Entrepreneur's Guide - Time Harmony https://timeharmony.pl Fri, 03 Jul 2026 10:14:09 +0000 en-GB hourly 1 Occupational medical examinations in Poland – employer obligations and deadlines 2026 https://timeharmony.pl/en/occupational-medical-examinations-in-poland-employer-obligations-and-deadlines-2026/ https://timeharmony.pl/en/occupational-medical-examinations-in-poland-employer-obligations-and-deadlines-2026/#respond Fri, 03 Jul 2026 10:14:09 +0000 https://timeharmony.pl/?p=25611 1. What are occupational medical examinations in Poland and what types exist  The Polish Labour Code provides for three types of preventive occupational medical examinations:
  • Preliminary examinations – mandatory for people being hired and for employees transferred to a position involving factors harmful to health or burdensome working conditions. Without a valid medical certificate, the employer cannot allow the person to start work.
  • Periodic examinations – carried out on a recurring basis during employment. The Labour Code does not set one fixed frequency; the occupational medicine physician sets the next examination date in the certificate, based on the position and working conditions.
  • Follow-up (control) examinations – mandatory for an employee returning to work after a sickness-related incapacity for work lasting longer than 30 days, to confirm fitness to continue in the current position.
 

2. How long are occupational medical certificates valid 

The Labour Code does not set one fixed interval for periodic examinations – the occupational medicine physician determines the next examination date in each certificate, based on the position, harmful or burdensome factors, and the employee's health. In practice, the most common validity periods are:
  • Preliminary examinations – typically valid from 1 to 5 years,
  • Periodic examinations – most commonly 2 to 4 years, though for particularly demanding conditions (e.g. noise, chemical exposure, machine operation) the physician may shorten this to as little as 1 year,
  • Follow-up examinations – the certificate remains valid until the date of the next periodic examination.
The date stated on the specific certificate is always decisive – the employer should refer the employee for the next examination before the previous certificate expires.  

3. Legal basis – Article 229 of the Polish Labour Code 

All three types of examinations are governed by Article 229 of the Labour Code. Key rules that follow from this provision:
  • Examinations are carried out only on the basis of a referral issued by the employer, which must describe the working conditions at the given position, including harmful and burdensome factors.
  • The employer may not allow an employee to work without a valid medical certificate confirming no contraindications to work at the specific position.
  • Periodic and follow-up examinations are carried out, as far as possible, during working hours – the employee retains the right to remuneration for the time spent, and to reimbursement of travel costs if the examination takes place in another town, on the terms applicable to business trips.
  • Employees rehired by the same employer for the same position or one with the same working conditions within 30 days of the previous contract's termination are exempt from preliminary examinations.
Employees, in turn, are obliged under Article 211(5) of the Labour Code to undergo the required medical examinations – refusal can be treated as a breach of basic employee duties.  

4. Employer obligations: referral, costs, deadlines 

In practice, the employer's obligation comes down to three elements:
  1. Issuing a referral – in two copies (one for the employee, one for the occupational medicine physician), describing the position and working conditions in detail.
  2. Sending employees for examinations on time – before allowing them to start work (preliminary examinations), before the previous certificate expires (periodic examinations), and after a long sickness absence (follow-up examinations).
  3. Keeping the documentation – referrals and medical certificates, in the employee's personal file.
In practice, the hardest part isn't knowing the rules – it's keeping track of expiry dates in real time, especially in companies with dozens or hundreds of employees across different positions and different examination schedules.  

5. Who pays for the examinations 

All costs of preventive medical examinations – preliminary, periodic, and follow-up – are borne entirely by the employer (Article 229 § 6 of the Labour Code). This also covers other costs of preventive healthcare necessary due to working conditions. Charging the employee for these costs, even temporarily – for example, with a promise of reimbursement after a probationary period – is not permitted.  

6. Changes from 17 April 2026 – electronic medical certificates 

On 2 April 2026, the Polish Ministry of Health published a regulation amending the rules for conducting occupational medical examinations and issuing medical certificates. As of 17 April 2026, occupational medical certificates are issued in electronic form. The change is part of a broader digitalisation of healthcare documentation carried out under Poland's National Recovery Plan. For HR teams, this means a gradual shift away from paper certificates toward electronic documents – it's worth following official announcements from the Ministry of Health, as detailed implementation rules may still be refined.  

7. Penalties for missing valid medical examinations 

Allowing an employee to work without a valid medical certificate is an offence against employee rights related to failure to comply with occupational health and safety rules. Under Article 283 § 1 of the Labour Code, this carries a fine of PLN 1,000 to PLN 30,000. In practice, during a Labour Inspectorate audit:
  • a labour inspector may impose an on-the-spot fine of up to PLN 2,000,
  • if the employer is fined a second time for an offence against employee rights within 2 years of the previous fine, the amount can reach up to PLN 5,000,
  • higher amounts (up to PLN 30,000) are decided by a court in misdemeanour proceedings.
In addition, if a workplace accident occurs involving an employee without valid medical clearance, the employer faces increased civil liability and the risk that an insurer may reduce or refuse compensation.  

