With the optional Time tracking module, the Exact Bouw integration also books synced absence as hours in Exact Bouw time tracking. Leave, sick leave and public holidays then appear as hour lines on the projects and hour types you choose, so your timesheets are complete. No one needs to book absence hours manually anymore.
Switch on the module
The module is switched off by default. You switch it on in the Modules tab. When the module is switched on, two extra steps appear in the settings: Hours mode and Time tracking.
How many hours get booked?
The integration books one hour line per employee for each day of absence:
Full days get the scheduled hours for that day. If someone works 8 hours on Monday and 4 hours on Wednesday, a week of leave books 8.00 hours on Monday and 4.00 hours on Wednesday.
Half a day of leave gets the actual hours. Leave from 09:00 to 13:00 with a half-hour break becomes 3.50 hours.
For a sick leave report halfway through the day, the integration only books the sick hours for that first day. The same applies to the day someone partially returns.
An absence rate counts too. If someone is partly reported sick, the integration books that part of the hours: 8 scheduled hours at 25% sick becomes 2.00 hours. If the percentage changes during the sickness period, each day uses the percentage that applies on that day.
An ongoing sick leave report gets booked day by day, up to and including today. As long as someone is sick, the hours grow each day.
Public holidays are booked using the leave settings. If a public holiday falls within a leave period, that day counts as a public holiday; the integration never books it twice.
Start and end time are filled in automatically by the integration if your Exact Bouw environment records times with hours. For a booking of a few hours, these are the actual times of the absence (09:00 - 13:00). For full days, the line starts at 08:00 and ends after the scheduled hours for that day: 8 scheduled hours therefore becomes 08:00 - 16:00.
Days when someone does not work according to the schedule, such as weekends, do not get an hour line.
The settings
Under Hours mode, you choose whether the hours for everyone are booked on the same projects, or on a separate project per HoorayHR entity. The second option is useful if you have multiple company entities with their own project administrations.
Under Time tracking, you choose per type of absence (leave and sick leave):
Hours project: the Exact Bouw project where the hours are added, for example an internal project called "Sick leave and leave".
Hour type: the hour type used for the booking.
Monitoring code (optional): the monitoring code for the hour line. A monitoring code belongs to one project, so choose the code that belongs to the selected hours project. The list only shows codes that were used on an hour line in the past three months; if needed, book a code manually once in Exact Bouw.
If you split by entity, you fill in these choices per entity in a table.
There is also the option Automatically approve created hours (on by default). If this is on, the hours are booked as approved straight away. If it is off, the hours enter the normal approval flow in Exact Bouw.
Two important rules
Heads up: from the start date, do not book absence hours manually anymore. The integration books all absence from the start date. Any hours you book yourself as well will appear twice in the administration. Also clean up any existing manual absence hours from that date before you switch on the module.
Withdrawn absence is set to 0.00, not deleted. Exact Bouw does not allow the integration to delete hour lines. If leave is withdrawn or a sick leave report is corrected, the integration sets the related hour lines to 0.00 hours, with the comment "Absence withdrawn (KoppelHet)".
Frequently asked questions
Why is there an hour line of 0.00 hours?
An hour line of 0.00 hours means the related absence has been withdrawn. Hour lines cannot be deleted via the integration, so the integration sets them to 0.00 with the comment "Absence withdrawn (KoppelHet)". You can leave these lines as they are or delete them yourself.
I accidentally deleted hour lines in Exact Bouw.
The integration automatically restores deleted hour lines during the next sync.
I do not see the monitoring code I want in the list.
The list only shows monitoring codes that were used on an hour line in the past three months. Book the code manually once in Exact Bouw, then it appears in the list.
Related keywords: time tracking, book hours, hours project, hour type, monitoring code, approve, absence rate, hours mode, 0.00 hours, Exact Bouw.