Question 1

Does the system support staff scheduling and multi-scheduling?

Answer

Schedules, shifts and schemes are one of the most important key advantages of Špica's software, providing the system with basic scheduling functions which is vital for optimal and fair distribution and worktime scheduling. Various kinds of shifts (morning, afternoon, night, weekend) can be set up, accounted for with various allowances and planned on a simple calendar.

Question 2

How can issues with advanced settings be solved?

Answer

All Hours is an adjustable solution with complete functioning in simple environments as well as the ability to adapt to environments of hundreds or even a thousand employees. Our consultants will help you optimize the system in the best way and get out of it as much as it can give you.

Question 3

Besides tracking attendance, does the system also track absence?

Answer

Requesting, approving and tracking absences digitally is one of the key functions in Špica's solutions, greatly simplifying administrative operations. The employees themselves can file digital applications for all types of absences: leaves, sick leaves, business trips etc. When the leaders approve or reject the application, the employees receive a notification via e-mail. The individual absence system also employs meters, making the accumulated hourly time always available to be used in reports or when exporting data to payroll.

Question 4

Can I check which coworkers are currently working on the premises and which ones are working off-site?

Answer

A single click on your mobile phone will get you a list of all the coworkers on your team together with their status of either present, working from home, running late or on approved leave. With this information, you may plan your and their activities and organize potential shifts.

Question 5

Can I acquire information about which sites my colleagues are working on at the moment?

Answer

Every clocking event comes with a location which is also displayed on the attendance list. Thus, you will always know where they are at the moment and when/where they have clocked in.

Question 6

How can all the missing events and time data be edited successfully and in a timely manner to be summarily transferred to payroll, reducing the stress at the end of the month before payday?

Answer

The rules in time and attendance are determined with the initial settings, and the application will then automatically make a sum of the determined time categories, i.e. attendance and absence. The typical categories come selected as default: • Paid time – regular work • Overtime • Holidays and days off • Leaves (annual, special, study, parental) • Sick leaves • Lunch break rule • Remote work • Short breaks • Daily hour schedule • Mandatory attendance rule • Balance of hours You can define your own kinds of payment, absences, events and time categories. This will conform the final calculation to your company's profile as well as the software used for payroll.

Question 7

How can an employee check for his/her entitled, accrued etc. leave?

Answer

Every employee can check his leave status on a given day. The administrators and leaders can also review this piece of information in the shape of a report for an entire company or several departments at once.

Question 8

How can we get the employees to edit their data with greater accuracy and reduce the amount of administrative corrections?

Answer

When clocking events, every employee will also see his balance of hours, which means they will typically notice errors on the same day and react accordingly. This helps avoid the chaos at the end of the month when such errors would have piled up.Using the web or mobile app, the employee can forward his missing clocking information to be approved, with the leaders simply giving their approval. Employees can be allowed to enter missing clocking information without approval or this function can be entirely locked, with timesheet management left to the leaders and other administrators.

Question 9

We are looking for a system for comprehensive and simple report adjustment according to our needs. Is Špica's system suitable?

Answer

All Hours offers a wide array of adjustable reports. The system contains templates for various reports (daily, weekly, monthly), containing information on attendance, overtime, leave statuses and absences. You can first review the reports in your browser, adjust them with additional columns and filters, and then export to PDF, Excel or CSV forms for further or export to payroll.

Question 10

Are department leaders able to see data from the entire company or can their scope be limited to their department only?

Answer

The authorisation scheme can set the hierarchy of access to data in your company. Individual leaders can be allowed to only access data on the employees in their department(s), while the management and other administrators can be granted broader access.

Question 11

Is the system compliant with the GDPR regulations on data protection?

Answer

Špica has been ISO9001 certified since 1995, and also ISO27001 certified for the last 5 years, which proves our strategic orientation towards quality. The system has been developed according to the best practices and equipped with an audit trail so that GDPR compliance can be assured under proper usage. You can always check who has been accessing your employees' timesheets. Reviews, deletions and edits can all be found in the log. We are proud to say that our services are used both by SIQ as well as the Information Commissioner's Office.

Question 12

Is the data safe?

Answer

The data is saved in Microsoft Azure, one of the largest and most reliable providers of cloud infrastructure in the world. Špica's team includes a safety manager and several safety engineers that undergoing regular training and renewing their certificates. The company also boasts the ISO27001 safety certificate.

Question 13

What are the most significant savings that your system can bring?

Answer

AllHours is a cloud solution, which means there are no investments into expensive hardware or software or their implementation. The employees will simply use the online application or their own phones. The subscription cost can be flexibly adjusted to the size of the company. Further, the amount of administrative tasks in the HR department is reduced, enhancing the quality and reliability of the data, needed for scheduling and export into payroll. The HR team can thus focus entirely on the strategic projects instead of lingering in bureaucracy.

Question 14

What is the end-of-month export to payroll like?

Answer

Various kinds of data can be exported from All Hours. Every meter in the system can be equipped with a code, corresponding to the code in the payroll software, and the period of export can be further determined. A modern API is also available, through which the exporting process can be entirely automatized and adjusted to meet your requirements. Špica's team includes a custom order development team which can prepare exports and integrations according to your wishes.

Question 15

Is there a trial version to see if your system fits our needs?

Answer

Of course. Using the »Start freetrial« button you will enter the program without the need for a credit card or other conditions. The interface is intuitive, and help from our consultants is available at all times should you need help setting up the basic rules of time and attendance. After the 14-day trial period you can decide for a subscription.

Question 16

How will the solution evolve to support our growing company?

Answer

After a short initial period of regular use, you will further optimize the settings with the help of our consultants. You may at any time upgrade your account by increasing (or decreasing) the number of your employees, or activate additional modules for project-based time and attendance or access control. The software is currently available in English, Slovene, Croatian, German and Arabic. Translations into other European languages are being planned.

Question 17

As your existing customer, are you opened to cross-promotion?

Answer

We will be glad if you join the ever-growing community of many successful companies – good news travels fast. For both sides to benefit, we can prepare a Case Study with your details, complete with a Testimonial, then finally crown our collaboration with promotion of both parties.

Question 18

Can you counsel us on setting up a time and attendance policy?

Answer

The agile approach, favored very much by members of Špica, does nor prioritize policies and extensive documentation, and for this reason, this question comes last. Our priority is user-friendly, smoothly operating software, though we are all aware that without well defined frameworks many systems can slip into disorganization and inefficiency. A good metaphor for that would be the states of matter. Keeping our thoughts and ideas to ourselves can be compared to the gaseous state. Reaching an agreement and writing it down, e.g. a policy on time and attendance, is the liquid state. But when we underpin the discussed rules with an information solution and start systematically using and following the agreement, we could say that we have reached solid state. A well written »Time and Attendance Policy« is an important document on the path from idea to realization, aiding in clearing up many misunderstandings and facilitating the administrators' »personalization« of the system to the company. If the company already has such a policy, it may need updating; in any case, you can participate in workshops, conducted by our consultants, to reach the version most suitable for everyone involved.

Question 19

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