Skip to main content

Time Balance

Time balance is a flexible system for tracking and managing employee working time, allowing organizations to account for overtime, time in lieu, and flexible working arrangements. Instead of paying for overtime immediately, employees can accumulate time credits that can be withdrawn later as time off.

Time Balance Settings​

Time balance is highly configurable to meet different organizational needs. Administrators can fine-tune how time is accumulated, calculated, and withdrawn.

Accessing Time Balance Settings​

To start using the Time Balance feature, open the flair HR app and use the App Launcher 𓃑 to open the Time Frameworks page.

Set up the Time Balance feature in a flair Time Framework

In the Time Balance tab, you will see the Time Balance settings for your selected Time Framework.

General Settings​

These settings control the overall behavior of the time balance system.

Time Balance general settings

Time Balance Calculation​

By default, Time Balance Calculation is set to Do Not Track. Selecting one of the other options will enable the Time Balance feature for the selected Time Framework and you will see more settings.

There are three calculation methods:

Do not track

  • The time balance will not be tracked.

Based on daily workload

  • Any tracked time that differs from an employee's target time (workload hours minus absences and holidays) will contribute to the time balance.
  • Example: If the daily target time is 8 hours and an employee works 8 hours 30 minutes, the resulting time balance will be +30 minutes.

After a specific amount of time

  • The time balance calculation is based on a specified amount of time, regardless of the employee's workload.
  • Example: If you enter 7h into the Start Calculating After field, the target time will be this number minus any absences or holidays. In this case, an employee who works 6 hours receives -1h time balance, while an employee who works 8 hours receives +1h time balance.
  • This setting can be used when overtime is included in an employee's contract.

Enable Time Balance​

First, enable the time balance feature:

  1. Check Enable Time Balance
  2. Select which employee groups will use time balance:
    • All employees
    • Specific departments
    • Specific employee types
    • Custom employee groups

Time Balance Start Date​

Define when time balance tracking begins:

  • Start of employment: Time balance starts from hire date
  • Specific date: Set a company-wide start date (e.g., beginning of fiscal year)
  • Custom per employee: Allow individual start dates

Carryover Rules​

Configure what happens to time balance at year-end:

  • Full carryover: All accumulated time carries over to next year
  • Limited carryover: Only a certain number of hours carry over (e.g., maximum 40 hours)
  • Use it or lose it: Time balance resets to zero at year-end
  • Payout option: Unused balance can be paid out
  • Manager approval: Carryover requires manager approval

Negative Balance​

Decide whether negative balances are allowed:

  • Allowed: Employees can go into negative balance (borrow time)
  • Not allowed: Employees cannot work fewer hours than scheduled
  • Limited: Allow negative balance up to a certain threshold (e.g., -20 hours)
  • Repayment plan: Automatic repayment from future positive balance

Display Settings​

Configure how time balance is displayed:

  • Units: Hours and minutes, decimal hours, or days
  • Precision: Round to nearest 15 minutes, 30 minutes, or exact time
  • Visibility: What employees can see in the Hub
  • Color coding: Visual indicators for low/high balance

Daily Calculation Settings​

These settings determine how time balance is calculated on a daily basis.

Time Balance daily calculation settings

Working Time Calculation​

Define what counts toward working time:

  • Core working hours: Standard scheduled hours
  • Flex time: Time within flexible boundaries
  • Overtime: Hours beyond standard time
  • Break deductions: How breaks affect time balance

Rounding Rules​

Configure how time is rounded:

  • No rounding: Track exact minutes
  • Round to 5 minutes: Round to nearest 5-minute increment
  • Round to 15 minutes: Round to nearest quarter hour
  • Round to 30 minutes: Round to nearest half hour
  • Rounding direction: Always up, always down, or nearest

Minimum and Maximum Daily Additions​

Set limits on daily time balance changes:

  • Maximum daily addition: Cap on how much balance can increase per day (e.g., max 2 hours)
  • Minimum daily addition: Require a minimum time worked to earn balance
  • Daily overtime limit: Maximum overtime that adds to balance per day

Scheduled vs. Actual Time​

Define how scheduled time affects balance:

  • Deduct scheduled hours: Balance is reduced by scheduled hours, increased by actual worked hours
  • Compare to actual: Balance is the difference between actual and scheduled
  • Flexible schedule: No fixed schedule, balance based on contract hours

Public Holidays and Absences​

Configure how special days affect time balance:

  • Public holidays: Do not deduct from balance
  • Approved absences: How different absence types affect balance
    • Vacation: Deduct from balance or separate allowance
    • Sick leave: No effect on time balance
    • Parental leave: Pause time balance calculation
  • Unapproved absences: Deduct from balance at a penalty rate (optional)

Accumulation Settings​

Control how time balance accumulates over time.

