Flexitime, time banks and collective agreements – without a single spreadsheet

In most workplaces there is the person who counts. The one who sits at the end of the month with clock-ins, the collective agreement and a spreadsheet – reconciling flexitime balances, public holidays, sick leave and additional hours until everything adds up. It takes days. And when it goes wrong, it shows up in the payslip.

Here is what the same month looks like in Trolle.

The working day is recorded where it happens

The day starts with a clock-in on the phone – not with a note to be deciphered two weeks later. Time is recorded against the right task while the work is being done, and when the day closes it is complete: hours, tasks, distance driven. That is the foundation everything else is calculated on.

The flexitime balance counts itself

Every working day is compared automatically against the target hours – the number of hours that should have been worked that day according to the person's working time model. Work 45 minutes extra and the balance grows. Leave early on a Friday and it shrinks. Both the employee and the supervisor see the same balance, all the time – nobody has to ask, nobody has to do sums in their head.

If someone takes a flexi day off, it is deducted from the balance as it should be. The time bank works the same way: accrued hours accumulate, and withdrawals show up immediately.

The agreement sets the rules – not the other way round

What makes working time hard is rarely the clock – it is the rules. Different staff groups have different working time models, and Trolle calculates accordingly:

• Full-time and part-time – additional hours for part-time staff are handled separately from overtime, with the right target hours per person
• Public holidays – weekday holidays adjust the target hours automatically, so nobody has to "work back" a midsummer's eve
• Absence types – annual leave, sick leave and other absences affect the balance according to their own rules

The rules are configured once, per group. After that they apply – every day, for every person.

From approval to payroll data

When the period ends the supervisor approves the days – the exceptions are highlighted, the rest is already done. The approved material becomes payroll data directly, instead of being typed into another system a second time. Holiday requests follow the same path: application, approval and balance impact in one and the same flow.

And one detail that has turned out to matter a great deal in daily life: presence status can be shown directly to the switchboard or customer service – whoever answers the phone can see who is in, without ringing around.

What "the person who counts" does instead

The point is not that the counting disappears – it is that it happens continuously, automatically and under the right rules, instead of in one stressful lump at the end of the month. Whoever used to reconcile spreadsheets can spend the time on what actually needs a human: the exceptions, the planning, the people.

Still counting by hand? Get in touch and we will show you what your working time model would look like in Trolle.