8. Keeping track of deadlines with Time Harmony's electronic employee file 

Tracking examination expiry dates manually in a spreadsheet works fine for a handful of employees – but with larger teams, position changes, and staff turnover, it becomes a real operational and legal risk. The Electronic Employee File module in Time Harmony lets you record preliminary, periodic, and on-the-job examinations in one place, alongside the rest of the employee's HR data. The system automatically reminds you of upcoming deadlines, reducing the risk of failing to meet the obligation under Article 229 of the Labour Code – and the employer liability that comes with it.]]> 1. What are occupational medical examinations in Poland and what types exist  The Polish Labour Code provides for three types of preventive occupational medical examinations:
  • Preliminary examinations – mandatory for people being hired and for employees transferred to a position involving factors harmful to health or burdensome working conditions. Without a valid medical certificate, the employer cannot allow the person to start work.
  • Periodic examinations – carried out on a recurring basis during employment. The Labour Code does not set one fixed frequency; the occupational medicine physician sets the next examination date in the certificate, based on the position and working conditions.
  • Follow-up (control) examinations – mandatory for an employee returning to work after a sickness-related incapacity for work lasting longer than 30 days, to confirm fitness to continue in the current position.
 

2. How long are occupational medical certificates valid 

The Labour Code does not set one fixed interval for periodic examinations – the occupational medicine physician determines the next examination date in each certificate, based on the position, harmful or burdensome factors, and the employee's health. In practice, the most common validity periods are:
  • Preliminary examinations – typically valid from 1 to 5 years,
  • Periodic examinations – most commonly 2 to 4 years, though for particularly demanding conditions (e.g. noise, chemical exposure, machine operation) the physician may shorten this to as little as 1 year,
  • Follow-up examinations – the certificate remains valid until the date of the next periodic examination.
The date stated on the specific certificate is always decisive – the employer should refer the employee for the next examination before the previous certificate expires.  

3. Legal basis – Article 229 of the Polish Labour Code 

All three types of examinations are governed by Article 229 of the Labour Code. Key rules that follow from this provision:
  • Examinations are carried out only on the basis of a referral issued by the employer, which must describe the working conditions at the given position, including harmful and burdensome factors.
  • The employer may not allow an employee to work without a valid medical certificate confirming no contraindications to work at the specific position.
  • Periodic and follow-up examinations are carried out, as far as possible, during working hours – the employee retains the right to remuneration for the time spent, and to reimbursement of travel costs if the examination takes place in another town, on the terms applicable to business trips.
  • Employees rehired by the same employer for the same position or one with the same working conditions within 30 days of the previous contract's termination are exempt from preliminary examinations.
Employees, in turn, are obliged under Article 211(5) of the Labour Code to undergo the required medical examinations – refusal can be treated as a breach of basic employee duties.  

4. Employer obligations: referral, costs, deadlines 

In practice, the employer's obligation comes down to three elements:
  1. Issuing a referral – in two copies (one for the employee, one for the occupational medicine physician), describing the position and working conditions in detail.
  2. Sending employees for examinations on time – before allowing them to start work (preliminary examinations), before the previous certificate expires (periodic examinations), and after a long sickness absence (follow-up examinations).
  3. Keeping the documentation – referrals and medical certificates, in the employee's personal file.
In practice, the hardest part isn't knowing the rules – it's keeping track of expiry dates in real time, especially in companies with dozens or hundreds of employees across different positions and different examination schedules.  

5. Who pays for the examinations 

All costs of preventive medical examinations – preliminary, periodic, and follow-up – are borne entirely by the employer (Article 229 § 6 of the Labour Code). This also covers other costs of preventive healthcare necessary due to working conditions. Charging the employee for these costs, even temporarily – for example, with a promise of reimbursement after a probationary period – is not permitted.  

6. Changes from 17 April 2026 – electronic medical certificates 

On 2 April 2026, the Polish Ministry of Health published a regulation amending the rules for conducting occupational medical examinations and issuing medical certificates. As of 17 April 2026, occupational medical certificates are issued in electronic form. The change is part of a broader digitalisation of healthcare documentation carried out under Poland's National Recovery Plan. For HR teams, this means a gradual shift away from paper certificates toward electronic documents – it's worth following official announcements from the Ministry of Health, as detailed implementation rules may still be refined.  

7. Penalties for missing valid medical examinations 

Allowing an employee to work without a valid medical certificate is an offence against employee rights related to failure to comply with occupational health and safety rules. Under Article 283 § 1 of the Labour Code, this carries a fine of PLN 1,000 to PLN 30,000. In practice, during a Labour Inspectorate audit:
  • a labour inspector may impose an on-the-spot fine of up to PLN 2,000,
  • if the employer is fined a second time for an offence against employee rights within 2 years of the previous fine, the amount can reach up to PLN 5,000,
  • higher amounts (up to PLN 30,000) are decided by a court in misdemeanour proceedings.
In addition, if a workplace accident occurs involving an employee without valid medical clearance, the employer faces increased civil liability and the risk that an insurer may reduce or refuse compensation.  

8. Keeping track of deadlines with Time Harmony's electronic employee file 

Tracking examination expiry dates manually in a spreadsheet works fine for a handful of employees – but with larger teams, position changes, and staff turnover, it becomes a real operational and legal risk. The Electronic Employee File module in Time Harmony lets you record preliminary, periodic, and on-the-job examinations in one place, alongside the rest of the employee's HR data. The system automatically reminds you of upcoming deadlines, reducing the risk of failing to meet the obligation under Article 229 of the Labour Code – and the employer liability that comes with it.]]> https://timeharmony.pl/en/occupational-medical-examinations-in-poland-employer-obligations-and-deadlines-2026/feed/ 0 Overtime – most important information https://timeharmony.pl/en/overtime-most-important-information/ https://timeharmony.pl/en/overtime-most-important-information/#respond Thu, 02 Jul 2026 11:20:18 +0000 https://timeharmony.pl/?p=10192 1. Overtime – when does it occur? Overtime is work performed over: - the employee's daily working time norm, - extended daily working time, resulting from the employee's system and working time schedule - the applicable weekly standard of working time An order to work overtime can be given in any way, including implicitly.  Thus, the supervisor's lack of objection to the employee's performance of professional duties in the presence of the supervisor during hours exceeding his or her daily working time may be classified as an order to work overtime. An employee is obliged to carry out an order to work overtime if the order to work overtime has been issued in accordance with the law and does not violate the rules of social coexistence and is not contrary to the employment contract. However, it is important to remember that the employer cannot plan overtime in advance.

