It was not too long ago when working time recording was not yet firmly regulated in Germany. In fact, digital working time recording was only introduced in 2022 following a ruling by the Federal Labour Court (BAG). Previously, there was only an obligation to record overtime and work on Sundays. However, since the BAG ruling, the obligation to record working time has become legally binding and companies must ensure that their employees comply with break times, do not exceed their contractually agreed working hours and record them digitally.

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In this blog post, you can find out exactly what the Digital Working Time Recording Act says, whether there is a digital time recording app and for whom the obligation to record working time applies in which form.

What is digital working time recording?

In principle, digital working time recording is nothing more than what the name already expresses: recording working time in the digital space. However, there are certain guidelines that are linked to the size of the companies.

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For example, companies with less than ten employees are still allowed to record working time in analog form, i.e. with pen and paper, until 2027, while companies with more than 2,500 employees have had to make digital working time recording possible for their employees in this way since last year.

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But the reason why everyone will have to switch to digital working time recording sooner or later is simple: to protect employees in a comprehensible way. In the digital environment, it is much easier to understand when which working hours were booked by whom and how.

Duty to record working hours: What do companies have to pay attention to?

Digital recording of working time is essential for companies, as it is required by law and is intended to create a fair working environment. According to the Working Hours Act, employees in Germany are generally not allowed to work more than eight hours a day. In addition, the European Court of Justice ruled in 2019 that employers are required to introduce a system for measuring daily working hours. The Minimum Wage Act also requires precise recording of working time in certain sectors.

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Companies must record the start, end and breaks of daily working hours — manually, electronically or with a stamp card. It is also important that employees can view their working hours and report errors. Data protection is essential here and the data must not only be stored securely, but must also be kept for two years.

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Flexibility is required in flexitime models, part-time workers, mini-jobbers and working from home. Clear framework conditions and technical solutions such as Flexopus make recording easier. Regular training and clear communication of working time regulations also help to use the systems correctly. Audits and reviews ensure that all requirements are met.

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Correct recording of working time is therefore not only necessary in terms of law, but also ensures a fair and transparent work culture.

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Benefits of digital working time recording

Digital working time recording offers numerous benefits that are of great benefit to both employers and employees. Here are the most important benefits in a concise list:

1. Accuracy and transparency

• Digital systems record working hours precisely and in real time.
• Minimize errors and manipulations compared to manual methods.
• Increased reliability of collected data.

2. Reduced administrative effort

• Automate the recording, review, and archiving of working hours.
• More efficient use of human resources.
• Employees can focus on their core tasks instead of carrying out administrative tasks.

3. High flexibility

• Adaptability to various working time models such as flexitime, part-time and home office.
• Mobile apps and web portals make it possible to record working hours from anywhere.
• Particularly convenient for field workers and remote workers.

4. Data security

• Secure storage of working time data.
• Compliance with data protection requirements.
• Protecting sensitive employee data from unauthorized access and misuse.

5. Compliance with legal requirements

• Assistance in complying with the Working Hours Act and other relevant legislation.
• Facilitated verification and verification in the event of controls or audits.
• ensuring fairness and protection of workers' rights.

Flexopus user analysis

With the user analysis of Flexopus many interesting and important conclusions can be drawn about the working hours of employees. Here are a few excerpts from user analysis that can help improve or implement time tracking in your company.

1. Average daily hours

Here, the sum of reservation hours at work or in the home office for each day of the week is viewed and divided by the number of days in the selected period. This is how you get the average daily working hours.

2. Weekly office/home office days

These statistics sum up the reservation days at work or in the home office for each week in the selected period. This helps to identify weekly usage patterns.

3. Time card

The time card shows the number of reservations during the week with an accuracy of 60 minutes. Normal Flex reservations and permanently assigned objects are each counted as one. These statistics help you see when the most reservations were made.

4. Daily office and home office hours

This key figure tracks user reservations for each day in the selected period. It helps to identify daily usage patterns.

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These key figures and analyses also help your company to efficiently record working time, to better understand employee behavior with regard to office and home office days, and to comply with legal requirements for recording working time.

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