Configure time tracking

Prepare flair time tracking for employees by defining expected hours, tracking rules, approvals, labels, and Salesforce validation.

Who can use this?

HR Admins and Salesforce Admins in Salesforce. Employees use the resulting configuration in the Employee Hub, mobile app, Slack, or connected devices.

Before you begin

• You can access the flair HR app and the relevant Salesforce Setup objects.
• Employee records have the employment dates needed for workload assignments.

Configure a workload template

1. In the flair HR app, open Attendance → Workload Templates.
2. Click New Workload Template.
3. Enter a descriptive name.
4. In Counting Period, select weekly or monthly counting. For monthly counting, flair can calculate each month's hours from the working days. See Calculate monthly hours from working days.
5. Select the first day of the workweek.
6. Select the applicable Time Framework.
7. If the workload does not require time tracking, select Skip Time Tracking.
8. Select a fixed or flexible workload model.
9. Enter the required hours and break schedule.
10. In Time Zone, select the time zone the employees work in.
11. Click Save.

flair creates timesheet days and their time entries in the workload's time zone and shows the timesheet in that zone. If Time Zone is empty, flair uses your Salesforce org's default time zone. A workload created from the template starts with the template's time zone, and you can also set Time Zone directly on an employee's workload.

Clone a workload template

To create a template that differs only slightly from an existing one, clone it instead of building it from scratch.

1. In the flair HR app, open Attendance → Workload templates.
2. In the template's row, open the row menu and select Clone.
3. Change the settings that differ. The copy starts with the source template's settings, weekly schedule, and scheduled breaks, and its name ends in "(copy)".
4. Click Save.

flair creates the copy as a new template when you click Save. The source template and its schedule don't change.

Override the public holidays calendar in a flow

The Assign workload from template flow action creates workloads from a workload template, for example in your own copy of the Create Employee flow. Its optional Public Holidays Calendar Id input replaces the template's public holidays calendar on the created workload. One template can then serve employees in regions with different public holidays.

1. In Salesforce, open your flow in Flow Builder.
2. Open the Action element that calls Assign workload from template, or add one.
3. In Public Holidays Calendar Id, map the Id of the public holidays calendar to use.
4. Save and activate the flow.

If Public Holidays Calendar Id is empty, the workload keeps the template's calendar. The packaged Create Employee flow doesn't set this input.

Configure a Time Framework

1. In the flair HR app, open Time Frameworks.
2. Click New.
3. Enter a name.
4. Configure working hours, break rules, overtime calculation, rounding, and time limits.
5. Click Save.

Enable geolocation tracking

The Geolocation (Beta) section controls whether flair saves an employee's location with mobile time-tracking events. This section is visible only to users with flair's beta-features permission. If you don't see it, contact flair support.

1. Open the Time Framework.
2. On the Details tab, expand Geolocation (Beta).
3. Enable Track Geolocation.
4. Click Save. flair records coordinates when employees clock in, clock out, or start or end a break in the mobile app.

The mobile app stores coordinates for time entries recorded offline and submits them when the device reconnects. If location services or permission access is unavailable, the app blocks the time-tracking action and displays an error.

In Salesforce, flair stores the recorded location on the related Time Entry and Time Entry Break records. Time entries use Start Datetime Coordinates, End Datetime Coordinates, Start Datetime Coordinates Accuracy, and End Datetime Coordinates Accuracy. Breaks use Start Datetime Coordinates, End Datetime Coordinates, Start Datetime Coordinates Accuracy, and End Datetime Coordinates Accuracy. If these fields are not visible to managers, a Salesforce Admin must add them to the relevant page layout or report.

Configure rounding

Time entries and breaks can use different rounding rules for different employee groups.

Rounding Interval	Result
1 minute	Removes seconds without further rounding.
5 minutes	Rounds to a 5-minute boundary.
10 minutes	Rounds to a 10-minute boundary.
15 minutes	Rounds to a 15-minute boundary.
30 minutes	Rounds to a 30-minute boundary.

For intervals longer than one minute, select Nearest, Up, or Down as the Rounding Method.