2. Overtime – admissibility and limits

Overtime is allowed for: - the necessity to carry out a rescue operation in order to protect life or health, to protect property or the environment, and the need to remove failures (flood, fire, construction accidents, failures of machinery and equipment). - the employer's special needs, which may result, for example, from the need to perform the order urgently, on time or due to employees' sickness absence. The number of overtime hours resulting from the specific needs of the employer may not exceed 150 hours per calendar year for an individual employee. However, in the company's internal regulations (work regulations, collective agreement) or in the employment contract, the employer may set a different, higher limit of overtime, but it may not exceed 416 hours in a calendar year. Not all employees can be ordered to work overtime by their employer. These include:

3. Overtime for part time employees

Part-time employees are subject to the same daily and weekly work standards as full-time employees. In the case of work exceeding the working hours specified in the contract, but within the limits of the applicable standards, we are dealing with overtime work, it is not overtime work. Overtime starts only when the working time standards are exceeded, i.e. 8 hours a day or an average of 40 hours a week in basic working time. Example: A 1/2-time employee works from Monday to Friday from 08:00 to 12:00. Work from 12 to 4 p.m. will be an additional work time, and any hour worked after 4 p.m. will be overtime. It is important that in the employment contract the employee and the employer specify the permissible number of additional work hours, the excess of which entitles the employee to extra remuneration for overtime work. This is to compensate a part-time employee for working more than his or her working time, which is not overtime work in the strict sense.

4. Overtime – compensation in the form of remuneration

One of the ways to settle overtime work is a cash equivalent, which includes:
  1. normal remuneration, including basic salary and fixed allowances (e.g. function-related allowance, seniority allowance, fixed bonuses)
  2. overtime allowance in the amount of:
  • 100% of remuneration for overtime attributable to:
- at night – on Sundays and holidays that are not working days for the employee, in accordance with the applicable working time schedule, - on a non-working day granted to an employee in exchange for work on a Sunday or a holiday
  • 50% of remuneration for overtime work falling on any day other than the one described above
  • 100% of the remuneration for each hour of overtime work due to exceeding the average weekly standard of working time in the adopted settlement period.

5. Overtime with lump sum billing

In the case of employees who work outside the workplace on a permanent basis, the remuneration may be replaced by a lump sum, the amount of which should correspond to the expected number of overtime hours. The introduction of flat-rate overtime pay relieves the employer of the obligation to record the employee's working time. The lump sum may be reduced proportionately in the event of non-work, for example due to illness. On the other hand, working fewer hours than assumed is not the basis for reducing the lump sum amount. When determining the amount of the lump sum for overtime, it should be remembered that it cannot exceed 8 hours per week, as this would mean exceeding the weekly working time in the adopted settlement period.

6. Overtime – Compensation for Time Off

Another way to compensate for overtime work is to grant time off. This can be done at the employee's request or without the employee's request. With this form of compensation, the employee receives remuneration for time off, but without an allowance. Overtime work compensated by time off counts towards the annual overtime limit.  

7. Overtime – working on a day off

An employee who worked on a non-working day resulting from the working time schedule in a 5-day work week is entitled to another non-working day granted to him or her until the end of the settlement period, on a date agreed with the employee. Importantly, the employee is entitled to a full day off in such a case, regardless of the number of hours worked on such a day. Example: An employee who worked from Monday to Friday was told to work 2 hours on Saturday. In exchange for this work, he is entitled to a full day off. Failure to grant a day off in exchange for work on the day off referred to above is an offence against employee rights — just like any other violation of working-time regulations, including exceeding the overtime limit or miscalculating the allowance. See the next section for how much this offence costs the employer in 2026.

8. Fine for violating overtime regulations – how much is the PIP penalty in 2026?

Violating working-time regulations — including failing to grant a day off in lieu, exceeding the overtime limit, or miscalculating the allowance — is an offence against employee rights under Article 281 § 1(5) of the Polish Labour Code. From 8 July 2026, the fine for this offence increases from the previous PLN 1,000–30,000 to PLN 2,000–60,000 — part of a broader reform of the National Labour Inspectorate (PIP) that doubles most fines under Articles 281–283 of the Labour Code. For the full scope of the reform and the Inspectorate's new powers, see our article 2026 Polish Labor Inspectorate reform: What awaits logistics after July 8 and how to prepare. The fine is imposed by a labour inspector in summary penal proceedings, or by a district court on the Inspectorate's motion. Repeated, persistent violations may additionally qualify as a criminal offence under Article 218 § 1a of the Polish Penal Code (a fine, restriction of liberty, or imprisonment of up to 2 years).

9. Overtime for executives

Employees who manage a workplace on behalf of the employer and managers of separate organisational units do not receive remuneration and an allowance for overtime work. The right to remuneration and an allowance in the amount of 100% is granted to managers working overtime on Sundays and holidays if they have not received a day off in exchange for working on such a day.  

