Configure and manage Time Balance

Configure how flair compares recorded working time with an employee's target time to produce a Time Balance, and how that balance is compensated. This guide covers the Time Framework settings, balance management in Salesforce, and the Employee Hub views.

Who can use this?

HR Admins configure and adjust Time Balance in Salesforce. Employees and Managers view balances in the Employee Hub.

Before you begin

• Time tracking is enabled for your organization.
• Employees have workloads assigned to a Time Framework.

Configure Time Balance in a Time Framework

1. In the flair HR app, open the App Launcher (⋮⋮ grid icon), and select Time Frameworks.

2. Open the Time Framework.

   

3. Open Time Balance.

4. In Time Balance Calculation, select a calculation method. Selecting a method other than Do not track displays the remaining settings.

5. Configure the remaining settings, and click Save.

warning

Changing Time Balance settings on a Time Framework that is already in use affects the calculation for every workload that uses it. Create a new Time Framework instead if you need to keep balances that flair already calculated.

Choose a calculation method

Time Balance Calculation controls what flair compares recorded time against:

Setting	What it does
Do not track	Does not calculate a balance. This is the default.
Based on daily workload	Compares recorded time with the workload's target time for the day. Recording 8h 30m against an 8h target adds 30m.
After a specific amount of time	Compares recorded time with Start Calculating After, regardless of workload. Against 7h, recording 6h produces -1h, and 8h produces +1h.

Use After a specific amount of time when an employee's contract already includes a set amount of overtime.

Choose when the balance resets

Auto Balance Reset sets how often flair compensates a positive balance. A negative balance is handled by Negative Balance Withdrawal.

Setting	What it does
At the end of each month	Resets and compensates monthly.
At the end of each quarter	Resets and compensates quarterly.
At the end of each year	Resets and compensates yearly.
When timesheet is approved	Resets and compensates each time a timesheet is approved.

This value also drives Accumulation Period and Auto Withdrawal Period, which are read-only.

Choose what happens to a negative balance

Negative Balance Withdrawal controls the end of an accumulation period when the balance is below zero:

Setting	What it does
Carry over negative balance to next period	Keeps the negative balance and continues in the next period.
Reset negative balance to zero	Clears the negative balance.
Withdraw negative balance to compensation and reset	Deducts the negative balance from the compensation, then clears it.

Configure daily calculation

The Daily Calculation settings decide which of a day's recorded minutes reach the balance.

Setting	What it does
Maximum Daily Working Time	Sets the most working minutes per day that count toward the balance. Minutes beyond this limit are ignored.
Daily Threshold	Starts the balance calculation only after the recorded time passes this daily limit.
Don't Deduct Negative Deficit	Prevents minutes from being deducted when a day ends in a deficit, so the balance can only grow.
Daily Premiums	Applies a multiplier to overtime minutes after a configured amount, which increases the time added to the balance.

Set daily premiums

Enable Daily Premiums to weight a day's overtime in two tiers. Each tier takes a minute count and a multiplier that applies to everything past it.

1. Turn on Daily Premiums.
2. In Premium Level 1 Minutes, enter the minutes after which the first multiplier applies.
3. In Premium Level 1 Multiplier, enter the multiplier, such as 1.5.
4. Optional: complete Premium Level 2 Minutes and Premium Level 2 Multiplier for a second tier.
5. Click Save.

With 60 minutes at 1.5 and 300 minutes at 2, working time is multiplied by 1.5 after one hour of work, and counted double after five hours.

Configure accumulation

The Accumulation settings decide when daily time reaches the stored balance and how large that balance can get.

Setting	What it does
Accumulation Period	Shows the period flair accumulates over. This is read-only and follows Auto Balance Reset.
Time Balance Update	Sets when accumulated daily hours transfer into the balance: Immediately, or When the timesheet is approved.
Threshold	Counts the balance only after total overtime passes this amount. It resets with Auto Balance Reset.
Positive Cap	Sets the maximum accumulated positive minutes. Anything above the cap is ignored.
Negative Cap	Sets the lowest possible negative minutes. The value must be zero or negative, where zero means the balance cannot go negative.

Positive Cap and Negative Cap appear together under Time Balance Caps.

note

An employee's raw time balance is the value before flair applies the threshold, the caps, and any multipliers.

Configure overtime compensation

The Withdrawal (Overtime Compensation) settings decide what an employee receives when flair withdraws from the balance.

Choose a compensation method

Compensation Method controls what the withdrawn balance converts into:

Setting	What it does
No Compensation	Withdraws the balance without granting time off or pay. Use this to clear a balance without compensating the employee.
Compensatory time	Adds the withdrawn time to an absence allowance, so the employee takes it as leave.
Monetary compensation	Pays the withdrawn time out as a one-time compensation.

Auto Withdrawal Period, above it, is read-only and matches Auto Balance Reset.

Set the conversion rate

Minutes of Time Balance Spent sets how many balance minutes buy one unit of compensation — one absence day, one absence hour, or one currency unit. One absence day is 480 minutes, and one absence hour is 60 minutes.

1. In Compensation Method, select Compensatory time.
2. In Absence Category, select the category that receives the allowance.
3. In Minutes of Time Balance Spent, enter the minutes per unit.
4. Click Save. The form confirms the conversion, for example 60 minutes of time balance adds 1 hour to the "Overtime" absence allowance.

For Monetary compensation, flair uses the employee's applicable rate or salary, and Compensation Per 1min of Time Balance sets the amount added per balance minute.

