Coming soon
HR and time tracking Leave, hours worked and Dimona, straight from your schedule
Your instructors and office staff request leave and clock in and out in the smartphone environment, with no app to install. The office first sees which lessons and exams are planned in that period and then decides. Approved leave then appears in the calendar automatically, and for an instructor the free slots disappear from online booking. The planned hours come from your schedule, the hours actually worked from the time clock. And if you work with flexi-job workers, BIQSDRIVE automatically registers them in and out through Dimona, the Belgian immediate declaration of employment, using your own access to the RSZ (the Belgian National Social Security Office).
What you can do with it
Time clock on the smartphone
Your instructors and office staff clock in and out and start or end their break in the smartphone environment, with no app to install. The time comes from the server, not from the device.
Time tracking from the schedule
The planned shift comes from your schedule: lessons, exams with travel time, theory, office time and absences. For each day you see the planned shift next to the recorded times, with deviations highlighted.
Request and approve leave
An instructor or office staff member requests leave on their smartphone. The office first sees what is planned and decides, and approved leave appears in the calendar straight away.
Automatic flexi-Dimona
Working with flexi-job workers? BIQSDRIVE files the Dimona FLX in your name, using your own RSZ access, as soon as the start of the shift is confirmed in the schedule, always before the shift begins, and adjusts the hours as staff clock in and out.
Overviews and export per period
Per staff member and per period: planned and recorded hours, deviations, corrections, absences by type, balances and the status of the flexi declarations. After closing the period, you export its recorded hours and leave as PDF or CSV for your social secretariat.
Only for those who need to see it
An instructor only sees their own data, and anyone without HR permission only sees in the calendar that someone is absent. No medical details, no biometrics, no geolocation.
How it works
Your schedule remains the foundation. HR and time tracking adds the requests, the hours actually worked and the declarations.
Employment status per staff member
Record each staff member's employment status per company: full-time or part-time employee, flexi-job worker, student worker or self-employed. The employment status determines whether someone requests leave or reports unavailability, whether the time clock is on and whether BIQSDRIVE files a flexi-Dimona.
The schedule creates the shift
Lessons, exams, theory and office time from the calendar, together with the work schedule, make up each day's planned shift.
Clock in and out
Instructors and office staff open the smartphone environment, see when their first lesson or shift starts and clock in themselves. BIQSDRIVE never clocks in on anyone's behalf. Breaks and more than one shift a day are possible too.
Review deviations
Late, left early, not clocked in or not clocked out: the office sees it per day. A correction always needs a reason, and the original time is kept.
Close the period
The office approves the hours per week or per month, closes the period and exports its hours and leave as PDF or CSV for your social secretariat. After that, changes are only possible with a correction that stays visible.
Leave, from request to calendar
No more emails or notes, and after approval your calendar is right automatically. Office staff request leave the same way, in the same smartphone environment.
Request on the smartphone
The instructor chooses the type of leave, the period and a full day, half a day or a number of hours, and sees their balance. A comment is possible, without medical details. As long as the office has not decided, they can withdraw the request.
First see what is planned
Before the decision, BIQSDRIVE shows all lessons, exams, group courses and office time of that instructor in that period, and with capacity planning the time blocks they count towards. Exams get a separate warning.
Reschedule and decide
Move a lesson, let the planning agent suggest another instructor, or cancel. The student gets the usual email about a moved lesson, without the reason. Approving with open conflicts is only possible after explicit confirmation, and a rejection always needs a reason. The decision lies with whoever has HR permission.
In the calendar and out of online booking
Approved leave appears straight away as an absence in the calendar. That instructor's free slots disappear from online booking in the student portal, and the planning agent does not suggest them for that period. The instructor receives the decision on their smartphone and by email.
Flexi-job workers and Dimona
Working with flexi-job workers? As soon as the start of a shift is confirmed in the schedule, BIQSDRIVE files the Dimona FLX, always before the shift begins, and shows the RSZ's answer with the shift in the calendar. Someone only works as a flexi-job worker once the RSZ has answered the declaration with 'OK'.
From the schedule
The declaration goes out as soon as the start of the shift is confirmed in the schedule, with the date, start time and end time, not only when the worker clocks in. So it is always sent before the start, as the RSZ requires. Until it is sent, anyone with HR permission can hold it back. If the shift has not been confirmed 6 hours before it starts, or there is no 'OK' from the RSZ by then, the office gets an alert. You can change those 6 hours.
With clocking in and out
If the shift starts or ends earlier or later, BIQSDRIVE adjusts the start or end time, within the RSZ deadlines. If someone does not show up, BIQSDRIVE cancels the declaration after the office has confirmed this, at the latest by the end of that day, as the RSZ requires.