Define daily schedule periods

Daily schedule periods weight tracked time by time of day, for example a higher multiplier for night work. A period can apply to all weekdays or only to selected ones, such as a shorter window on Saturdays.

1. Open the Time Framework.
2. Open the Daily Schedule tab.
3. Click Add period.
4. Enter the Name, Start Time, and End Time.
5. In Multiplier, enter the factor for time worked in this period, such as 1 for standard hours or 2 for 100% overtime.
6. To limit the period to certain weekdays, click the days it should not apply to. All days are selected by default, and at least one day must stay selected.
7. Click Save.

The tab warns you when periods don't cover the whole day or when periods overlap on the same days:

• Time outside every period counts as unpaid time with a multiplier of 0. If a Time Framework has no periods, flair uses a multiplier of 1.
• When periods overlap, flair adds up the results of every matching period.

Configure time limits

1. Open the Time Framework.
2. Open Time Limits.
3. Select whether to allow unrestricted tracking, restrict hours by workload, or use a custom daily duration.
4. Configure maximum daily hours, minimum break duration, and retroactive entry limits.
5. If you selected Restrict daily hours with custom duration, decide whether to keep Restrict tracking on non-working days selected. It's selected by default and sets the daily limit to zero on days with no working hours in the employee's workload. Clear it to apply the custom daily limit on those days too.
6. Select whether flair clocks the employee out or allows tracking with a notification when the limit is reached.
7. To prevent entries for later dates, enable Restrict Future Time and Project Entries.
8. Click Save.

To require a minimum rest period between working days, see Enforce a minimum rest period.

Configure break rules

Break rules define the break an employee must take for a given working time and how flair helps them take it.

1. Open the Time Framework, then open the Breaks tab.
2. In Minimal Break Length, enter the shortest break in minutes that counts toward the required break time.
3. Under Legislation Rules, click Add rule.
4. In Work more than, enter the working time in hours and minutes. In Requires break, enter the required break in minutes.
5. Repeat for each threshold, such as 30 minutes after 6 hours and 45 minutes after 9 hours. A longer working time can't require a shorter break.
6. Under Rules and Notifications, turn on the options you need.
7. Click Save.

The options under Rules and Notifications work as follows:

Option	What it does
Notify employees when it is break time	Reminds employees in the Employee Hub to start a break when a scheduled break or a legislation rule makes one due.
Suggest adding a break when clocking out	Suggests in the Employee Hub that employees add a break to their timesheet when they clock out without one.
Automatically deduct unused break time from time entry	At clock-out, extends the longest break, or adds a break if there is none, to cover any missing required break time.
Always deduct full required legislation break from time entry.	Changes how automatic deduction calculates the break. See Deduct the full legislated break.
Block ending breaks early	Asks employees to confirm when they end a break that is shorter than Minimal Break Length, or end it during a break scheduled in their workload. It applies in the Employee Hub and the mobile app.

The rules work together. flair applies the rule with the highest Work more than value that the employee's working time exceeds. Only breaks at least as long as Minimal Break Length count toward the required break.

Employees can see their break rules in the Employee Hub and on the Time Tracking Info sheet in the mobile app.

Deduct the full legislated break

By default, automatic break deduction removes only the difference between the tracked break and the legislated minimum. Enable this option to deduct the full legislated break instead, even when the employee took a shorter break. It takes effect only when Automatically deduct unused break time from time entry is on.

1. Open the Time Framework.
2. Open the Breaks tab.
3. Enable Always deduct full required legislation break from time entry.
4. Click Save.

For a shift requiring a 45-minute break, this deducts the full 45 minutes even if only 10 minutes were needed to reach the minimum — 6h10m worked, 45m required → 45m deducted → 5h25m counted, instead of 10m deducted → 6h counted. The Employee Hub's automatic-break summary reflects the setting with "The full required legislation break is always deducted when clocking out."

Hide time tracking controls in Hub or mobile

Admins can hide the clock-in and clock-out controls while keeping timesheets visible, independently for the Employee Hub and the mobile app — useful for organizations that track time through a kiosk, a scheduler, or another system.

