{"id":16433,"date":"2025-09-06T14:23:25","date_gmt":"2025-09-06T14:23:25","guid":{"rendered":"https:\/\/www.schoolmate.eu\/en\/?post_type=tutorial&#038;p=16433"},"modified":"2026-01-11T10:40:15","modified_gmt":"2026-01-11T10:40:15","slug":"how-to-generate-time-tracking-records","status":"publish","type":"tutorial","link":"https:\/\/www.schoolmate.eu\/it\/tutorial\/how-to-generate-time-tracking-records\/","title":{"rendered":"How to Generate Time Tracking Records"},"content":{"rendered":"<h2><span style=\"font-size: 12pt;\">What is Time Tracking?<\/span><\/h2>\n<p>Time tracking is a legal requirement in the European Union for employers to record employees\u2019 working hours. At present, it is mandatory in Spain, but other EU countries are expected to adopt this requirement over time.<\/p>\n<p data-start=\"460\" data-end=\"504\">To comply with EU law, time tracking must:<\/p>\n<ul>\n<li data-start=\"460\" data-end=\"504\">Accurately record the hours worked.<\/li>\n<li data-start=\"460\" data-end=\"504\">Be acknowledged and confirmed by employees.<\/li>\n<li data-start=\"460\" data-end=\"504\">Be tamper-proof to ensure reliability.<\/li>\n<li data-start=\"460\" data-end=\"504\">Kept for four years.<\/li>\n<\/ul>\n<h2 data-start=\"637\" data-end=\"681\"><span style=\"font-size: 12pt;\">Types of Employees in a Language School:<\/span><\/h2>\n<p data-start=\"682\" data-end=\"804\">There are three main categories of employees and each has a different way of managing their time tracking in SchoolMate:<\/p>\n<p data-start=\"806\" data-end=\"829\"><strong>1. Administrators:<\/strong><\/p>\n<ul>\n<li data-start=\"832\" data-end=\"911\">Administrators record their work hours directly in their SchoolMate calendar.<\/li>\n<li data-start=\"832\" data-end=\"911\">They can add or edit their schedules as changes occur.<\/li>\n<li data-start=\"832\" data-end=\"911\">Breaks, absences, and other non-working times can also be added.<\/li>\n<\/ul>\n<p data-start=\"1041\" data-end=\"1058\"><strong>2. Teachers:<\/strong><\/p>\n<ul>\n<li data-start=\"1061\" data-end=\"1163\">Teachers\u2019 schedules are automatically generated based on the lessons assigned to them in SchoolMate.<\/li>\n<li data-start=\"1061\" data-end=\"1163\">These lessons appear in their calendar and form the basis of their time tracking records.<\/li>\n<\/ul>\n<p><strong>3. Teachers\/Administrators:<\/strong><\/p>\n<ul>\n<li data-start=\"1294\" data-end=\"1390\">Some employees, such as Directors of Studies, perform a mix of both administrative and teaching duties.<\/li>\n<li data-start=\"1294\" data-end=\"1390\">\n<p data-start=\"1393\" data-end=\"1437\">Their time tracking combines two elements:<\/p>\n<\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul style=\"list-style-type: circle;\">\n<li data-start=\"1393\" data-end=\"1437\"><strong data-start=\"1591\" data-end=\"1609\">Teaching hours<\/strong> \u2013 automatically pulled from their assigned lessons on their teaching calendar.<\/li>\n<li data-start=\"1393\" data-end=\"1437\">\n<p data-start=\"1442\" data-end=\"1586\"><strong data-start=\"1442\" data-end=\"1466\">Administrative hours<\/strong> \u2013 managed manually in their SchoolMate calendar (with the ability to edit schedules, add breaks, or record absences).<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p data-start=\"1442\" data-end=\"1586\">Both sets of hours are merged into a single calendar as a <strong>teacher<\/strong> for accurate tracking.<\/p>\n<h2><span style=\"font-size: 12pt;\">Types of employee contracts in a language school:<\/span><\/h2>\n<p data-start=\"1756\" data-end=\"1805\">Employees may have one of three contract types:<\/p>\n<ul>\n<li data-start=\"1808\" data-end=\"1823\"><strong data-start=\"1808\" data-end=\"1821\">Full-time<\/strong><\/li>\n<li data-start=\"1808\" data-end=\"1823\"><strong data-start=\"1826\" data-end=\"1839\">Part-time<\/strong><\/li>\n<li data-start=\"1808\" data-end=\"1823\"><strong data-start=\"1844\" data-end=\"1861\">Self-employed<\/strong><\/li>\n<\/ul>\n<p data-start=\"1865\" data-end=\"1984\">The contract type is stored on each employee\u2019s <strong data-start=\"1912\" data-end=\"1931\">SchoolMate card; <\/strong>here is an example of a teacher:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR28.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16531\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR28.png\" alt=\"Employee\u2019s SchoolMate card\" width=\"535\" height=\"413\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR28.png 795w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR28-768x593.png 768w\" sizes=\"(max-width: 535px) 100vw, 535px\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">Enabling Time Tracking:<\/span><\/h2>\n<p>Go to <strong>School Admin &#8211; Settings &#8211; Basic Settings &#8211; System Configuration<\/strong>:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR1.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16434\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR1.png\" alt=\"Enabling Time Tracking\" width=\"668\" height=\"297\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR1.png 1902w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR1-768x342.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR1-1536x684.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR1-1280x570.png 1280w\" sizes=\"(max-width: 668px) 100vw, 668px\" \/><\/a><\/p>\n<p>Scroll down the list of settings and switch on <strong data-start=\"2196\" data-end=\"2213\">Time Tracking:<\/strong><\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR3.