Time tracking for facility service providers
A facility services company runs cleaning, technical maintenance, reception and hospitality in dozens of client buildings, each with its own contract and its own contact person. TimeTracking books every hour on the right building and contract, keeps extra work apart and lets each site manager approve only their own building.
How facility service providers use TimeTracking
Map clients, buildings and contracts
Each building becomes a site under its client. Contract work and extra work are separate projects, so their hours never get mixed.
Teams track per building
Receptionists confirm their rostered shift, technicians track job by job, cleaners record each visit. Everyone uses the same app in their own language, or a kiosk tablet in the building.
Contract versus actual
Planned versus worked hours per building and contract show where agreed hours are exceeded, while the month is still running.
Approval per site, then export
Each client contact approves the hours for their own building through a magic link. Approved periods go to payroll and, as an export, to your invoicing.
One company, many disciplines
Facility services means people with very different days under one roof. A receptionist works a fixed shift in one building. A technician visits six buildings in a week. A cleaning team does short evening visits. A host fills in at a client event. TimeTracking handles all of them in one system: rostered shifts, jobs tracked with a timer and short visits all land in the same period, with the same approval flow and the same payroll export.
Each employee only sees their own shifts and entries in the app. Planners see the whole picture per building or client.
- Fixed shifts, jobs and short visits in one system
- Rosters filtered by building or client
- Apps in 20 languages, chosen by each employee
- Kiosk in the building for staff without a work phone
Contracts per building
Most facility contracts agree a number of hours or a service level per building. TimeTracking links every hour to the building and to the contract it belongs to. Planned versus worked per building shows when a contract is running over, so the account manager can talk to the client before the monthly report instead of after it.
When a client has several buildings, you report per building and in total, for any period.
Extra work kept apart
Work outside the contract is where margin is won or lost: a leak that needs a technician tonight, an extra clean after a renovation, setting up for a client event. In TimeTracking extra work gets its own project at the same building. Its hours never disappear into the contract hours, a note on each entry explains what was done, and the export shows the lines separately.
TimeTracking does not create invoices itself. It delivers approved hours per building and project to the invoicing tool you already use, through configurable CSV and XLSX exports or the REST API.
- Contract work and extra work as separate projects
- A note per entry explaining the extra work
- Separate lines in reports and exports
Approval per site, by the right person
With large clients, nobody at head office knows whether the hours in a regional building are right. The site manager does. Approvals can be split per site, so each contact receives a secure magic link for their own building only. They see each employee's days, times and notes and approve or reject lines with a comment. No account or password is needed, and their name and the time of approval are recorded.
Clients with many approvers can also get an optional portal, where each manager sees only their own people.
Rosters that follow the buildings
Fixed posts such as a reception desk or a service point run on recurring shifts. When someone calls in sick, the planner sees which building is affected and can offer the shift as an open shift to a group of colleagues, for example those who already know the building. Approved leave and rest-time rules are checked before the roster is published.
On Pro, predictive time tracking proposes the day from the roster, so staff on fixed posts confirm a normal day in one tap.
Payroll and the rest of your stack
Approved hours, overtime, travel between buildings and expenses go to payroll in one export: an SD Worx-format export and configurable CSV and XLSX files today, with Loket, Nmbrs and AFAS connectors coming soon. Exported periods are locked, so payroll, the client report and TimeTracking always agree. Corrections go into the next open period.
Frequently asked questions
Can one employee work in several client buildings?
Yes. Every entry carries its own site and project, so a technician who visits five buildings in a day has five correctly booked entries.
Can each client see only their own building?
Yes. Approvals can be split per site, so every contact approves only the hours for their own building through a magic link.
How do we keep extra work separate from contract hours?
Give extra work its own project at the building. Its hours are reported and exported separately from the contract hours.
Does TimeTracking create invoices?
No. It exports approved hours per building and project to your invoicing tool as CSV or XLSX, or through the API.
Can staff without a work phone clock in?
Yes. A kiosk tablet in the building lets them clock in and out with a personal 6-digit PIN, and the kiosk can be limited to that location.
Which plan do we need?
Core at €1 per user per month covers rosters, client approvals, mileage and payroll exports. Pro at €3 adds predictive time tracking and the AI parser for hours that clients send in their own format.
Related pages
Staffing agencies
Placements, client approval by magic link, AI parser, conflict detection and payroll exports.
Construction
A timer that keeps running offline, hours per site and a kiosk at the gate.
Logistics and warehouses
Rostered shifts, one-tap confirmation, kiosk clock-in and night shifts done right.
See pricing
Free for up to 5 users. Core from €1 per user per month, everything included.
Try TimeTracking free
Free for up to 5 users. Core from €1 per user per month, everything included.