1. Open the Time Framework, then expand Time on the Details tab.
2. Enable Hide Time Tracking Controls in Hub to hide clock-in and clock-out in the Employee Hub, or Hide Time Tracking Controls in Mobile to hide them in the mobile app.
3. Click Save.

Employees keep view access to their timesheets; they cannot start or stop time from the app where the control is hidden.

Require notes when employees clock out

Make employees describe their work before they clock out. The setting applies to every Time Tracking Type.

1. Open the Time Framework, then expand Time on the Details tab.
2. Enable Require Notes on Clock Out.
3. Click Save.

When an employee clocks out in the Employee Hub or the mobile app, flair asks for notes and completes the clock-out only once they're filled in. Notes already on the running time entry are prefilled. If the employee closes the prompt without notes, the timer keeps running.

Assign approval responsibilities

Timesheet approval follows an approval policy. The default policy asks the manager who holds the Parent Position in the company hierarchy and the Additional Managers with Time Entries Approval. See Approval Policies. You can review the main and additional managers on the employee record.

To assign an additional approver:

1. In the flair HR app, open Staff (or the legacy Staff & Docs tab).
2. Open Additional Managers.
3. Click Assign.
4. Select the manager.
5. Select the employee.
6. Enable Time Entries Approval.
7. Save the assignment.

Approve timesheets automatically

flair ships the scheduled flow [Timesheet] Auto-approve timesheets after a time period as an inactive, overridable flow. You don't activate the packaged flow itself: you save it as an override and activate the override, which then runs instead of the packaged flow. The override runs daily at 12:30 AM in your org's default time zone and approves every timesheet that is still pending once more than seven days (by default) have passed since the timesheet's end date.

1. In Salesforce, open Setup.
2. In Quick Find, enter Flows, and then open Flows.
3. Click [Timesheet] Auto-approve timesheets after a time period. The flow opens in Flow Builder in a new browser tab.
4. Click the arrow next to Save As New Version, and select Save As New Flow. The Save as dialog explains that the new flow overrides the original flow.
5. In Flow Label, enter a name, and click Save. The override opens in Flow Builder with an Override badge next to its name.
6. Optional: To change the waiting period, click Toggle Toolbox, and under Constants, click daysNumber. The Edit Constant dialog opens.
7. Optional: In Value, enter the number of days, click Done, and then click Save.
8. Click Activate. The button changes to Deactivate.

The flow changes only timesheets with a pending approval status. Timesheets that a manager already approved or rejected stay unchanged.

Configure break types

1. In the flair HR app, open Time Frameworks.
2. Select the Time Framework, then open the Breaks tab.
3. Under Break Types, click Add Break Type.
4. Enter the Name, then pick an Icon — or choose the custom icon and enter a Custom Emoji.
5. Set Min Duration (min) and Sort Order, and select Counts Toward Required Break or Default if they apply.
6. Click Save. The whole tab saves together, so one save covers every break type you added.

If no break types are defined, employees get the Time Framework's default break configuration instead of a picker.

Employees can select the resulting type, such as Lunch, Coffee, or Smoke, when they start a break in the Employee Hub or mobile app.

Block tracking during absences

1. In the flair HR app, open Absence Settings.
2. Create or edit the absence category.
3. Enable Time Tracking Restricted.
4. Click Save.

flair blocks tracking during approved absences in that category. An auto-tracking flow also skips days with full-time or part-time absences.

Keep entries within workload dates

flair prevents employees from creating time entries outside the active workload date range. When an employee's schedule changes, end the old workload and create a new workload for the next period.

Create time entries automatically from the workload

For employees who don't clock in, flair can create each day's time entry from the working hours in their workload. flair ships the scheduled flow template [Employee] Auto-create time entries based on workload schedule as an inactive draft. The packaged template is read-only, so you activate your own copy of it. Once active, the copy runs daily at 4:00 AM in your org's default time zone for all active employees and creates a time entry for the current day.

1. In Salesforce, open Setup.
2. In Quick Find, enter Flows, and then open Flows.
3. Click [Employee] Auto-create time entries based on workload schedule. The flow opens in Flow Builder in a new browser tab.
4. Click the arrow next to Save As New Version, and select Save As New Flow. The Save as dialog opens with A New Flow selected.
5. In Flow Label, enter a name, and click Save. Your copy opens in Flow Builder.
6. Optional: To run the flow for only some employees, in the start element, click Edit next to Object. The Choose Object and Filter Conditions panel shows the Active condition.
7. Optional: Click Add Condition, define the condition, and then click Save.
8. Click Activate. The button changes to Deactivate.