10. Overtime calculation in Time Harmony

Time Harmony – a system for electronic registration, planning and settlement of working time – automatically calculates overtime with the +50% and +100% allowance, settles night hours, and allows overtime to be settled with time off, at the employee's or employer's request. See also: Recording working hours in Poland – legal requirements and employer obligations]]> 1. Overtime – when does it occur? Overtime is work performed over: - the employee's daily working time norm, - extended daily working time, resulting from the employee's system and working time schedule - the applicable weekly standard of working time An order to work overtime can be given in any way, including implicitly.  Thus, the supervisor's lack of objection to the employee's performance of professional duties in the presence of the supervisor during hours exceeding his or her daily working time may be classified as an order to work overtime. An employee is obliged to carry out an order to work overtime if the order to work overtime has been issued in accordance with the law and does not violate the rules of social coexistence and is not contrary to the employment contract. However, it is important to remember that the employer cannot plan overtime in advance.

2. Overtime – admissibility and limits

Overtime is allowed for: - the necessity to carry out a rescue operation in order to protect life or health, to protect property or the environment, and the need to remove failures (flood, fire, construction accidents, failures of machinery and equipment). - the employer's special needs, which may result, for example, from the need to perform the order urgently, on time or due to employees' sickness absence. The number of overtime hours resulting from the specific needs of the employer may not exceed 150 hours per calendar year for an individual employee. However, in the company's internal regulations (work regulations, collective agreement) or in the employment contract, the employer may set a different, higher limit of overtime, but it may not exceed 416 hours in a calendar year. Not all employees can be ordered to work overtime by their employer. These include:

3. Overtime for part time employees

Part-time employees are subject to the same daily and weekly work standards as full-time employees. In the case of work exceeding the working hours specified in the contract, but within the limits of the applicable standards, we are dealing with overtime work, it is not overtime work. Overtime starts only when the working time standards are exceeded, i.e. 8 hours a day or an average of 40 hours a week in basic working time. Example: A 1/2-time employee works from Monday to Friday from 08:00 to 12:00. Work from 12 to 4 p.m. will be an additional work time, and any hour worked after 4 p.m. will be overtime. It is important that in the employment contract the employee and the employer specify the permissible number of additional work hours, the excess of which entitles the employee to extra remuneration for overtime work. This is to compensate a part-time employee for working more than his or her working time, which is not overtime work in the strict sense.

4. Overtime – compensation in the form of remuneration

One of the ways to settle overtime work is a cash equivalent, which includes:
  1. normal remuneration, including basic salary and fixed allowances (e.g. function-related allowance, seniority allowance, fixed bonuses)
  2. overtime allowance in the amount of:
  • 100% of remuneration for overtime attributable to:
- at night – on Sundays and holidays that are not working days for the employee, in accordance with the applicable working time schedule, - on a non-working day granted to an employee in exchange for work on a Sunday or a holiday
  • 50% of remuneration for overtime work falling on any day other than the one described above
  • 100% of the remuneration for each hour of overtime work due to exceeding the average weekly standard of working time in the adopted settlement period.

5. Overtime with lump sum billing

In the case of employees who work outside the workplace on a permanent basis, the remuneration may be replaced by a lump sum, the amount of which should correspond to the expected number of overtime hours. The introduction of flat-rate overtime pay relieves the employer of the obligation to record the employee's working time. The lump sum may be reduced proportionately in the event of non-work, for example due to illness. On the other hand, working fewer hours than assumed is not the basis for reducing the lump sum amount. When determining the amount of the lump sum for overtime, it should be remembered that it cannot exceed 8 hours per week, as this would mean exceeding the weekly working time in the adopted settlement period.

6. Overtime – Compensation for Time Off

Another way to compensate for overtime work is to grant time off. This can be done at the employee's request or without the employee's request. With this form of compensation, the employee receives remuneration for time off, but without an allowance. Overtime work compensated by time off counts towards the annual overtime limit.  

7. Overtime – working on a day off

An employee who worked on a non-working day resulting from the working time schedule in a 5-day work week is entitled to another non-working day granted to him or her until the end of the settlement period, on a date agreed with the employee. Importantly, the employee is entitled to a full day off in such a case, regardless of the number of hours worked on such a day. Example: An employee who worked from Monday to Friday was told to work 2 hours on Saturday. In exchange for this work, he is entitled to a full day off. Failure to grant a day off in exchange for work on the day off referred to above is an offence against employee rights — just like any other violation of working-time regulations, including exceeding the overtime limit or miscalculating the allowance. See the next section for how much this offence costs the employer in 2026.

8. Fine for violating overtime regulations – how much is the PIP penalty in 2026?

Violating working-time regulations — including failing to grant a day off in lieu, exceeding the overtime limit, or miscalculating the allowance — is an offence against employee rights under Article 281 § 1(5) of the Polish Labour Code. From 8 July 2026, the fine for this offence increases from the previous PLN 1,000–30,000 to PLN 2,000–60,000 — part of a broader reform of the National Labour Inspectorate (PIP) that doubles most fines under Articles 281–283 of the Labour Code. For the full scope of the reform and the Inspectorate's new powers, see our article 2026 Polish Labor Inspectorate reform: What awaits logistics after July 8 and how to prepare. The fine is imposed by a labour inspector in summary penal proceedings, or by a district court on the Inspectorate's motion. Repeated, persistent violations may additionally qualify as a criminal offence under Article 218 § 1a of the Polish Penal Code (a fine, restriction of liberty, or imprisonment of up to 2 years).

9. Overtime for executives

Employees who manage a workplace on behalf of the employer and managers of separate organisational units do not receive remuneration and an allowance for overtime work. The right to remuneration and an allowance in the amount of 100% is granted to managers working overtime on Sundays and holidays if they have not received a day off in exchange for working on such a day.  

