Cleaners record the start of work, breaks and the end of work with one tap each on their phone. HansaChat records the start, end and duration of daily working time (§ 17 MiLoG, the German minimum wage act), keeps a change log and creates timesheets as PDF and CSV.
Only times are recorded — no location, no GPS, no photos. The employer remains responsible for lawful record keeping; HansaChat shows notices but never corrects anything automatically.
Who sees what
| Role | Time tracking |
|---|---|
| Cleaner | Records and sees only their own times under My times |
| Site supervisor | Sees and corrects the times of cleaners at their own sites — not their own and not those of other supervisors |
| Owner/administrator | Sees and corrects all times, sets employment type, hourly wage and settings |
Record working time
The Working time card is on Today (My Day) while today's date is selected:
- Start work starts the working day.
- Break starts a break, Resume ends it.
- Finish work ends the working day after the confirmation Yes, finish.
The card shows Worked today and Breaks. Travel between sites is working time; a day's working time is not tied to individual visits.
Without reception
Without reception, the device stores every tap with the time it was tapped and sends it automatically once it is back online. The card shows how many entries are still waiting. Entries that arrive more than 15 minutes later are marked Sent later. The server no longer accepts entries older than eight days — the supervisor records those times instead.
Add a forgotten end of work
If the end of work is missing, the card shows The end of work is missing on … and the remaining deadline. The end must be recorded within seven days of the work day.
- Tap Add end time.
- Enter the End; for night shifts, tick Ended the next day.
- Give a Reason, for example "forgot to clock out".
Cleaners cannot make other changes to past days — the supervisor corrects them.
My times
Under My times everyone sees their month: Working time, Breaks, Work days, Open days and Notices, followed by each day with its work and break segments, who recorded them, and the Change log. PDF and CSV download the month.
Overview for supervisors and the office
The Time tracking page has these tabs:
- Employees: working time of the month per person, who is working right now, open days, notices and the mini-job status.
- Open days: days without an end of work, with the remaining deadline or how long they have been overdue.
- Sites: per site the number of visits, the Visit time (from the start of a visit to its submission), the Site time (working time recorded with the site) and the number of people.
- Settings (administrators only): Time zone (default
Europe/Berlin) and Mini-job limit per month (€) (default 603 €; check it every year).
Correct times
Open a person from the overview. Add entry records missing work or breaks; Edit changes or removes a segment. Every correction needs a Reason, for example "no phone with them, times from the site log".
- Every change is saved with the name, the old and new value and the reason in the Change log. The person concerned can see it.
- Removed entries stay visible in the change log.
- Checksums chain the entries of the log together. When everything is in order, it shows Complete and unaltered (checksums verified).
Under Employment, administrators set the Employment type (Regular or Mini-job) and the Hourly wage (€). The hourly wage is used only for the mini-job limit check and is visible only to administrators and the employee.
Notices
HansaChat flags days that deserve a closer look. Notices never change times.
| Notice | Meaning |
|---|---|
| Break under 30 min (over 6 h worked) | Break rule after more than six hours of work |
| Break under 45 min (over 9 h worked) | Break rule after more than nine hours of work |
| Over 10 h worked | Maximum daily working time exceeded |
| Rest under 11 h | Rest period between two working days too short |
| End of work missing | The day is still open |
| 7-day deadline passed | The end of work was not recorded within seven days |
| Sent later | The entry arrived more than 15 minutes after the tap |
For mini-jobbers, HansaChat shows the month's earnings against the mini-job limit plus a projection for the month. From 80 % a notice appears; above 100 % it shows Mini-job limit exceeded. Without an hourly wage the limit cannot be checked.
Export
| Export | Content |
|---|---|
| CSV (all) | Daily times of everyone in your area for the month |
| CSV (sites) | Visits, visit time, site time and people per site |
| CSV for one person | Daily times of one person for the month |
| PDF for one person | Monthly working-time record with the daily overview, change log and checksum status |
CSV files are separated by semicolons and open directly in Excel. The PDF is always in German.
Retention
Working times are kept for two years and then deleted automatically: a month's records are deleted on the first day of the 25th month after it — the times of January 2026 on 1 February 2028. Every month view shows the deletion date. 60 days before, the overview shows a notice so you can export the records first if you need them.