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16440\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR3.png\" alt=\"Time Tracking Setting\" width=\"445\" height=\"41\" \/><\/a><\/p>\n<p>Once this is activated you will see a new menu item:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR23.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16506\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR23.png\" alt=\"Time Tracking Menu Item\" width=\"256\" height=\"134\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">How to generate Time Tracking records:<\/span><\/h2>\n<p>This is where you ask the system to create time tracking records for your school&#8217;s employees:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR24.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16509 size-full\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR24.png\" alt=\"How to generate Time Tracking records\" width=\"1897\" height=\"804\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR24.png 1897w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR24-768x325.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR24-1536x651.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR24-1280x542.png 1280w\" sizes=\"(max-width: 1897px) 100vw, 1897px\" \/><\/a><\/p>\n<p>Time tracking records are generated <strong data-start=\"2363\" data-end=\"2374\">monthly in arrears<\/strong> for employees. It is probably best to wait a few days into the following month before generating records, to allow employees to update their calendars.<\/p>\n<h2><span style=\"font-size: 12pt;\">How to generate a time tracking record:<\/span><\/h2>\n<p>When you click on the &#8220;Add&#8221; button above, the following will appear:<\/p>\n<ol>\n<li>Select the month.<\/li>\n<li>Select the year.<\/li>\n<li>Choose which employees to include, based on their contract type. For example, you may not need to generate records for <strong data-start=\"2752\" data-end=\"2769\">self-employed<\/strong> staff.<\/li>\n<li>Select who you want to create the time tracking records for.<\/li>\n<li>&#8220;Save &amp; Close&#8221;<\/li>\n<\/ol>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR26.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16512\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR26.png\" alt=\"How to generate a time tracking record\" width=\"587\" height=\"397\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR26.png 807w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR26-768x520.png 768w\" sizes=\"(max-width: 587px) 100vw, 587px\" \/><\/a><\/p>\n<p>Once you have clicked &#8220;Save &amp; Close&#8221; it will take a few minutes for the records to be created. Once it is finished the status will change to &#8220;Processed&#8221;.<\/p>\n<h2><span style=\"font-size: 12pt;\">Time Tracking &#8211; the next steps:<\/span><\/h2>\n<p>Once generated, time tracking records are stored according to the user type: Teachers and Admin users. So, you can switch between the two according to their type to see all records:<\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR36.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16548\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR36.png\" alt=\"Time Tracking - the next steps\" width=\"289\" height=\"148\" \/><\/a><\/p>\n<h2><span style=\"font-size: 12pt;\">Time Tracking &#8211; the next steps for Employees:<\/span><\/h2>\n<p>Once the time tracking record has been created, each individual user will be sent an email with their time tracking record attached. They can then login to their SchoolMate account where they have three options:<\/p>\n<ol>\n<li>View and print a copy of their hours.<\/li>\n<li><strong data-start=\"3170\" data-end=\"3181\">Approve<\/strong> \u2013 confirm their hours are correct.<\/li>\n<li><strong data-start=\"3224\" data-end=\"3234\">Reject<\/strong> \u2013 indicate their hours are incorrect.<\/li>\n<\/ol>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR29.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16536 size-full\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR29.png\" alt=\"Time Tracking - the next steps for Employees\" width=\"1574\" height=\"249\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR29.png 1574w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR29-768x121.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR29-1536x243.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR29-1280x202.png 1280w\" sizes=\"(max-width: 1574px) 100vw, 1574px\" \/><\/a><\/p>\n<p>If they reject their hours:<\/p>\n<ol>\n<li>Status changes to <strong data-start=\"3324\" data-end=\"3336\">Rejected<\/strong> (with the rejection date recorded).<\/li>\n<li>An automatic email to the user confirms their rejection.<\/li>\n<\/ol>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR31.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16539 size-full\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR31.png\" alt=\"Rejected hours\" width=\"1583\" height=\"293\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR31.png 1583w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR31-768x142.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR31-1536x284.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR31-1280x237.png 1280w\" sizes=\"(max-width: 1583px) 100vw, 1583px\" \/><\/a><\/p>\n<p><span style=\"color: #00ffff;\">.<\/span> 3. The users&#8217; hours can be adjusted and the hours for the month regenerated. In regenerating the month again, only users who have rejected their hours will be regenerated. So, those that have been approved or are waiting for approval will not be regenerated.