10. Overtime calculation in Time Harmony

Time Harmony – a system for electronic registration, planning and settlement of working time – automatically calculates overtime with the +50% and +100% allowance, settles night hours, and allows overtime to be settled with time off, at the employee's or employer's request. See also: Recording working hours in Poland – legal requirements and employer obligations]]> https://timeharmony.pl/en/overtime-most-important-information/feed/ 0 Recording working hours in Poland – legal requirements and employer obligations https://timeharmony.pl/en/recording-working-hours-is-a-legal-requirement-for-every-employer-learn-what-the-law-says-what-obligations-you-must-meet-and-how-to-stay-compliant-with-labor-regulations/ https://timeharmony.pl/en/recording-working-hours-is-a-legal-requirement-for-every-employer-learn-what-the-law-says-what-obligations-you-must-meet-and-how-to-stay-compliant-with-labor-regulations/#respond Wed, 01 Jul 2026 10:37:46 +0000 https://timeharmony.pl/?p=8264 Recording working hours is not only a legal requirement, but also a key component of personnel management. Proper keeping of working time records allows for:
  • correct calculation of salaries and allowances,
  • maintaining transparency in the relationship between employer and employee,
  • reducing the risk of litigation,
  • better control over the efficiency of the organization.
Since July 8, 2026, this topic carries even more weight: the amended Act on the National Labour Inspectorate (Państwowa Inspekcja Pracy, PIP) gives inspectors broader enforcement powers, and fines for missing or unreliable records have risen significantly. A failure to keep proper working time records can now result in more serious financial consequences than it did a year ago. 📌Recording working hours ensures correct payroll settlements and legal security for the company — and since 2026, it also carries a notably higher financial risk in case of negligence.

1. Legal basis for recording working hours in 2026

Under Article 149 § 1 of the Polish Labour Code, every employer is obliged to keep working time records in a way that allows for the correct determination of remuneration and other work-related benefits. The obligation to record working hours applies to every employee, regardless of:
  • type of contract,
  • system or working time schedule,
  • full-time position.
Key change from July 8, 2026: Failing to keep such records constitutes an offence against employee rights (Article 281 § 1(6) of the Labour Code). Under the Act of March 11, 2026 amending the Act on the National Labour Inspectorate and certain other acts, the statutory fine range for this offence has doubled — from PLN 1,000–30,000 to PLN 2,000–60,000. The maximum on-the-spot fine an inspector can issue has also increased (from PLN 2,000 to PLN 5,000, and up to PLN 10,000 for repeat offences). 📌 Labour law requires every employer to record each employee's working hours, and since July 2026 a failure to do so can result in a fine of up to PLN 60,000.

2. What working time records must include

Working time records for employees should cover, among other things:
  • the number of hours worked, specifying the start and end times of work,
  • overtime
  • night work,
  • on-call duty and the place where they are performed,
  • non-working days with the basis for granting them,
  • sick leave and other excused absences,
  • unexcused absences.
For certain groups — such as employees under a task-based working time system, managerial staff, or those receiving a lump-sum allowance for overtime and night work — simplified records are permitted. 📌For certain groups — such as employees under a task-based working time system, managerial staff, or those receiving a lump-sum allowance for overtime and night work — simplified records are permitted.

3. Symbols and codes used in working time records

In HR practice, it's common to mark individual entries in working time records with letter codes — this makes the documentation easier to read and speeds up its verification, for example during an inspection. Commonly used codes include: Code Meaning P Work UW Annual (holiday) leave UO Occasional leave UB Unpaid leave L4 Sick leave OP Childcare leave (Art. 188 of the Labour Code) NN Unexcused absence DL Business trip ND Overtime It's worth noting that the law does not impose a single, mandatory set of codes — each company may use its own, as long as they are applied consistently across the organization. In an upcoming article, we'll publish a full, downloadable working time record template with a complete set of codes and guidance on how to use them.

3. Recording working hours for contractors

The obligation to document working time isn't limited to employees on a contract of employment. Under the rules on the minimum hourly rate (Act of October 10, 2002 on the minimum wage), the party ordering the work must also keep records of the hours worked under a contract of mandate or a contract for services. The way these hours are confirmed is agreed between the parties in the contract — it may be, for example, a written, electronic, or document-based confirmation. This is particularly relevant in light of PIP's new powers to scrutinize civil-law contracts — an inspector can now check not only whether hours are documented at all, but also whether the actual nature of the cooperation shows the hallmarks of an employment relationship (based, among other things, on who actually supervises the work and whether specific working hours are imposed). We cover the criteria inspectors use for this assessment in detail in 2026 Polish Labor Inspectorate reform: What awaits logistics after July 8 and how to prepare — here, we simply want to flag that recording hours applies to contractors too, not only to employees.  

4. Attendance list vs. working time records – the key difference

These are two different documents, often confused in practice:
  • An attendance list merely confirms that an employee showed up for work (usually via signature or a card swipe) — it is not required by labour law and does not replace working time records.
  • Working time records are the full documentation of start and end times, overtime, on-call duty, leave and absences — keeping them is a statutory obligation under Article 149 of the Labour Code.
Keeping only an attendance list, without full working time records, does not meet legal requirements and may expose the employer to liability.  

5. How to prepare for a PIP inspection in 2026

Since July 8, 2026, PIP inspectors have broader inspection tools, and the stakes for gaps in working time documentation are higher than before. A few basics worth putting in place now:
  • make sure working time records are kept for everyone engaged with the company, regardless of the form of cooperation,
  • check that records are complete and kept up to date, not filled in retroactively,
  • ensure codes and entries are clear and consistent across departments/locations,
  • retain records for the required period (generally 10 years),
  • where there is any doubt about the form of engagement, review civil-law contracts for features of an employment relationship.

