HR and time tracking Your trainers' leave and hours, in step with your sessions

Your trainers and office staff request leave and clock in and out in BIQSDRIVE, on their smartphone too. Whoever approves leave first sees which sessions and appointments the trainer has in that period. Trainers confirm their working day from the planning, with their group sessions, private sessions and office time, and you see the scheduled hours, leave and hours worked per employee. The integrations with Dimona, SD Worx and Easy Online follow soon.

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What you can do with HR and time tracking

Work schedules and public holidays

Shared schedules or a schedule of their own per trainer, also as a two-week rota for those who give evening sessions every other week. 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 which sessions that trainer gives in that period.

Clocking in and out

With the button at the top or on My hours, a trainer or office employee clocks in and out, on their smartphone too, for example on arriving at the location of a session. If someone stays clocked in too long, they and HR get a notification.

The day from the planning

Trainers get their day proposed from the planning: private sessions as they took place, group 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 with its sessions and appointments stays the basis. HR adds the work schedules, leave and hours worked of your trainers and your office team.

Employees and schedules
Every trainer 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. Staff clock in and out, or trainers confirm their day from their sessions in 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 trainer in that period.
Deciding
Approve, or refuse with a reason. Tick Also cancel the lessons to cancel the private sessions in that period as well, without a cancellation fee and with the usual cancellation email. You move group sessions yourself.
In the agenda
A trainer's approved leave shows as a block in the agenda. The employee gets the decision as a notification, by email and on their smartphone.

HR in a training centre

Trainers give sessions at different locations and times. HR takes that into account, without inconveniencing your participants.

Group sessions stay put

When you approve leave, that trainer's group sessions stay in the planning. You move them yourself or hand them to another trainer, so no participant arrives at a closed door.

Evening and Saturday sessions

Give a trainer who teaches in the evening or on Saturdays a schedule with those hours, also as a two-week rota. Plan outside it and BIQSDRIVE warns or blocks, as you choose per location.

Planned versus worked

Per trainer you see the scheduled hours, leave, hours worked and the difference for a period. Export it as CSV or make a PDF each month to be signed.

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 location, 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 location 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.

Dimona on the Integrations page

Also handy in HR and time tracking

For trainers and other 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
Trainers 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 training centres Planning and calendar New Group and private courses New Integrations

Who sees what

Employees see their own data

Their own leave, balance, schedule and time worked, under My leave and My hours. A trainer does not see their colleagues' hours or leave.

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

Availability. Trainers 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 away from those times.
Planning outside working hours. Per branch you choose whether BIQSDRIVE warns or blocks when you plan a lesson or session outside a trainer'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.
New You move the group sessions of a trainer on leave in the calendar, or hand them to a colleague. Planning and calendar

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 sessions of a trainer on leave?

Group sessions stay planned: you move them yourself in the planning or hand them to another trainer. Private sessions in that period are cancelled too when you tick Also cancel the lessons when approving, or choose Cancel lessons later, for example for sickness. This happens without a cancellation fee, and customers who knew about the session get the usual cancellation email.

What if a trainer 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.

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