Select Withdraw Requires Timesheet Approval to hold a withdrawal until every timesheet in the period is approved. Reapproving a timesheet then triggers a new withdrawal automatically.

Let employees withdraw in the Employee Hub

Beyond the automatic withdrawal, you can let employees convert their own balance from the Employee Hub.

1. In the Time Framework, open Time Balance.
2. Select Self-Service Withdrawal.
3. Select the destinations employees can choose: Allow Compensatory Time Withdrawal, Allow Monetary Withdrawal, or both.
4. For compensatory time, select an Absence Category and enter Minutes of Time Balance Spent.
5. Optional: set the allowance expiry so the granted allowance expires after a period or on a fixed date.
6. Click Save. Employees see a withdrawal option in the Employee Hub.

Review and adjust balances in Salesforce

The Time Balance page has three tabs: Time Balance for current balances, Auto Withdrawals for past and upcoming automatic withdrawals, and Withdrawals to Review.

Review balances

1. In the flair HR app, open Time Balance.
2. On the Time Balance tab, filter by name, time framework, month, location, or department.
3. Review the Time Balance and Withdrawn columns per employee and date.
4. Optional: select Hide 0 balances to show only rows with a non-zero balance.

A balance also appears on the timesheet it came from, alongside the daily and weekly totals.

The timesheet summary also shows how flair derives the target it compares against: Workload Hours minus Absence Hours and Public Holiday Hours give Target Hours. A 40-hour workload with 24 absence hours leaves a 16-hour target for that week.

Adjust a balance

1. On the Auto Withdrawals tab, select the employees to adjust.
2. Click the actions menu (⚡ icon), and select Adjust Time Balance.
3. Enter the target value, and confirm. flair records the change as a Time Balance Adjustment.

Withdraw from one employee's balance

The Time Balance component on an employee record shows the balance and the configured compensation.

1. In Salesforce, open the employee record.
2. In Time Balance, review Available, Compensation, and Method.
3. Click Withdraw, and confirm the conversion.

If Withdraw is unavailable, the component states why — for example Not enough time balance available, or No applicable rate or salary found to calculate the monetary compensation.

Create a withdrawal manually

1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select Time Balance Withdrawals.
2. Click New.
3. Complete Employee, Day, and Amount. Amount is in minutes.
4. Optional: add Notes.
5. Click Save.

Re-run an automatic withdrawal

When time entries change after a withdrawal, re-run it so the compensation matches the corrected balance.

1. On the Auto Withdrawals tab, find the withdrawal.
2. Open the row menu, and select Re-Withdraw. flair recalculates the affected timesheets.

Fix Auto Withdrawals, in the actions menu, deletes the selected employees' withdrawals and recreates them asynchronously.

note

Approving a timesheet again triggers a new withdrawal automatically when Withdraw Requires Timesheet Approval is on. For monthly, quarterly, and yearly periods, re-run the withdrawal yourself.

Recover a stuck Time Balance calculation

If a background recalculation is interrupted, an employee's Time Balance can stay on Calculating… instead of showing a value, even after you refresh the page.

1. In Salesforce, open Time Balance → Auto Withdrawals.
2. Select the employees whose balance is stuck on Calculating….
3. Click the actions menu (⚡ icon), and select Fix Stuck Time Balance.
4. Wait for the confirmation message, and refresh the list to confirm that a balance value appears.

Fix Stuck Time Balance clears only the stalled calculations among the employees you select — a calculation still in progress is left alone. Fix Auto Withdrawals, next to it in the same menu, recreates withdrawal records instead and does not resolve a stuck calculation on its own.

warning

Fix Stuck Time Balance recalculates the Time Balance for the employees you select. Run it only for employees confirmed to be stuck on Calculating…, not as a general recalculation tool.

View Time Balance in the Employee Hub

View your balance

1. In the Employee Hub, go to Time → Time Tracking.
2. Open All timesheets.
3. Review Current balance for the total, and the Time Balance column for the running balance per timesheet.

A positive balance means you recorded more than your target time and can use the extra time. A negative balance means you recorded less, and zero means recorded and target time match.

View your team's balances

• In Manager view, go to Time Management → Controlling to see each team member's Diff. and Time Balance per timesheet.

Withdraw from your balance

Available when an HR Admin turns on self-service withdrawal for your Time Framework.

1. In the Employee Hub, open your Time Balance.
2. Click Withdraw.
3. In Withdraw to, select compensatory time or monetary compensation.
4. Confirm the conversion. flair confirms with The withdrawal was successful.

Compensatory time lands in the absence allowance the HR Admin selected, and you request it like any other absence.

Troubleshooting

The balance does not update

• Confirm that the time entries are approved when Time Balance Update is set to When the timesheet is approved.
• Confirm that Time Balance is enabled on your assigned Time Framework.
• Wait up to an hour. flair updates the stored balance automatically, and you can also recalculate a timesheet directly.

The balance is lower than expected

• Check Maximum Daily Working Time and Daily Threshold, which drop minutes before they reach the balance.
• Check Positive Cap, which ignores anything above the limit.
• Check Threshold, which counts the balance only after total overtime passes it.
• Review the raw time balance, which excludes the threshold, caps, and multipliers.

You cannot withdraw from a balance

• Not enough time balance available — the balance does not cover one unit of compensation.
• "<absence category>" is not enabled or Absence category is not found — fix Absence Category in the Time Framework.
• No applicable rate or salary found to calculate the monetary compensation — add a rate or salary for the employee.
• Already exists — a withdrawal for that period is already recorded.

Related articles

• Configure overtime
• Timesheets and Change Requests
• Configure time tracking
• Configure absence policies