6. Forms of recording working hours

The law does not impose a single form of documenting working hours. The employer may apply:
  • paper records – traditional attendance lists,
  • electronic records – modern RCP systems, applications and online tools.
More and more companies are choosing digital solutions that minimize the risk of errors and ensure compliance. 📌 Recording of working hours can be done in paper or electronic form, but digital systems provide greater control and data security.

7. Recording Working Hours in Time Harmony

The Time Harmony system  enables full, legally compliant recording of working hours in an electronic version. Thanks to it:
  • employees can register entries and exits with an RFID card, PIN or QR code,
  • it is possible to connect the system with turnstiles for full automation,
  • people working remotely or in the office record their working time online,
  • HR staff has access to current reports and analytics,
  • data is securely stored in accordance with the current requirements of the Labour Code.
This reduces time-consuming administrative work, increases transparency across the company, and makes it easier to assemble complete documentation ahead of an inspection. 📌 Time Harmony automates the recording of working hours and helps ensure compliance with the Labour Code, while streamlining processes across the organization.  

8. Summary

Recording working hours is a legal obligation for every employer under Polish labour law — and since July 8, 2026, with the amended PIP Act in force, the consequences of neglecting it are clearly harsher than before. Proper records are the basis for calculating pay, planning working time, and minimizing the risk of disputes and fines. Implementing an electronic system such as Time Harmony not only helps meet legal requirements but also streamlines processes across the organization and keeps documentation inspection-ready.  ]]> Recording working hours is not only a legal requirement, but also a key component of personnel management. Proper keeping of working time records allows for:
  • correct calculation of salaries and allowances,
  • maintaining transparency in the relationship between employer and employee,
  • reducing the risk of litigation,
  • better control over the efficiency of the organization.
Since July 8, 2026, this topic carries even more weight: the amended Act on the National Labour Inspectorate (Państwowa Inspekcja Pracy, PIP) gives inspectors broader enforcement powers, and fines for missing or unreliable records have risen significantly. A failure to keep proper working time records can now result in more serious financial consequences than it did a year ago. 📌Recording working hours ensures correct payroll settlements and legal security for the company — and since 2026, it also carries a notably higher financial risk in case of negligence.

1. Legal basis for recording working hours in 2026

Under Article 149 § 1 of the Polish Labour Code, every employer is obliged to keep working time records in a way that allows for the correct determination of remuneration and other work-related benefits. The obligation to record working hours applies to every employee, regardless of:
  • type of contract,
  • system or working time schedule,
  • full-time position.
Key change from July 8, 2026: Failing to keep such records constitutes an offence against employee rights (Article 281 § 1(6) of the Labour Code). Under the Act of March 11, 2026 amending the Act on the National Labour Inspectorate and certain other acts, the statutory fine range for this offence has doubled — from PLN 1,000–30,000 to PLN 2,000–60,000. The maximum on-the-spot fine an inspector can issue has also increased (from PLN 2,000 to PLN 5,000, and up to PLN 10,000 for repeat offences). 📌 Labour law requires every employer to record each employee's working hours, and since July 2026 a failure to do so can result in a fine of up to PLN 60,000.

2. What working time records must include

Working time records for employees should cover, among other things:
  • the number of hours worked, specifying the start and end times of work,
  • overtime
  • night work,
  • on-call duty and the place where they are performed,
  • non-working days with the basis for granting them,
  • sick leave and other excused absences,
  • unexcused absences.
For certain groups — such as employees under a task-based working time system, managerial staff, or those receiving a lump-sum allowance for overtime and night work — simplified records are permitted. 📌For certain groups — such as employees under a task-based working time system, managerial staff, or those receiving a lump-sum allowance for overtime and night work — simplified records are permitted.

3. Symbols and codes used in working time records

In HR practice, it's common to mark individual entries in working time records with letter codes — this makes the documentation easier to read and speeds up its verification, for example during an inspection. Commonly used codes include: Code Meaning P Work UW Annual (holiday) leave UO Occasional leave UB Unpaid leave L4 Sick leave OP Childcare leave (Art. 188 of the Labour Code) NN Unexcused absence DL Business trip ND Overtime It's worth noting that the law does not impose a single, mandatory set of codes — each company may use its own, as long as they are applied consistently across the organization. In an upcoming article, we'll publish a full, downloadable working time record template with a complete set of codes and guidance on how to use them.

3. Recording working hours for contractors

The obligation to document working time isn't limited to employees on a contract of employment. Under the rules on the minimum hourly rate (Act of October 10, 2002 on the minimum wage), the party ordering the work must also keep records of the hours worked under a contract of mandate or a contract for services. The way these hours are confirmed is agreed between the parties in the contract — it may be, for example, a written, electronic, or document-based confirmation. This is particularly relevant in light of PIP's new powers to scrutinize civil-law contracts — an inspector can now check not only whether hours are documented at all, but also whether the actual nature of the cooperation shows the hallmarks of an employment relationship (based, among other things, on who actually supervises the work and whether specific working hours are imposed). We cover the criteria inspectors use for this assessment in detail in 2026 Polish Labor Inspectorate reform: What awaits logistics after July 8 and how to prepare — here, we simply want to flag that recording hours applies to contractors too, not only to employees.  

4. Attendance list vs. working time records – the key difference

These are two different documents, often confused in practice:
  • An attendance list merely confirms that an employee showed up for work (usually via signature or a card swipe) — it is not required by labour law and does not replace working time records.
  • Working time records are the full documentation of start and end times, overtime, on-call duty, leave and absences — keeping them is a statutory obligation under Article 149 of the Labour Code.
Keeping only an attendance list, without full working time records, does not meet legal requirements and may expose the employer to liability.  