Time Balance accumulation settings

Accumulation Methods​

Choose how time is added to balance:

Method 1: Overtime Accumulation

  • Only overtime hours add to balance
  • Standard hours don't affect balance
  • Example: Working 10 hours when 8 are scheduled adds 2 hours to balance

Method 2: All Hours Accumulation

  • All worked hours add to balance
  • Scheduled hours deduct from balance
  • Example: Working 10 hours adds 10, scheduled 8 hours deduct 8, net +2

Method 3: Flexible Accumulation

  • Set minimum and maximum daily hours
  • Only time outside this range affects balance
  • Example: Between 6-10 hours no change, beyond 10 hours adds to balance

Accumulation Rates​

Set different accumulation rates for different scenarios:

  • Standard overtime: 1:1 ratio (1 hour worked = 1 hour balance)
  • Enhanced overtime: 1.5:1 ratio (1 hour worked = 1.5 hours balance)
  • Weekend work: 2:1 ratio
  • Holiday work: 2.5:1 ratio
  • Night shift: Additional multiplier

Maximum Balance Limits​

Set caps on how much time can be accumulated:

  • Maximum balance: Upper limit on time balance (e.g., 100 hours)
  • Action at maximum: What happens when limit is reached
    • Stop accumulation
    • Force withdrawal
    • Convert to pay
    • Carry over to next period
  • Warning threshold: Alert employee when approaching maximum (e.g., at 80 hours)

Minimum Balance Thresholds​

Set lower limits:

  • Minimum balance: How negative balance can go (e.g., -20 hours)
  • Action at minimum: What happens when limit is reached
    • Block further withdrawals
    • Require repayment plan
    • Alert manager
  • Warning threshold: Alert when approaching minimum

Withdrawal Settings (Overtime Compensation)​

Configure how employees can use their accumulated time balance.

Time Balance withdrawal settings

Time Balance withdrawal settings (compensatory time)

Withdrawal Methods​

Define how employees can withdraw from time balance:

Time Off

  • Take time off instead of working
  • Must be requested and approved like vacation
  • Minimum withdrawal: Half day or full day
  • Can combine with other leave types

Reduced Hours

  • Leave work early using time balance
  • Clock out early, balance covers the difference
  • Daily or weekly reduced schedules

Comp Time

  • Designate specific days as compensatory time off
  • Use accumulated overtime for full days off
  • Alternative to overtime pay

Pay Out

  • Convert time balance to cash
  • Usually at year-end or upon request
  • May have minimum balance requirement
  • Paid at regular or overtime rate

Approval Requirements​

Set approval workflows for withdrawals:

  • Auto-approval: Withdrawals up to certain limit auto-approved
  • Manager approval: All withdrawals require manager OK
  • HR approval: Large withdrawals need HR approval
  • Notice period: How far in advance requests must be submitted (e.g., 2 weeks)

Withdrawal Limits​

Control how much can be withdrawn:

  • Minimum withdrawal: Smallest amount that can be taken (e.g., 2 hours)
  • Maximum withdrawal per request: Largest single withdrawal (e.g., 40 hours)
  • Maximum per month: Total withdrawals per month
  • Maximum per year: Annual withdrawal limit

Priority Rules​

When multiple employees request time off:

  • First come, first served: Requests approved in order received
  • Balance-based: Employees with higher balance have priority
  • Seniority-based: Longer-tenured employees get priority
  • Manager discretion: Manager decides on priorities

Withdrawal Timing​

Configure when withdrawals can be used:

  • Advance booking: Must be booked days/weeks in advance
  • Same-day withdrawal: Can use balance on short notice (for emergencies)
  • Blackout periods: No withdrawals during busy seasons
  • Mandatory usage: Require usage before expiration

Time Balance Overview and Manual Withdrawals​

Managers and administrators can view and manage time balances in Salesforce.

