Mobile Time Recording | Workforce Management

The future of time recording is mobile.

The world of work is at a turning point. Flexible working hours, remote work policies, and location-independent jobs have become the new normal. At the same time, there’s a growing demand for transparency, fairness, and efficiency in how working time is organized. In this environment, one topic is quickly gaining traction: mobile time recording.

Where analog punch clocks or fixed terminals once dominated, today’s workforce needs digital solutions that work anywhere, are easy to use, and meet both legal and organizational requirements.

Another compelling reason to switch to mobile time recording: many companies still use Excel to record working hours. While this may seem straightforward at first glance, in practice, time tracking with Excel is time-consuming, error-prone, and non-compliant—especially when dealing with complex shift models or multiple locations. Manual entries often lead to inconsistencies, complicate reporting, and lack real-time insights. Digital time recording systems address these issues by automating processes, minimizing errors, and ensuring legally compliant documentation.

When combined with a powerful Workforce Management (WFM) solution, mobile time recording becomes a strategic tool. It not only provides greater flexibility for employees but also enables accurate, data-driven planning and real-time control of workforce deployment across all working time models.

Contents

↓ Definition: What is mobile time recording and why is it so important for modern companies?
↓ What time recording options are there?
↓ How does mobile time recording integrate with WFM software?
↓ What role does mobile time recording play in complying with working time models such as the 4-day week?

 

 

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Definition: What is mobile time recording and why is it so important for modern companies?

Mobile time recording means employees no longer need to clock in and out at a fixed location. Instead, they can conveniently record their working hours using a time recording app on their smartphone or tablet, or through a web-based portal—regardless of whether they’re working in the office, from home, or on the go. And it’s not just about clocking in and out. Breaks, absences, shift changes, and even shift preferences can be digitally recorded and managed.

In a work environment increasingly shaped by flexibility and mobility, this type of time recording is a logical evolution. Especially in fast-paced industries such as retail, healthcare, logistics, or contact centers, mobile time recording is a critical factor for operational efficiency. But even in traditional office roles—now often structured as hybrid setups—it promotes transparency and fairness in time documentation.

Another reason why mobile time recording is becoming indispensable: legal compliance. Mobile systems help companies meet regulatory requirements without creating unnecessary administrative workload.

Legal Requirements: Is Time Recording Mandatory?

Since the European Court of Justice ruling (ECJ, Case C-55/18 of May 14, 2019) mandating systematic time recording, companies are legally obligated to fully and accurately document their employees’ working hours. This obligation was reinforced by the German Federal Labor Court (Bundesarbeitsgericht) on September 13, 2022 (Case No. 1 ABR 22/21), which clarified that employers are already required under § 3 (2) No. 1 of the German Occupational Health and Safety Act (ArbSchG) to implement an objective, reliable, and accessible time tracking system.

In addition, there are further statutory regulations:

• § Section 16 of the Working Hours Act (ArbZG)
  requires the recording of working hours over eight hours per day as well as work on work on Sundays and public holidays.
• § Section 17 MiLoG
  requires for certain sectors a up-to-date and tamper-proof documentation documentation of working hours.
• Collective agreements and company agreements
  can define additional requirements define additional requirements, such as for recording breaks or the handling of working time accounts.

A digital, mobile time recording solution helps companies meet these legal requirements in a compliant and efficient manner—without adding unnecessary administrative burden.

 

What time recording options are there?

Mobile Time Recording

Mobile time recording offers employees maximum flexibility—of course, always in compliance with company policies and legal regulations. With a smartphone, tablet, or PC, working time and time off can be planned freely and flexibly. The plano WFM mobile employee portal delivers exactly that. Not only can working hours be recorded conveniently from anywhere, but vacation requests or compensatory time off requests can also be submitted with just a few clicks. Forgotten time entries and tasks can be easily added, shift schedule and employee data can be accessed, and shift swaps coordinated with colleagues.

Time Recording via Terminal

Working hours, breaks, or absences can also be recorded using on-site time recording terminals. These terminals, installed at company locations, capture time entries via RFID chipsor similar methods. This type of time recording works offline and is particularly suitable for environments where employees have no internet access.

Time Tracking for SAP

Whether you need to track and process working hours for 200 or 100,000 employees—plano WFM provides the ideal time recording solution for your needs. The time recording software integrates seamlessly with third-party systems such as SAP, ensuring smooth and scalable workforce management.

 

 

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How does mobile time recording integrate with WFM software?

Mobile time recording only reaches its full potential when combined with a powerful Workforce Management (WFM) system. It’s no longer just about recording working hours—it’s about integrating them into operational processes, analyzing them, and using them for targeted, real-time workforce control.