5. How to prepare for a PIP inspection in 2026

Since July 8, 2026, PIP inspectors have broader inspection tools, and the stakes for gaps in working time documentation are higher than before. A few basics worth putting in place now:
  • make sure working time records are kept for everyone engaged with the company, regardless of the form of cooperation,
  • check that records are complete and kept up to date, not filled in retroactively,
  • ensure codes and entries are clear and consistent across departments/locations,
  • retain records for the required period (generally 10 years),
  • where there is any doubt about the form of engagement, review civil-law contracts for features of an employment relationship.

6. Forms of recording working hours

The law does not impose a single form of documenting working hours. The employer may apply:
  • paper records – traditional attendance lists,
  • electronic records – modern RCP systems, applications and online tools.
More and more companies are choosing digital solutions that minimize the risk of errors and ensure compliance. 📌 Recording of working hours can be done in paper or electronic form, but digital systems provide greater control and data security.

7. Recording Working Hours in Time Harmony

The Time Harmony system  enables full, legally compliant recording of working hours in an electronic version. Thanks to it:
  • employees can register entries and exits with an RFID card, PIN or QR code,
  • it is possible to connect the system with turnstiles for full automation,
  • people working remotely or in the office record their working time online,
  • HR staff has access to current reports and analytics,
  • data is securely stored in accordance with the current requirements of the Labour Code.
This reduces time-consuming administrative work, increases transparency across the company, and makes it easier to assemble complete documentation ahead of an inspection. 📌 Time Harmony automates the recording of working hours and helps ensure compliance with the Labour Code, while streamlining processes across the organization.  

8. Summary

Recording working hours is a legal obligation for every employer under Polish labour law — and since July 8, 2026, with the amended PIP Act in force, the consequences of neglecting it are clearly harsher than before. Proper records are the basis for calculating pay, planning working time, and minimizing the risk of disputes and fines. Implementing an electronic system such as Time Harmony not only helps meet legal requirements but also streamlines processes across the organization and keeps documentation inspection-ready.  ]]> https://timeharmony.pl/en/recording-working-hours-is-a-legal-requirement-for-every-employer-learn-what-the-law-says-what-obligations-you-must-meet-and-how-to-stay-compliant-with-labor-regulations/feed/ 0 2026 Polish Labor Inspectorate reform: What awaits logistics after July 8 and how to prepare https://timeharmony.pl/en/2026-polish-labor-inspectorate-reform-what-awaits-logistics-after-july-8-and-how-to-prepare/ https://timeharmony.pl/en/2026-polish-labor-inspectorate-reform-what-awaits-logistics-after-july-8-and-how-to-prepare/#respond Thu, 25 Jun 2026 17:56:06 +0000 https://timeharmony.pl/?p=25566 2026 Polish Labor Inspectorate reform (reforma PIP 2026) represents one of the most significant shifts in labor law enforcement in years—and it carries profound implications for the logistics sector. On July 8, 2026, an amendment to the Act on the National Labor Inspectorate (PIP) comes into force. This amendment grants inspectors the power to administratively convert civil law contracts into standard employment contracts. For warehouses, logistics operators, and fulfillment companies—which heavily rely on temporary work and flexible staffing models—this is a regulatory milestone that cannot be ignored. Below, we explain exactly what is changing, why logistics is particularly exposed, and what steps companies must take to prepare.

What exactly changes on July 8, 2026?

The amendment driving the 2026 Polish Labor Inspectorate reform was passed by the Sejm on March 11, 2026, signed by the President on April 2, and published in the Journal of Laws (Dz.U. 2026, item 473). Following a three-month vacatio legis, the new regulations take effect on July 8, 2026. The most critical update boils down to this: labor inspectors are gaining a tool to administratively declare the existence of an employment relationship—without having to file a lawsuit and wait for a court ruling. It is vital to clear up a common misconception right away: the PIP reform 2026 does not alter the core definition of an employment relationship. Article 22 § 1 of the Polish Labor Code remains unchanged, and the classic criteria (subordination, personal performance of work, working under a supervisor's direction, and at a place and time designated by the employer) have been in place for decades. What is changing is the efficiency and speed of enforcing these rules. Properly structured civil law contracts and B2B agreements remain entirely legal and safe.

Administrative decisions instead of court proceedings

The new procedure follows a gradual path:
  1. Compliance order: First, the inspector issues an order to rectify violations, setting a deadline to sign an employment contract or restructure the terms of cooperation.
  2. Administrative proceedings: If the compliance order is ignored, the inspector can request the District Labor Inspector to launch administrative proceedings, which conclude with a formal decision establishing an employment relationship.
  3. Court alternative: Alternatively, the inspector can still choose to refer the case directly to a labor court.

Appeals and enforceability

This mechanism is what gives the 2026 Polish Labor Inspectorate reform its teeth. Employers can appeal the District Inspector's decision to a labor court within 30 days. The law stipulates that courts should process these appeals swiftly (ideally within a month). Crucially, filing an appeal suspends the execution of the decision until a final, legally binding court ruling is issued. The only exception is immediate enforceability, which can only be applied to legally protected categories of workers (e.g., trade union activists, employees of pre-retirement age, or individuals on certified medical leave). Furthermore, the burden of action shifts entirely to the employer, who must file the appeal and present all counter-evidence at the very start of the process.