For each employee, flair takes the start and end time the workload defines for that weekday and adds the workload's scheduled breaks as breaks. flair skips a day when:

• The workload has no start or end time for that weekday.
• The employee has an absence or a public holiday on that day.
• The employee already has time entries on that day.

To fill in a date range instead, for example past weeks, use the Flow action Auto create time entries from workload for a period (async) in your own flow. It takes the employees, a Start Date, and an End Date, and creates the entries in the background.

Create a flexible workload

1. In the flair HR app, open the employee record.
2. Open Time And Workload.
3. Click Add New Workload.
4. Set the workload model to Flexible.
5. Enter the employee's FTE percentage.
6. For a completely flexible schedule, leave daily hours undefined.
7. For a rotating schedule, set hours for the relevant dates in the calendar.
8. Click Save.

For absence policies, configure FTE-based proration so leave entitlement follows the flexible workload.

End a workload

1. On the employee record, open Time And Workload.
2. From the active workload menu, select Edit.
3. Enter the End Date.
4. Click Save.
5. If the schedule continues under different rules, create the next workload with a later start date.

Assign Time Frameworks in bulk

1. From the App Launcher (⋮⋮ grid icon), open Employee Workloads.
2. Select the All list view.
3. Select the employees.
4. Click Edit Time Framework: Item.
5. Select the Time Framework.
6. Enable Update selected items.
7. Click Apply.
8. Click Save.

Create and configure Time Types

Time Types label work such as regular work, travel, or on-call time. They can also split a worked period into regular and overtime parts on the timesheet.

1. In the flair HR app, open Time Types.
2. Click New.
3. Enter the Time Type name.
4. To apply the type only within the employee's workload, enable Regular Hours Only.
5. To apply the type only beyond the day's workload, enable Overtime Hours Only.
6. Click Save.

Leave both options disabled to apply the Time Type to the entire worked period. Time Framework overtime rules still determine when overtime accrues and how flair compensates it.

Block time tracking on selected weekdays

Create validation rules on both Time Entry objects so employees cannot use the tracker or add an entry on the selected weekday.

Block tracked entries

1. In Salesforce, open Setup → Object Manager.
2. Select Time Entry.
3. Open Validation Rules.
4. Click New.
5. Enter WEEKDAY(DATEVALUE(flair__Start_Datetime__c)) = 6 as the formula to block Friday.
6. Enter the message employees should see in Error Message.
7. Save and activate the rule.

The number represents the weekday, starting with Sunday as 1.

Block manually added entries

1. In Object Manager, select Time Entry Change Request.
2. Open Validation Rules.
3. Click New.
4. Enter the same weekday formula.
5. Enter the error message.
6. Save and activate the rule.

Add custom fields to workloads and workload templates

1. From the App Launcher (⋮⋮ grid icon), open Employee Workload Templates.
2. Select the template you want to change.
3. From the gear menu, select Edit Object.
4. In Object Manager, open Page Layouts.
5. Click New.
6. Leave Existing Page Layout set to None.
7. Enter CustomFormLayout in Page Layout Name.
8. In Employee Workload Template Detail, edit Fields (Header Not Visible).
9. Change Section Name to IGNORE.
10. Drag the fields into Employee Workload Template Detail.
11. Click Save.
12. Return to the workload template, and then refresh the page.

CustomFormLayout must match this spelling and capitalization for the custom form to work.

Keep overnight shifts in one time entry

1. In Salesforce, open Setup.
2. In Quick Find, enter Time Framework Configuration.
3. Open Time Framework Configuration.
4. Enable Do Not Split Time for Overnight.
5. Save the setting.

When enabled, an overnight shift remains one continuous time entry instead of splitting at midnight. Watch the overnight-shift configuration video.

Related articles

• Time tracking overview
• Track your time
• Timesheets
• Overtime