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TimeTracking

Time tracking for drivers and couriers

A driver's day rarely ends where it started. It begins at the depot before sunrise, includes an hour waiting at a dock and finishes at a customer, a hub or a parking area abroad. TimeTracking records that day from the cab, so planning and payroll work with real hours instead of a reconstructed trip sheet.

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Animated demo: a driver starts his shift at the depot at 05:30, waits 40 minutes at a dock, ends the shift at a hub in another city with hours queued offline, and the day is split into driving, other work and waiting. Start at the depot, Waiting at the dock, Ends at the hub, Split for payroll.

How transport companies use TimeTracking

  1. Start the shift at the depot

    Drivers start the timer in the app when they pick up the vehicle, or clock in at a kiosk tablet in the depot with a personal PIN.

  2. Log waiting time and expenses on the road

    Waiting at a dock, loading and other work are recorded as separate lines. Parking, meals and overnight costs are added to the same day.

  3. Stop wherever the shift ends

    The shift is closed in the app at the last drop, the hub or the overnight stop. Without signal, hours are queued and sent later.

  4. Approve and export

    The planner checks the week against the roster and approves it. Hours, allowances and expenses go to payroll in one export.

A shift that does not end at the depot

Most time clocks assume people start and stop in the same building. Drivers don't. In TimeTracking the timer runs on the driver's phone, so the shift can start at the depot in the morning and end at a customer site, a cross-dock or a truck stop in the evening. The timer keeps running when the app is closed or the phone restarts, and entries made in an area without coverage are sent as soon as the phone is back online.

For drivers who start and finish at the depot, such as on regional rounds, a kiosk tablet in the depot lets them clock in and out with a personal 6-digit PIN, without using their own phone. Both ways end up in the same period, ready for approval.

  • Timer that survives app restarts and phone reboots
  • Offline queue for routes without coverage
  • Kiosk with PIN in the depot
  • Shifts across midnight kept as one shift

Waiting time is working time

An hour at a distribution centre waiting for a slot is part of the working day, and many collective agreements pay it differently from driving. TimeTracking lets drivers record waiting, loading and other work as separate lines with their own hour type. Each hour type maps to its own payroll code in the export, so waiting time is paid the way your agreement says.

Because waiting time is visible per day and per driver, planners also see where it piles up. That makes it easier to raise the issue with a customer or to change the planning of a route that keeps running late.

Overnight trips and allowances

International and long-distance trips often include a night away. A shift that starts in the evening and ends after midnight stays one shift with correct totals. Overnight allowances, meal costs and parking are recorded as expenses or fixed allowances next to the hours, approved together and included in the same payroll export.

The rule engine calculates overtime and shift allowances according to the bands you configure, and warns planners when a roster leaves too little rest between two shifts.

  • Overnight and late shifts across midnight
  • Expenses and fixed allowances per day
  • Overtime and allowance bands in the rule engine
  • Rest-time warnings while planning

Hours, not tachograph data

TimeTracking records working time for payroll and planning. It does not read tachograph data and does not replace the tachograph or your driving-time analysis software. Driving and rest times under EU rules stay where they belong; TimeTracking makes sure the hours you pay are complete, approved and exported without retyping.

TimeTracking also does not track drivers' location continuously and takes no screenshots. The app records the hours the driver enters or clocks, nothing more. That keeps the conversation with drivers and the works council simple.

Couriers, part-timers and peak days

Parcel and courier operations depend on part-timers and extra drivers on busy days. New drivers can be invited by SMS, log in with a one-time code and use the app in their own language, from 20 languages. Rosters with open shifts let available drivers pick up extra rounds, and the planner decides who gets them.

When someone stops working for you, they are simply deactivated. Their hours and exports stay in the history, and you only pay for active users.

Payroll exports: what is live and what is coming

Approved periods are exported in one step: an SD Worx-format export, configurable CSV, XLSX and XML exports and the REST API are live today. Connectors for Loket, Nmbrs and AFAS are coming soon. Exported periods are locked, and a late correction becomes a line in the next period.

TimeTracking does not do route planning, fleet management or invoicing. It produces approved hours and passes them on to the systems you already use.

Frequently asked questions

Can a shift start at the depot and end somewhere else?

Yes. The timer runs on the driver's phone, so the shift can end wherever the last drop or overnight stop is. A kiosk in the depot is available for drivers who clock in there.

Does TimeTracking read tachograph data?

No. TimeTracking records working time for payroll and planning. It does not read or replace the tachograph or driving-time analysis software.

Can waiting time be paid differently from driving?

Yes. Waiting time is recorded as its own hour type and mapped to its own payroll code in the export.

What happens on routes without mobile coverage?

The timer keeps running offline. Hours are queued on the phone and sent automatically when the connection is back.

Does it track where drivers are?

No. TimeTracking does not build a location trail. It records the hours drivers clock or enter.

What does it cost?

Free for up to 5 users, then €1 per user per month on Core, including rosters, expenses, approvals and payroll exports. There are no add-ons and no minimum number of seats.

Related pages

Try TimeTracking free

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

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