Overview of all time balances in flair

Viewing Time Balances​

For Individual Employees

  1. Navigate to the employee record in Salesforce
  2. Find the Time Balance widget or section
  3. View:
    • Current balance (hours and days)
    • Balance history (last 12 months)
    • Pending withdrawals
    • Scheduled future changes
    • Year-to-date accumulation

For Teams/Departments

Periodic time balance withdrawals in flair

  1. Use the App Launcher 𓃑 to open Time Balances
  2. Use list views to see:
    • All team members' balances
    • Employees with high balances (need to take time off)
    • Employees with negative balances
    • Balance trends

Manual Adjustments​

Administrators can manually adjust time balances when needed. You can view detailed timesheets and make adjustments:

Time Balance in an employee's timesheet

Timesheet overview card for manual timesheet approval

  1. Go to the employee's time balance record
  2. Click New Adjustment
  3. Fill in:
    • Amount: Hours to add or subtract (use negative for deductions)
    • Date: Effective date
    • Reason: Required explanation (e.g., "Correction for system error")
    • Type: Correction, bonus, penalty, etc.
  4. Save the adjustment
  5. Adjustment appears in the employee's balance history

Common Reasons for Manual Adjustments:

  • Correcting system calculation errors
  • Adding bonus time (e.g., as a reward)
  • Adjusting for time worked before system implementation
  • Compensating for system downtime
  • Retroactive policy changes

Manual Withdrawals​

Process withdrawals on behalf of employees:

View Time Balance in an employee record

  1. Navigate to Time Balance Withdrawals
  2. Click New
  3. Select:
    • Employee: Who is using the time
    • Amount: Hours to withdraw
    • Date(s): When time off will be taken
    • Reason: Purpose of withdrawal
  4. Save and notify the employee

A list view of Time Balance withdrawals

Re-Withdrawing Periodic Withdrawals​

If you need to re-process periodic withdrawals, you can use the Re-Withdraw feature:

  1. Navigate to Time Balance → Periodic Withdrawals
  2. Select the withdrawal you want to re-process
  3. Click Re-Withdraw
info

All timesheets will be re-calculated when you re-withdraw a periodic withdrawal.

Re-Withdraw Periodic Withdrawals

Automatic Re-creation of Withdrawals​

Most likely, time entries were added or changed after the withdrawal happened already. The system behavior depends on your time balance reset period setting:

  • If the time balance reset period is set to TimeSheetApprove: The reapprove of the timesheet automatically recreates such withdrawals.
  • If the time balance reset period is set to monthly / end of the month: Automatic re-withdrawal is not implemented. You will need to manually re-process withdrawals if time entries change after the withdrawal.

Reports and Analytics​

Generate time balance reports:

Standard Reports:

  • Time balance summary by employee
  • Balance trend over time
  • Withdrawals by type and employee
  • Employees approaching limits (high or low)
  • Projected balance for end of year

Custom Reports:

  • Build custom reports using Salesforce report builder
  • Include filters for department, location, employee type
  • Schedule automated distribution

Time Balance in the Employee Hub​

Employees can view and manage their time balance through the Employee Hub.

Manager View​

As a manager, you can view your team members' time balances on the Time Management > Controlling page.

Manager view of time balance in the Employee Hub

Viewing Your Time Balance​

Employee view of time balance in the Employee Hub

  1. Log in to the Employee Hub
  2. Navigate to Time Balance or My Hours
  3. You'll see:
    • Current balance: Your available time (e.g., "+15.5 hours")
    • Balance trend: Graph showing how your balance has changed
    • Recent activity: Recent additions and withdrawals
    • Projected balance: Expected balance based on schedule

Understanding Your Balance​

The time balance display shows:

  • Positive balance: You've worked more than scheduled
    • Example: "+20 hours" means you have 20 hours of extra time
    • Can be withdrawn as time off
  • Negative balance: You've worked less than scheduled
    • Example: "-5 hours" means you owe 5 hours
    • Need to work extra hours to return to zero
  • Zero balance: You've worked exactly your scheduled hours

Requesting Time Off Using Balance​

To use your time balance for time off:

  1. Click Request Time Off in the Time Balance section
  2. Or go to Absences and create a request
  3. Select Time Balance or Comp Time as the absence type
  4. Choose your dates and times
  5. Your current balance is displayed
  6. Submit the request
  7. Manager reviews and approves
  8. Upon approval, the time is deducted from your balance

Viewing Balance History​

See how your balance has changed:

  1. Click View History or Balance Details
  2. You'll see a timeline of:
    • Daily additions from overtime
    • Deductions from taking time off
    • Manual adjustments (if any)
    • Running balance total
  3. Export history if needed for personal records

Notifications​

You'll receive notifications when:

  • Your balance reaches certain thresholds (high or low)
  • Your withdrawal request is approved/rejected
  • Your balance changes due to manual adjustment
  • You're approaching maximum or minimum limits
  • End of year and balance will expire (if applicable)