The RSZ's answer
With 'OK' the shift turns green. With 'NOK' or an error, the office is notified immediately and the shift is highlighted. BIQSDRIVE does not cancel anything by itself in that case.
Dimona log
All declarations per staff member and per quarter: sent, 'OK', 'NOK' or error, with the Dimona period number and the reason for an error.
Together with your social secretariat
BIQSDRIVE only files the flexi-Dimona. For each flexi-job worker you record whether BIQSDRIVE or your social secretariat files the declaration, so nobody is declared twice.
What you still do yourself
Set up your own RSZ access and keep it up to date, check whether someone meets the flexi-job conditions, and handle the framework agreement, pay and your payroll declarations. You remain the employer and have final responsibility for the declarations.
For the automatic Dimona, you set up your own access to the RSZ Dimona web service and link it to your BIQSDRIVE environment. BIQSDRIVE then files the flexi-Dimona in your name and on your instruction, using that access. Each flexi-Dimona accepted by the RSZ costs €0.50 excl. VAT, even with 'NOK' (accepted, but not as a flexi-job); changes to the hours, cancellations and rejected declarations are free of charge. BIQSDRIVE does not guarantee an 'OK' or timely processing by the RSZ. In the event of an outage at BIQSDRIVE or at the RSZ, you follow the RSZ emergency procedure yourself.
Also handy
- For employees, flexi-job workers, student workers and the self-employed, each with the right flow
- For office staff too: they clock in and out and request leave in the smartphone environment
- Leave types and balances in hours, per calendar year or per period you set
- Report sick without medical details
- Report unavailability without approval, for the self-employed, flexi-job workers and student workers
- Reminder if someone forgets to clock in or out
- Corrections always with a reason and history
- Close hours per week or per month, with a PDF or CSV export for your social secretariat
- New HR permission per user and per branch
- Flexi-Dimona: €0.50 per declaration accepted by the RSZ
HR and time tracking is coming soon. BIQSDRIVE records, plans and declares, but it is not payroll software or a social secretariat: it does not calculate wages, statutory leave entitlement, holiday pay or overtime. As the employer, you judge for yourself whether the system is sufficient for your legal obligations.
See pricing for driving schools Planning and calendar Instructors and trip sheets Integrations
Who sees what
Instructors only see their own data
Their own times, absences, corrections and balance, in their instructor environment. Never a colleague's.
Planners only see 'absent'
Anyone without HR permission only sees in the calendar that an instructor is absent, without type, reason or comment. This also applies to illness.
Students only see that a slot is not free
The student portal and the emails about a moved lesson never say why an instructor is absent.
HR permission per branch
Deciding on leave, correcting and closing hours, managing employment status and Dimona (including holding back a flexi-Dimona), exporting: you grant each permission per user and per branch, separately from the manager and planner roles. Only those with that permission see the national register number or BIS number used for Dimona.
No medical details, biometrics or geolocation
For illness, only the fact and the period. No fingerprint, no facial recognition, no photo and no geolocation when clocking in.
AI agents only know 'absent'
The planning agent knows that someone is absent in a period, so it does not suggest them. The AI agents do not receive the national register number or BIS number, the type and reason of an absence, comments on a leave request, time corrections or Dimona data.
In more detail
- Reporting sick. An instructor reports sick in their instructor environment, with a start date and optionally an expected end date. The block appears in the calendar straight away and the office gets a notification listing the lessons that need rescheduling. BIQSDRIVE does not ask for a diagnosis and does not store medical certificates.
- Absences entered by the office. Short leave (klein verlet), long leave or an absence reported by phone: you enter it yourself, with the same check of what is planned.
- Unavailability instead of leave. The self-employed, flexi-job workers and student workers report when they are not available, without approval and without a balance. In the calendar and in online booking, this works like approved leave.
- Balances the way you set them. For each staff member and each type, you enter an opening balance in hours, for example taken over from your social secretariat, for the period you set: per calendar year or another period. BIQSDRIVE deducts approved leave in hours, for a day of leave according to the staff member's work schedule, and shows what is left.
- Leave rejected, withdrawn or cancelled? The period is freed up again straight away, in the calendar and in online booking, and the balance is restored. Lessons that were already moved stay where they are.
- Forgot to clock in or out. A configurable time after the planned start or end, the instructor gets a reminder, and if the record stays open, the office does too. An open record prevents the period from being closed.
- Leave calendar for the office. Who is absent when, per branch and per type, with all requests and their history.
