Time monitoring in Orphy

Target, actual and balance — for every person, at any time

Recording hours is one thing. Whether they match the employment level, how much holiday is left and where the balance stands is another — and is often worked out in a spreadsheet at month end. Time monitoring keeps the figures current: part-time, public holidays, holidays and sick leave included, through to the PDF time statement.

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Time monitoring September 2026
Actual time
142.5 h
Target time
147.0 h
Time variance
−4.5 h
Balance
+12.3 h
Holiday
16.8 h
Illness
0.0 h
Holiday balance
84.0 h
Sample figures

What you gain

  • Target time calculated from employment level, working days and public holidays
  • Holidays and sick leave booked in one step
  • Hours and holiday balance always current, not only at month end
  • Time statement per employee as a PDF, available at any time
Workflow

Set up once, Orphy does the maths

No recounting at month end: the balance follows from the working-time model on file and the hours booked.

The company sets the working-time model, each person their employment level.

  • Weekly working hours and working days for the whole company
  • Per employee: employment level, holidays per year and, if needed, their own working days
  • Every setting has a valid-from date — a new level applies from that day, the past stays as it was
  • Company public holidays with date and holiday share — half days included
  • Optionally ignore entries from before the start date

Holidays and sick leave are booked in the absence planner.

  • Range booking: from–to, holiday or illness, with a note
  • Each working day is booked with that day’s target time — weekends and days off stay out
  • Daily planner for a single day, showing its target time and whether it is a working day
  • Several employees in one step — only administrators may book for others
  • From the quick entry in the header, on any page

Target and actual are known at any time — for any period and any person.

  • Actual time, target time and variance for any period
  • The balance carries over from month to month, overtime shows at once
  • Holiday entitlement credited every year, pro rata when someone joins during the year
  • Holiday balance: credited minus taken, in hours
  • Where entries overlap, time counts once — illness before holiday before work

What is calculated can be shown — for the person and for the company.

  • PDF time statement per employee and period — day by day with actual, target and difference
  • The statement template can be adapted, custom fields included
  • Employee overview: holidays, illness, hours and holiday balance of everyone in one table
  • Everyone sees their own report and time statement
  • Monthly statistics across the company: billable and non-billable hours, holidays, illness
Calculation

How Orphy calculates

Traceable rather than a black box: target time follows from three figures, holiday entitlement from a fourth.

Example: company on 42 hours over five days, employee at 80 % over four days, 25 holidays at 100 %.

  1. Target time per working day
    42 h × 80 % ÷ 4 days 8.4 h

    Weekly hours times employment level, spread over the employee’s own working days. On all other days the target is zero.

  2. Half public holiday
    8.4 h × (100 % − 50 %) 4.2 h

    A public holiday with a 50 % holiday share halves that day’s target time — a full public holiday sets it to zero.

  3. Holiday entitlement per year
    42 h × 80 % ÷ 5 days × 25 168 h

    Calculated on the company’s working days. That equals 20 of the employee’s own days at 8.4 hours — part-time is represented fairly.

When someone joins during the year, the entitlement is credited pro rata — rounded to whole months if you wish. Starting on 1 July, the employee in the example receives 84 hours.

Features

What else is in it

Time monitoring is a module of Orphy and builds on its foundations.

Overview

  • Any period, one person or everyone
  • A card with upcoming public holidays
  • Visible for whom no working time is configured yet
  • Balance up to yesterday, holidays taken and this month’s working time as a card

Traceability

  • The balance is calculated, not kept by hand — corrections are made on the entry itself
  • Changes to the employment level apply from a set date and leave past months untouched
  • Every change stays logged, deleted items go to the recycle bin
  • A dedicated permission for settings and the overview of all employees

Built on time tracking

  • What counts are the entries of Orphy’s time tracking — nothing is booked twice
  • Only completed entries are included, open and running ones stay out
  • The same hours that make up the balance are also invoiced
  • The activity decides whether an hour is billable — the statistics keep both apart

Three roles, the same figures

Each role sees what it needs — and nobody recounts in a spreadsheet of their own.

Employees

See their balance, holiday entitlement and time statement at any time and book their own holidays.

Administration

Sets up the working-time model, employment levels and public holidays, and books absences for others too.

Management

Has every balance in one overview and follows billable hours, holidays and illness month by month.

Not another tool

Time monitoring is a module inside Orphy, not a program next to it. Hours are booked in time tracking and evaluated in time monitoring — the same entries, no export.

More about OrphyCRM

Your data stays in Switzerland

  • Your data is stored in a Swiss data centre
  • Data is transmitted encrypted
  • Data is highly available and protected
  • Changes stay logged and traceable

30 minutes, your working-time model

The best way is to show it on your own model — with your employment levels, working days and public holidays, through to the finished time statement. Book an appointment directly or write to us.

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