)

U

Unit Supervisor

Compared to the manager, the unit supervisor has more limited access to the settings of TimeMoto Cloud. The main focus of the unit supervisor of their assigned staff, such as employees from a certain department and/or location. Unit supervisors cannot change any settings of employees outside of the assigned departments or locations. [Other term(s): Supervisor] (→ see Employee Privileges)

User

As a regular employee, the user has the most limited access to the settings of TimeMoto Cloud. A user cannot change any settings themselves and uses the Cloud mostly for their own clocking actions, viewing their planning and requesting absences to their manager or unit supervisor. Depending on the viewing limits, a user can see only their own planning or the planning of their colleagues in and out of their department. (→ see Employee Privileges)

V

Vacation

A vacation is a type of paid absence. Every employee gets granted a certain amount of vacation per year. In TimeMoto, vacation is one of three ways to settle an absence. [Other term(s): Holiday] (→ see Planning Holidays & Holiday Balance)

Vacation & Absence Management

Vacation and absence management is a helpful way to schedule absences for employees that cannot attend their work for various reasons (such as sickness, vacation or a public holiday). Managers can schedule absences via the calendar, and Users can request leave through their employee card (or mobile app). [Other term(s): Holiday & absence management] (→ see Breaks and Absences)

Vacation Balance

The vacation balance tracks the amount of vacation you are still entitled to during the current year. The vacation balance is influenced by the total vacation allowance, the carryover from last year and the amount of vacation already taken. [Other term(s): Holiday balance] (→ see Holiday Balance)

Vacation Profile

Managers can assign vacation profiles to their employees to have their vacation balance reset every year to a fixed value. This can be managed in days or hours, depending on the company's absence manager settings. [Other term(s): Holiday profile] (→ see Holiday Profiles)

Viewing Limit

As the regular user can only view data in the Cloud, viewing limits determine which employee's data the user can look into. Note that this goes only for the calendar and today's attendance overview! A user can be limited to seeing their own planning only or the planning of employees of their own department, own location(s) or the entire company. Even if the user can view all employees' planning, they still won't be able to change anyone's planning items. (→ see Employee Privileges)

Visual Planning and Attendance Calendar

The calendar is the place where you can schedule activities and absences for yourself and your employees or view the items planned for you and your colleagues. It works like a regular calendar and can be viewed in 4 different Planning Levels. Keep in mind that some viewing limits may have an impact on the list of employees you can see in the calendar. [Other term(s): Agenda, Planner] (→ see Calendar)

W

Webhooks

A webhook is a way for TimeMoto to provide real-time information to another service of your choice. For example, if you set a webhook to notify your own system when an employee has clocked in, your system receives that information as soon as a "Clock in" action is registered. (→ see Webhooks)

X-Z

XLS Exports

As one of the most common file formats used to track and store time and attendance data, all reports (timesheet, pay and project report) can be exported as an XLS file. Alternatively, the timesheet can also be exported as a PDF file (only Essential plan or higher). (→ see Reports)


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