Tips for Managing Your Balance​

  • Monitor regularly: Check your balance weekly
  • Plan ahead: Use accumulated time before it expires
  • Stay positive: Avoid negative balance if possible
  • Communicate: Discuss time off plans with your manager
  • Understand the policy: Know your organization's time balance rules

Scenarios and Use Cases​

Scenario 1: Flexible Office Hours​

Company Policy:

  • Core hours: 10 AM - 3 PM
  • Flexible start/end times
  • 40 hours per week expected

Time Balance Setup:

  • Daily calculation: Actual vs. scheduled (8 hours)
  • Working 9 hours adds +1 to balance
  • Working 7 hours adds -1 to balance
  • Accumulate balance over time for flexibility

Example:

  • Monday: Work 9 hours → +1 hour balance
  • Tuesday: Work 9 hours → +2 hours balance
  • Wednesday: Work 6 hours → +1 hour balance
  • Thursday: Work 8 hours → +1 hour balance
  • Friday: Work 8 hours → +1 hour balance
  • End of week: +1 hour balance carried forward

Scenario 2: Retail Overtime​

Company Policy:

  • Standard 40-hour week
  • Overtime common during busy seasons
  • Employees can choose time off or pay for overtime

Time Balance Setup:

  • Overtime beyond 40 hours per week
  • 1.5x accumulation rate for overtime
  • Can withdraw as time off with 2 weeks notice
  • Annual payout option for unused balance

Example:

  • Employee works 50 hours in week 1
  • 10 overtime hours × 1.5 = 15 hours added to balance
  • Can later take 15 hours (~ 2 days) off
  • Or receive overtime pay at year-end

Scenario 3: Project-Based Work​

Company Policy:

  • Work hours fluctuate based on projects
  • Busy periods followed by quieter times
  • Encourage balancing over the year

Time Balance Setup:

  • Monthly reconciliation
  • No daily limits
  • Balance must stay within -40 to +80 hours
  • Encourage using balance during project gaps

Example:

  • During intense project: +40 hours accumulated
  • Between projects: Take week off using -40 hours
  • Returns to zero balance
  • Maintains work-life balance over time

Scenario 4: Healthcare Shift Work​

Company Policy:

  • 12-hour shifts
  • Fixed rotation schedule
  • Shift swaps common
  • Need to track hours precisely

Time Balance Setup:

  • Scheduled shift hours deducted
  • Actual worked hours added
  • Balance accounts for shift swaps
  • Negative balance if shift not covered

Example:

  • Scheduled: 3 × 12-hour shifts = 36 hours
  • Works: 4 × 12-hour shifts = 48 hours
  • Balance: +12 hours
  • Can use for future shift reduction or time off

Best Practices​

For Employees​

  1. Check regularly: Monitor your balance weekly
  2. Plan usage: Don't let balance accumulate too much
  3. Communicate: Tell your manager if planning to use balance
  4. Track personally: Keep your own records to verify
  5. Use before expiration: Don't lose accumulated time

For Managers​

  1. Monitor team balances: Review regularly
  2. Encourage usage: Remind employees with high balances to take time off
  3. Fair approval: Be consistent in approving time off requests
  4. Address negatives: Work with employees who have persistent negative balances
  5. Workforce planning: Account for potential time off when planning

For Administrators​

  1. Clear policy: Document time balance rules clearly
  2. Regular audits: Check calculations are correct
  3. Fix errors promptly: Address calculation issues quickly
  4. Provide training: Ensure everyone understands the system
  5. Review settings: Periodically review and adjust settings as needed

Troubleshooting​

Balance Doesn't Match Expectations​

  • Check your scheduled hours vs. actual worked hours
  • Review recent absences (some types may affect balance)
  • Look for manual adjustments in history
  • Verify time entries were approved
  • Contact HR if discrepancy persists

Can't Request Time Off​

  • Check if you have sufficient balance
  • Verify notice period requirements
  • Check for blackout dates
  • Ensure you're not at negative balance limit
  • Contact your manager for clarification

Balance Not Updating​

  • Ensure time entries are approved
  • Check that time balance is enabled for you
  • Verify you're assigned correct time framework
  • Wait for daily calculation to run (often overnight)
  • Contact system administrator if issue continues

Negative Balance Concerns​

  • Review why balance is negative
  • Discuss with manager if you need more hours
  • Create a plan to return to positive balance
  • Check if policy allows negative balance
  • Request schedule adjustment if needed