HR and time tracking Leave and hours worked, from your planning
Your instructors and office staff request leave and clock in and out in BIQSDRIVE, on their smartphone too. Whoever approves leave first sees what is planned, and approved leave then appears in the agenda by itself and is taken out of online booking. Instructors confirm their working day from the planning, and you see the scheduled hours, leave and hours worked per employee. The integrations with Dimona, SD Worx and Easy Online follow soon.
What you can do with HR and time tracking
Work schedules and public holidays
Shared schedules or a schedule of their own per employee, also as a two-week rota. Belgian and Dutch public holidays are filled in automatically; you add your closure days.
Requesting and approving leave
An employee requests leave or reports sick and sees beforehand how many hours it takes. Whoever approves first sees what is planned for that instructor in the period.
Clocking in and out
With the button at the top or on My hours, an employee clocks in and out, on their smartphone too. If someone stays clocked in too long, they and HR get a notification.
The day from the planning
Instructors get their day proposed from the planning: lessons as they took place, exams with travel time, course sessions and office time. One click confirms it.
Overview and monthly sheet
Per employee and per period the scheduled hours, leave, hours worked and the difference, also as CSV. Per month a PDF with the times worked each day and boxes for both signatures.
Permissions per role
Separate permissions to view and edit HR, approve leave and manage attendance. Whoever approves leave does so for the employees of their branches.
How it works
Your planning stays the basis. HR adds the work schedules, leave and hours worked.
Employees and schedules
Every instructor is an employee straight away. You add other staff and link them to their login. Everyone gets a work schedule from a date.
Leave entitlement in hours
Enter the leave entitlement in hours per employee, per type and per year. BIQSDRIVE deducts approved leave according to the work schedule and shows what is left.
Hours worked
Switch on time tracking per company. Employees clock in and out, or instructors confirm their day from the planning.
Checking and signing
HR adds, corrects or deletes time, with the old and new times in the employee's history. Both parties sign the monthly sheet.
Leave, from request to agenda
No more emails or notes, and after an approval your agenda is right by itself.
Requesting
My leave shows the balance per year, one's own requests and the next two weeks of the schedule. Choose Request leave or Report sick: a whole day, a morning, an afternoon or a number of hours.
First see what is planned
When you open a request, you see what is planned for the instructor in that period.
Deciding
Approve, or refuse with a reason. Tick Also cancel the lessons to cancel the lessons in that period as well, without a cancellation fee and with the usual cancellation email. You move exams and course sessions yourself.
In the agenda
An instructor's approved leave shows as a block in the agenda and is never offered online. The employee gets the decision as a notification, by email and on their smartphone.
Attendance kiosk for staff who don't work on a computer or smartphone
If a staff member doesn't work with a computer, tablet or smartphone, they check in and out at a fixed tablet or PC at your branch, without logging in themselves. The kiosk is optional: you switch it on in your settings and choose how staff identify themselves.
Only paired devices
You pair a tablet or PC with a branch using a code that is valid for 15 minutes. Only paired devices work. You unpair a lost or replaced device straight away, and the recorded hours are kept.
PIN, QR badge or NFC card
Staff identify themselves with a 6-digit PIN, a QR badge, an NFC card or a badge with PIN. You print badges yourself on A4 or on a card printer, and link an NFC card with a USB card reader.
Secure and clear
After repeated wrong PINs the keypad locks for a while and HR gets a notification. If someone forgets to check out, the kiosk flags it and HR fills in the end time. Every check-in shows which kiosk it came from.
Coming soon: Dimona and your payroll provider
Today you pass on the hours and leave with the CSV export or the monthly sheet. These integrations follow soon.
Flexi Dimona
BIQSDRIVE reports your flexi-job workers to the NSSO through Dimona, from the planning, in your name and with your own NSSO access. €0.50 excl. VAT per flexi Dimona the NSSO accepts.
SD Worx and Easy Online
Integrations with SD Worx and Easy Online, so you no longer have to pass on the hours and leave yourself.
Already today: export
You already pass the overview as CSV and the monthly sheet per employee as PDF on to your payroll provider today.
Also handy in HR and time tracking
- For instructors and office staff
- Work schedules with a two-week rota
- Leave types with or without approval, balance and certificate
- Leave entitlement in hours per year, carried-over hours included
- For sickness only the date HR received the certificate, no file
- Instructors keep their own availability up to date
- Warn or block when planning outside working hours or on a public holiday
- History per employee, with notes, email and text messages
- Optional attendance kiosk with PIN, QR badge or NFC card
BIQSDRIVE records and plans, but it is not a payroll package or a payroll provider: it does not calculate wages, statutory leave entitlement, holiday pay or overtime. As the employer, you judge for yourself whether it is enough for your legal obligations.
See pricing for driving schools Planning and calendar New Instructors and trip sheets New Integrations
Who sees what
Employees see their own data
Their own leave, balance, schedule and time worked, under My leave and My hours.
HR permissions per role
Viewing and editing HR, approving leave, managing attendance and setting public holidays are separate permissions, which you grant per role.
No certificates or geolocation
For sickness BIQSDRIVE only keeps the period and the date HR received the certificate, no file. No geolocation and no biometrics when clocking in.
HR and time tracking in detail
- Online booking within the schedule. Per instructor you set the hours students may book online. Only the part within their work schedule counts, and public holidays and approved leave drop out by themselves.
- Availability. Instructors keep their weekly availability up to date themselves under My availability, for example not available on Wednesday afternoons. A status that blocks planning keeps planners and online booking away from those times.
- Planning outside working hours. Per branch you choose whether BIQSDRIVE warns or blocks when you plan a lesson, exam or course outside an instructor's working hours or on a public holiday.
- Forgot to clock out. BIQSDRIVE never clocks out by itself. If someone stays clocked in longer than your company's limit, they and HR get a notification, and HR corrects the time.
- Leave entitlement. You enter the entitlement per employee, per type and per year in hours. Several lines add up, for example for carried-over hours. A day of leave counts according to the employee's work schedule.
- Everything in your data export. If you ever switch, your HR data is part of the full export of your data, like everything else.
FAQ
Questions about HR and time tracking
Do I still have to make Dimona declarations myself?
For now, yes. The automatic flexi Dimona follows soon. Until then you make your Dimona declarations as you do today, yourself or through your payroll provider.
Can I pass the hours on to my payroll provider?
Yes. Export the overview of a period as CSV, or make a monthly sheet per employee as PDF. The integrations with SD Worx and Easy Online follow soon.
What happens to the lessons when I approve leave?
They stay planned, unless you tick Also cancel the lessons when approving, or choose Cancel lessons later, for example for sickness. This happens without a cancellation fee, and students who knew about the lesson get the usual cancellation email. You move exams and course sessions yourself in the planning.
What if an instructor forgets to clock out?
BIQSDRIVE never fills in an end time by itself. After the limit you set per company, they and HR get a notification, and HR corrects the time. Every correction is in the employee's history with the old and new times.
Does BIQSDRIVE calculate wages, holiday pay or statutory leave entitlement?
No. BIQSDRIVE records and plans; your payroll provider calculates and pays. You enter the leave entitlement yourself, and the difference between scheduled and worked is only a calculation, not overtime.
Do employees see each other's hours or leave?
No. An employee only sees their own leave and hours. You decide who sees the data of others with the HR permissions per role.
BIQSDRIVE 27 is coming. Join the waiting list or request an online demo.
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