<\/p>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR33.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16542 size-full\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR33.png\" alt=\"Status of time-tracking\" width=\"1574\" height=\"284\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR33.png 1574w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR33-768x139.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR33-1536x277.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR33-1280x231.png 1280w\" sizes=\"(max-width: 1574px) 100vw, 1574px\" \/><\/a><\/p>\n<p>If they approve their hours:<\/p>\n<ol>\n<li>Status changes to <strong data-start=\"3642\" data-end=\"3654\">Approved<\/strong> (with the approval date recorded).<\/li>\n<li>An automatic email to the user confirms their approval.<\/li>\n<\/ol>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR35.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16545 size-full\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR35.png\" alt=\"Approved time-tracking\" width=\"1580\" height=\"305\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR35.png 1580w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR35-768x148.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR35-1536x297.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR35-1280x247.png 1280w\" sizes=\"(max-width: 1580px) 100vw, 1580px\" \/><\/a><\/p>\n<h2 data-start=\"3744\" data-end=\"3783\"><span style=\"font-size: 12pt;\">Monitoring Time Tracking Status:<\/span><\/h2>\n<p data-start=\"3784\" data-end=\"3853\">With many employees, it is important to be able to track progress at a glance.<\/p>\n<ul data-start=\"3855\" data-end=\"4126\">\n<li data-start=\"3855\" data-end=\"3934\">\n<p data-start=\"3857\" data-end=\"3934\">Employees are divided into two groups: <strong data-start=\"3896\" data-end=\"3908\">Teachers<\/strong> and <strong data-start=\"3913\" data-end=\"3931\">Administrators<\/strong>.<\/p>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR36.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16548\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR36.png\" alt=\"Monitoring Time Tracking Status\" width=\"262\" height=\"134\" \/><\/a><\/p>\n<ul data-start=\"3855\" data-end=\"4126\">\n<li data-start=\"3935\" data-end=\"4016\">\n<p data-start=\"3937\" data-end=\"4016\">Use filters to check the <strong data-start=\"3962\" data-end=\"3972\">status<\/strong> of records (Approved, Rejected, Pending).<\/p>\n<\/li>\n<li data-start=\"4017\" data-end=\"4126\">\n<p data-start=\"4019\" data-end=\"4126\">You can filter by user name, month or year\u2014or leave filters blank to view all records together.<\/p>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR37.png\"><img decoding=\"async\" class=\"aligncenter wp-image-16551 size-full\" src=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR37.png\" alt=\"Time Tracking Search\" width=\"1578\" height=\"287\" srcset=\"https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR37.png 1578w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR37-768x140.png 768w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR37-1536x279.png 1536w, https:\/\/www.schoolmate.eu\/wp-content\/uploads\/2025\/09\/UKKR37-1280x233.png 1280w\" sizes=\"(max-width: 1578px) 100vw, 1578px\" \/><\/a><\/p>\n<p>There are user guides for teachers <span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.schoolmate.eu\/en\/tutorial\/teachers-and-time-tracking\/\" target=\"_blank\" rel=\"noopener\"><span style=\"color: #0000ff; text-decoration: underline;\">here<\/span><\/a><\/span> and administrators <span style=\"color: #0000ff;\"><span style=\"text-decoration: underline;\"><a style=\"color: #0000ff;\" href=\"https:\/\/www.schoolmate.eu\/en\/tutorial\/school-admin-users-time-tracking\/\" target=\"_blank\" rel=\"noopener\">here<\/a><\/span>.<\/span><\/p>\n<hr \/>\n<h2><span style=\"font-size: 12pt;\">Related Tutorials:<\/span><\/h2>\n<p><span style=\"text-decoration: underline;\"><strong><a href=\"https:\/\/www.schoolmate.eu\/en\/tutorial\/teachers-and-time-tracking\/\" target=\"_blank\" rel=\"noopener\"><span style=\"color: #0000ff; text-decoration: underline;\">Teachers and Time Tracking<\/span><\/a><\/strong><\/span><\/p>\n<p><strong><span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.schoolmate.eu\/en\/tutorial\/school-admin-users-time-tracking\/\" target=\"_blank\" rel=\"noopener\"><span style=\"color: #0000ff; text-decoration: underline;\">School Admin Users and Time Tracking<\/span><\/a><\/span><\/strong><\/p>\n","protected":false},"author":4,"featured_media":0,"parent":0,"menu_order":0,"template":"","meta":{"_acf_changed":false,"_sitemap_exclude":false,"_sitemap_priority":"","_sitemap_frequency":""},"class_list":["post-16433","tutorial","type-tutorial","status-publish","hentry","tutorialcategories-school-admin-faqs-2"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.schoolmate.eu\/it\/wp-json\/wp\/v2\/tutorial\/16433","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.schoolmate.eu\/it\/wp-json\/wp\/v2\/tutorial"}],"about":[{"href":"https:\/\/www.schoolmate.eu\/it\/wp-json\/wp\/v2\/types\/tutorial"}],"author":[{"embeddable":true,"href":"https:\/\/www.schoolmate.eu\/it\/wp-json\/wp\/v2\/users\/4"}],"wp:attachment":[{"href":"https:\/\/www.schoolmate.eu\/it\/wp-json\/wp\/v2\/media?parent=16433"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}