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How to do time registration in ChurchDesk

About time registration

ChurchDesk has developed a tool that makes it easy for churches to administer time registration and gives the individual user a quick way to register hours during a busy workday. Time tracking is an integrated part of all plans, with a limit on the number of users based on the size of your church's subscription.

How do I activate time registration?

As a regular user, you can't just access time registration right away. An organisation administrator must enable time registration for users for whom this is relevant. At the same time, the administrator must specify the current time balance of the user (We recommend that you enter 0 in this field, as most users will not be in either minus or plus when using the tool). If you, as an administrator, enter an incorrect balance here, please contact ChurchDesk Support in writing at support@churchdesk.com for help resetting. This is done through ChurchDesk Settings -> Users (see below).

Where do I find time registration?

Once you are enabled to register time, you can access time registration in your top menu by clicking on the clock (see below).

How do I set my standard working hours?

When you access time registration for the first time, you must register your standard working hours. The choice is not binding and can be changed later, but standard hours make it easier and faster to register hours continuously.
Once the standard times have been defined, they automatically appear from the following day onwards as standard entries.

|| Note: The weekly hours should be entered when you first set up the system, as they cannot be added later. If you have not entered any weekly hours, you do not have to enter your actual hours worked but only +/- hours.

How do I register my hours?

The time recording tool consists of the following:

- a calendar to choose which day of the week you want to register time for
- a field to enter the number of hours for that day
- the ability to edit your standard hours
- a comment field

On the day you access the tool, your default hours for the specific day of the week will automatically be listed.

Please note that your hours entry is saved automatically after entering, while any comments must be saved manually via the 'Save' button (see below)

Time registration can of course also be done in the ChurchDesk mobile app.

You can register and adjust your hours retrospectively.

What do I do when I am on vacation?

An employee who takes paid leave does not have to enter any working hours in the system, as the days of leave count as fully completed working time. The system automatically accesses the stored weekly working hours at any time and stores them daily without requiring any input. As a result, only deviations in the weekly working hours recorded need to be documented. If desired, the notes for the corresponding days can be subsequently supplemented with “Leave”.

If you have entered vacation as an absence in the ChurchDesk calendar, this is automatically entered for the respective days in the reports.

Note: The stored absences have no influence on the calculation of hours. The “Full-day absence” column in the export only has an information function for employees and supervisors. The same applies to the “Events” column, which shows the events for which the person is entered as a participant in the ChurchDesk calendar. These hours are also not included in the calculation.

Reporting and data

Time registration data is stored securely like any other data in Churchdesk, so you can easily create the reports you need. Data is linked to the individual user and will be deleted with them.

You access time registration reporting via Reports in the calendar module.

To generate a time registration report, you need to:

1) Select the time tracking tab under reporting
2) Select the time interval for your report
3) Select which user you want to pull a report for
Organisation administrators can pull reports for all employees, while the latter can only pull for themselves.
4) Press ‘Export’

You will then receive a report sent to the email connected to your user profile in ChurchDesk.

Updated on: 29/04/2025

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