- Retention. Time records with their corrections and the Dimona log are kept for five years as long as you are a customer, even after a staff member leaves. Leave, sickness periods, other absences, unavailability and balances are kept as long as the staff member is active. If you set them to inactive, these disappear 30 days later, and a sickness period only shows as absent in the calendar; the lessons in your schedule stay as they were. Up to 90 days after setting the staff member to inactive, you get everything back by making them active again. After that, the data is permanently erased.
- Everything in your data export. If you ever switch, your HR data is included in the full export of your data, just like everything else.
FAQ
Questions about HR and time tracking
When will HR and time tracking be available?
Soon. We will let you know when the feature is ready. Today, leave, office time and illness already appear as separate blocks in the calendar, and the timesheet counts each instructor's hours per day from the schedule.
Do I still have to file a Dimona myself?
Not for your flexi-job workers. Only in the event of an outage do you follow the RSZ emergency procedure yourself. With your own RSZ access, which you link to your BIQSDRIVE environment, BIQSDRIVE files the Dimona FLX for them in your name as soon as the start of a shift is confirmed in the schedule, always before the shift begins, and adjusts the hours as they clock in and out. Until a declaration is sent, anyone with HR permission can hold it back. If a shift has not been confirmed 6 hours before it starts, or there is no 'OK' yet, the office gets an alert. BIQSDRIVE only files the flexi-Dimona; any other Dimona stays with your social secretariat or with you, as today. For each flexi-job worker you record who files the declaration, so nothing is done twice. You remain responsible for the flexi-job conditions, the framework agreement and your payroll declarations.
What does the flexi-Dimona cost?
€0.50 excl. VAT per flexi-Dimona that BIQSDRIVE files in your name and the RSZ accepts, even if the answer is 'NOK'. Changes to the hours, including when staff clock in and out, cancellations and declarations the RSZ rejects are free of charge. Like text messages and itsme®, it is a usage service: invoiced after each month, and not available during the free trial. If your usage services are suspended, for example after a failed interim settlement, the flexi-Dimona simply continues. During a suspension of your subscription, BIQSDRIVE also keeps filing the flexi-Dimona for your planned shifts: the shifts in your schedule at the start of the suspension whose declaration has not been held back count as confirmed, and their Dimona goes out automatically before the start, as always. You then make any changes and cancellations yourself, outside BIQSDRIVE. In both cases, €0.50 per accepted declaration remains due and payable.
What do I need to set up with the RSZ?
Your own access to the RSZ Dimona web service. Your company's access manager creates an access with the Dimona authorisation in Chaman, where you manage your technical access to the RSZ, and you link it in your BIQSDRIVE environment. BIQSDRIVE then files the declarations in your name and on your instruction. You keep that access up to date yourself, and if you stop using BIQSDRIVE, you revoke it.
What if an instructor forgets to clock out?
A configurable time after the planned end of their shift, they get a reminder on their smartphone. If the record stays open, the office is notified too. BIQSDRIVE never fills in an end time by itself: the office sets it with a correction, with the planned end as a suggestion, and that correction stays visible with the reason. For a flexi-job worker, the reminder comes well before the RSZ deadline for changing the end time.
Do instructors see each other's hours or leave?
No. An instructor only sees their own hours, absences, corrections and balance. A planner without HR permission only sees in the calendar that someone is absent, without type or reason, and a student only sees that a slot is not free.
What happens to the lessons when I approve leave?
Before you decide, you see which lessons and exams are planned in that period. You move them, let the planning agent suggest another instructor, or cancel them. After approval, the leave appears in the calendar and that instructor's free slots disappear from online booking.
Does BIQSDRIVE calculate wages, holiday pay or statutory leave entitlement?
No. BIQSDRIVE records, plans and declares; your social secretariat calculates and pays. A balance is what you set, and BIQSDRIVE only shows the difference between planned and recorded hours as a calculation, not as overtime.
Can I pass the hours on to my social secretariat?
Yes. After closing a period, you export its recorded hours and leave as PDF or CSV for your social secretariat, which uses them to calculate wages. There is no direct link with social secretariats: you send the file yourself. Anyone with HR permission can export.
Does the time clock help with recording working time?
BIQSDRIVE helps you keep track of the hours actually worked: start, end and breaks, recorded at the moment itself, corrections with history and access for every staff member. Whether that is sufficient for your legal obligations is for you to judge, with your social secretariat if needed.
Does it also work for self-employed instructors?
Yes, in their own way. The self-employed only report when they are not available, without approval and without a balance, and the time clock is off for them by default.
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