Skip to content
TimeTracking

Time tracking for municipalities and public bodies

Public organisations need to show where time goes: on which project, for which subsidy and approved by whom. TimeTracking records hours per project, keeps every approval and correction in an audit trail and stores data in the EU, while staff keep their flexible working hours.

Start freeSee pricing
Animated demo: a municipal employee's week with flexible start and end times, the hours split over a subsidised project and regular work, a manager approves with every step stored in the audit trail, and the project hours are exported for the subsidy report. Flexible days, Hours per project, Approve, with audit trail, Export for the subsidy.

How public organisations use TimeTracking

  1. Set up projects and codes

    Add the projects, programmes and subsidy codes that hours need to be booked on, and assign the people who work on them.

  2. Staff book their hours

    Employees record their hours on the web or in the app, at the times they actually work, and split a day over several projects where needed.

  3. Managers approve

    Managers approve the period or send hours back with a comment. Approver and timestamp are stored with every approval.

  4. Report and export

    Hours per project and period are exported for subsidy reports, payroll or your financial system, as files or through the API. Exported periods are locked.

Flexible working hours, recorded as worked

Many public employers offer flexible working hours: start early, finish late, a longer day followed by a shorter one. TimeTracking records the start, end and breaks of each day as they happen, from the web, the app or a kiosk at a service desk. Managers see worked hours per person and week, without anyone filling in a timesheet from memory at the end of the month.

TimeTracking records the hours. How plus and minus hours are settled stays with your own working-time rules and HR system, which receive the approved hours through an export or the API.

Hours per project for subsidies and grants

European, national and regional subsidies often require proof of the hours spent on the funded project. When staff book hours per project from day one, that proof is a report rather than a reconstruction. Every entry carries the person, the date, the project and the approval.

Reports show hours per project, person and period. Export the hours of one project as a configurable CSV or XLSX file for the subsidy report, or read them through the REST API into your financial system. TimeTracking does not write the subsidy report itself; it delivers the approved hours the report is based on.

  • Hours per project, programme or subsidy code
  • One day split over several projects
  • Reports per project, person and period
  • CSV, XLSX and REST API

An audit trail for every hour

Auditors and controllers ask the same questions: who entered an hour, who approved it and what changed afterwards. TimeTracking stores the source of every entry, every approval with name and timestamp, and every correction.

The status flow runs from draft to submitted, approved, exported and locked. Once a period is exported and locked, nothing changes silently: a correction becomes a line in the next open period. On Pro, the audit log can be exported for an auditor.

  • Source of every entry
  • Approver name and timestamp
  • Locked periods, corrections in the next period
  • Audit log export (Pro)

EU hosting and data protection

Customer data is stored in the EU, in Ireland. A data processing agreement is available, and sub-processors are listed publicly with their location and status. Access is role-based: employees see their own hours, managers see their team.

TimeTracking takes no screenshots, does not log keystrokes and does not track location. That helps when the works council or the data protection officer reviews the tool.

Simple to evaluate and procure

Prices are public: free for up to 5 users, €1 per user per month on Core and €3 on Pro, with no add-ons and no seat minimum. That makes it possible to start with one department or project team, test it in practice and decide on a wider rollout afterwards.

Documentation on security, sub-processors and the API is public, which helps when you prepare a procurement file or a data protection impact assessment.

Fits next to your existing systems

Public organisations already run HR, payroll and financial systems. TimeTracking does one job, approved hours, and hands them over. Live today: configurable CSV and XLSX exports, an SD Worx-format export, the REST API and signed webhooks.

Single sign-on (SSO) and SCIM user provisioning are coming soon. Until then, staff log in with an email magic link or a one-time code.

Frequently asked questions

Can hours be booked on projects and subsidy codes?

Yes. Every entry is linked to a project, and a day can be split over several projects. Reports and exports show hours per project, person and period.

Where is the data stored?

In the EU. The primary database runs in Ireland, and the full list of sub-processors with their location is public.

Can approved hours still be changed?

Approved hours can be reopened before export. Once a period is exported and locked, it no longer changes; corrections go into the next open period and are recorded in the audit trail.

Does TimeTracking support single sign-on?

SSO and SCIM are coming soon on Pro. Today staff log in with an email magic link or a one-time code.

Is TimeTracking ISO 27001 or BIO certified?

TimeTracking does not claim these certifications. The security page describes the measures that are in place, such as EU hosting, encryption, tenant isolation and the audit log.

Does TimeTracking monitor employees?

No. It records start, end, breaks and the project. It takes no screenshots, logs no keystrokes and does not track location.

Related pages

Try TimeTracking free

Free for up to 5 users. Core from €1 per user per month, everything included.

Start freeSee pricing