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TimeMonkey Documentation

website·Indexed 32 days ago

https://docs.time.monkeymed.de

Documentation for TimeMonkey, a time tracking and workforce management system. Includes guides on shift planning, absence management (vacation, sickness, and further education), employee administration, and time recording via the iOS app using PIN codes or NFC tags. Also covers the Recruiting module and evaluation tools for monitoring working hours and key performance indicators.

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What's inside TimeMonkey

  1. Overview of TimeMonkey Time Tracking and Personnel Management

    TimeMonkey is a cloud-based time tracking and personnel management system. It consists of two primary components: a web application for administration and an iOS app that transforms an iPhone into a physical time clock (Stempeluhr). The system covers time tracking, evaluation, shift planning, absence management, and recruiting.

  2. Access and navigate the Vacation Overview

    To access the vacation overview, navigate to Abwesenheiten (Absences) in the menu bar and click the Urlaub (Vacation) tile. From this view, you can see all vacation entries for a specific employee or switch to alle Mitarbeiter (all employees) via the dropdown arrow next to the employee name to see a global overview. You can also add annual notes for each employee using the Notiz button.

  3. Access and navigate the Monthly Evaluation

    The Monthly Evaluation provides an overview of working hours, absences, corrections, and anomalies for a specific employee in a given month. To access it, go to Auswertung in the menu bar and select an employee. You can switch employees, years, and months using the arrows next to the respective labels. The Heute (Today) button returns you to the current month's view.

  4. Manage compensatory time off (Freizeitausgleich)

    The 'Freizeitausgleich' category is used to document the reduction of overtime. By default, it does not affect the employee's hour account; it serves as documentation for why an employee did not clock in on a specific day.

    To use it for 'paid' days off (e.g., special leave for weddings or honorary work) that are not vacation days, enable the 'Stundengutschrift' (hour credit) option. This will credit the specified hours to the employee's account.

  5. View shifts as a List

    The 'List' (Liste) view displays shifts in a list format organized by weekday and employee (shifts without employees are hidden). This view includes two summary cards:

    • Stundenübersicht (Hours Overview): Summarizes contractual vs. planned working hours for each scheduled employee.
    • Abwesenheiten (Absences): Lists all absences occurring during the week. Yellow filter buttons can be used to restrict the list to specific employee groups.

  7. Navigate to the Short-Time Work (Kurzarbeit) Overview

    To access the Short-Time Work overview where all employee entries are listed, navigate to the menu bar, click on Abwesenheiten (Absences), and then select the Kurzarbeit tile.

  8. Understand the MonkeyMed Account ecosystem

    The MonkeyMed Account serves as a single sign-on (SSO) identity provider for all MonkeyMed applications. Users only need to register once to gain access to the entire suite of tools, which includes:

    Web Applications:

    • TimeMonkey: Time tracking and personnel management.
    • QM Monkey: Quality management processes, sterilization documentation, and digital inventory.
    • TunnelMonkey: VPN for secure remote access to practice servers.

    iOS Applications:

    • TimeMonkey iOS App: Mobile time tracking.
    • ZahniSpicker: Quick research for billing items.

  9. Manage and filter the task overview

    The task overview displays all tasks based on active filters.

    Visual Indicators:

    • Recurrence Icon (two arrows in a circle): Indicates the task was created by a recurrence plan.
    • Greyed out with Recurrence Icon: Indicates a task that will be created by a recurrence plan in the selected calendar week.

    Filtering Options:

    • Filter by assigned employees, status (All / Open / Completed), and calendar year/week.
    • Overdue Tasks: By default, incomplete tasks from previous periods are shown. Deactivate 'Überfällige Aufgaben anzeigen' to hide them and only see tasks for the current selected period.

  10. Create and edit job advertisements

    In the Recruiting overview, use the 'Stellenausschreibung hinzufügen' (Add job advertisement) button to create a new posting. To edit an existing posting, click the pencil icon located in the top right corner of the specific job advertisement card.

  11. Manage and publish the career page

    Once the career page is configured, you can manage its visibility and access via the Recruiting overview:

    • Publishing: Click Karriereseite speichern (Save Career Page) to save and make the page publicly accessible on the internet.
    • Editing: Click the pencil icon in the career page field within the Recruiting overview to make changes. Changes are applied after saving.
    • Viewing: Use the Karriereseite öffnen (Open Career Page) button to view the live page in a new window.
    • Linking: Use the Link kopieren (Copy Link) option under the 'Open Career Page' menu to get the URL for use on your own website or social media profiles.

  12. Export annual evaluations to Excel

    Export annual evaluations for all active employees as an .xlsx file from the evaluation overview. To perform the export:

    1. Click the Excel button in the top right corner.
    2. Select the desired calendar year.
    3. Start the export.

    Note: The export process may take several minutes to complete.