Time entries made via a mobile app or web portal feed directly into the workforce management system and are instantly available for planning and analysis.

Employee Self Services like our myplano app benefit your staff by providing greater transparency and flexibility. At the same time, your organization gains significant advantages from these modern HR standards. Self-service tools help you move closer to a paperless office and reduce resource usage—for example, through digital vacation requests. They also streamline administration, as shift swaps, time bookings, and many other processes can be handled directly within the ESS system.

Learn more here:

https://plano-wfm.com/en/time-recording-software/

https://plano-wfm.com/en/myplano-employee-self-service-ess/ 

This enables companies to compare ongoing schedules with actual recorded times, detect discrepancies early on, and prevent planning errors. In addition, the recorded data is automatically checked against legal and contractual requirements. For example, the system verifies whether daily or weekly maximum working hours are observed, whether breaks are taken correctly, and whether rest periods are maintained.

Modern WFM systems also make it possible to transfer time data directly into payroll processing. This eliminates manual steps and potential sources of error. Employees can view their recorded hours in the app, submit correction requests, or apply for leave and absences digitally. The result is a fully digital workflow—transparent, efficient, and user-friendly.

 

 

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What does mobile time recording change for employees and companies?

For employees, mobile time recording offers one thing above all: autonomy. They can record their working hours independently, view their time balances, overtime, or remaining vacation days at any time, and actively participate in scheduling. This level of transparency builds trust in the organization and helps prevent misunderstandings. Access to time recording is also more accessible, no more walking to the punch clock or waiting for a manager to confirm hours.

At the organizational level, the benefits are most evident in increased efficiency. Administrative processes related to time recording, shift planning, and payroll are significantly accelerated. Data quality improves, and sources of error are reduced. At the same time, companies gain the flexibility to respond quickly to unexpected changes—such as employee absences, seasonal demand shifts, or project-based staffing needs. By linking real-time data with advanced planning algorithms, resources can be managed optimally—while still ensuring full compliance with legal regulations.

An often underestimated benefit is the boost to employer attractiveness. Younger generations, in particular, value flexibility, autonomy, and digital tools in their daily work. Companies that offer modern time tracking position themselves as forward-thinking and employee-friendly employers—giving them a real edge in the competition for talent.

 

 

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What role does mobile time recording play in complying with working time models such as the 4-day week?

The introduction and implementation of a four-day workweek presents companies with new challenges in time recording and workforce management. Mobile time recording plays a central role in meeting these demands.

A key component of the four-day workweek is the compression or reduction of working hours — whether through longer daily shifts (e.g., 4 × 10 hours) or a reduced overall workweek (e.g., 32 hours spread across four days). In both models, the need for accurate and transparent time recording increases significantly. Mobile systems allow employees to record start and end times, breaks, interruptions, and task changes in real time—regardless of where they work. This ensures that legal requirements, such as the maximum daily working hours defined in § 3 of the German Working Hours Act (ArbZG), are documented and monitored for compliance.

Mobile solutions also support the correct application of compensation periods. While § 3, Sentence 2 of the ArbZG permits deviations from daily working time, it requires that these be balanced out within six months or 24 weeks. Complete, digital time recording is essential for meeting both legal and collective bargaining obligations, while also providing a reliable foundation for payroll processing.

From a workforce management perspective, mobile time recording reinforces new working models. It provides accurate data for planning and control systems, enabling organizations to effectively manage employee deployment—even with variable schedules or project-based assignments. This is particularly relevant for companies opting for flexible versions of the four-day workweek, such as rotating days off or personalized working time accounts. Access to real-time data enables dynamic scheduling while ensuring fair distribution of shifts across teams.

Lastly, mobile time recording has a significant impact on employee acceptance and the successful implementation of the four-day workweek. Digital tools promote autonomy, improve scheduling predictability, and ensure transparent time documentation — all of which contribute to higher motivation and employee satisfaction.

Please also read our blog: https://plano-wfm.com/en/4-day-workweek-scheduling-workforcemanagement/

 

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Conclusion:

Mobile Time Recording Is More Than Just Technology – It’s a Strategic Lever

Mobile time recording is far more than a digital replacement for the punch clock. It reflects a modern work culture, serves as a tool for legally compliant time recording, and acts as a key enabler for agile, flexible, and employee-centric planning. When combined with a comprehensive Workforce Management (WFM) solution, it becomes part of a holistic system that streamlines processes, boosts productivity, and enhances employee satisfaction.

plano’s WFM solutions make this integration a reality: from mobile time recording and automated scheduling to real-time analytics and payroll—everything on a single platform. We empower companies not just to record working hours, but to strategically shape them.

Would you like to find out more about workforce management with plano?

Further information about our workforce management software and the areas of application can be found here:

→ Workforce Management from plano