Much higher fines

Maximum fines for violations against employee rights are doubling—increasing from PLN 30,000 to PLN 60,000, and up to PLN 90,000 for repeat offenses (recidivism). Companies must also consider the backdated social security (ZUS) and tax implications: if an inspector's decision is upheld, authorities can audit and recalculate outstanding contributions and taxes up to 5 years back.

Remote inspections

The new framework introduces a remote inspection mode. Inspectors can now demand electronic documents, conduct online witness interviews, and perform remote site inspections. In practice, a compliance check can begin and progress significantly before an inspector ever physically steps foot inside your warehouse. This makes it all the more important to have current, electronic records of working time, ready to be made available on request.

Algorithmic targeting: ZUS + KAS + KSeF

The 2026 Polish Labor Inspectorate reform greatly expands data sharing between PIP, the Social Insurance Institution (ZUS), and the National Revenue Administration (KAS). ZUS will provide inspectors with comprehensive payer data, including contribution structures (e.g., the exact ratio of payroll employees to contractors). When combined with invoice analysis (including data from the National e-Invoice System - KSeF), this allows the authorities to use data analytics to flag and target specific companies for audits before an inspector arrives. The scale of enforcement is growing rapidly: PIP's official plan for 2026 projects approximately 55,000 audits, including 200 highly targeted data-driven campaigns, backed by the hiring of 360 new inspectors across 2026–2027. Businesses should also remember that anonymous reports remain a legal trigger for an audit, and employers are not permitted to know who initiated the complaint.

Why the logistics sector is uniquely vulnerable

Warehouses, cross-docking facilities, and e-commerce fulfillment hubs operate in an environment where temporary staffing is the operational standard, not the exception. Temporary workers often make up a massive percentage of warehouse floor staff. Turnover is naturally high, and volume fluctuations are structural—driven by peaks like Black Friday, Q4 retail surges, and seasonal e-commerce traffic. This specific model—heavy reliance on temporary work agencies, contracts of mandate (umowa zlecenia), and B2B contracts—is exactly what the PIP reform 2026 is designed to scrutinize. This is not a guess. In its strategic agenda, PIP explicitly states it will continue intensive audits of temporary work agencies and user employers, focusing heavily on cases where temporary work or outsourcing setups disguise a de facto employment relationship. It is worth noting that while logistics is in the crosshairs, this compliance risk applies equally to services, e-commerce, IT, and the creative sector—anywhere flexible staffing models are the norm.

What inspectors actually look for: Substance over form

The golden rule of the 2026 Polish Labor Inspectorate reform is that inspectors evaluate reality, not contract titles. The core question they seek to answer is: Who was actually managing this worker on a day-to-day basis? The actual method of execution is what matters. Inspectors will look directly at:
  • Supervision: Who issues daily operational orders? If a team leader from the client company directs a contractor exactly like an internal employee, that is a major red flag. Strategic or quality oversight (e.g., QA, health and safety standards) is permitted, but direct operational management should be avoided.
  • Working hours: Client companies should not dictate specific shifts to individual contractors by name. Instead, you should request general time slots or project deadlines on an unnamed basis. The compliant model is: "We require 8 hours of night-shift coverage on May 15–16," rather than "John Doe is assigned to the night shift."
  • Place of work: In logistics, pointing to a specific warehouse location is an objective, operational necessity. This alone will not invalidate a civil contract, provided the overall execution of the work remains independent.
  • Results vs. process: A company can define the expected output standard (e.g., number of boxes packed, pallets prepped), but it should not micromanage the pace or the exact sequence of the contractor's tasks.

Action plan: How companies should prepare

To ensure compliance under the reforma PIP 2026, temporary staffing models must maintain a clear, distinct separation of roles within the triangular relationship: User Employer (PU) / Temporary Work Agency (APT) / Temporary Worker (PT). The goal is to minimize direct, unmediated interaction between the client company and the temporary worker.
  • The User Employer orders a block of service hours from the agency—without naming specific individuals. The order is treated strictly as an unnamed service.
  • The Temporary Worker declares availability directly to the agency; their legal and operational relationship remains exclusively with that agency.
  • The Agency handles all communication, HR issues, and core management. Operational updates, attendance issues, absences, or conflicts must go through the agency's coordinators, not the client company's internal staff.

The 5-point compliance checklist

Review these five high-risk areas before an inspector requests your records:
  • Communication: Does all contact with temporary staff go through the agency? Are you avoiding direct scheduling via WhatsApp, text, or personal phone calls?
  • Ordering process: Are you procurement-focused (ordering a volume of service hours) or are you naming specific individuals and dictating their personal schedules?
  • Operational control: Who is physically directing the work on the floor—your supervisors or the agency's coordinators? Are your instructions strictly result-oriented rather than process-driven?
  • Settlements and billing: Are you paying the agency for a completed service invoice, or do your internal timesheets look exactly like your internal payroll records?
  • Documentation: Do you have an established audit trail ready for a sudden inspection? Can you instantly produce a history of service orders, agency agreements, and operational incident logs?
Expert recommendation: Do not wait until July 8. The months leading up to the enforcement date are your window to review B2B contracts and civil law agreements. If a setup mirrors an employment relationship, restructure the collaboration on your own terms before an inspector does it for you.

How Time Harmony supports compliance under the new law

No software can automatically substitute a legally compliant operational model—true compliance is determined by your real daily practices, not your tech stack. However, because inspectors base their decisions on hard facts and require comprehensive documentation, a tool that logs and organizes those facts is a powerful asset. This is where Time Harmony—an advanced time and productivity management system built for logistics and temporary employment agencies—becomes an invaluable compliance shield against the 2026 Polish Labor Inspectorate reform risks:
  • Remote agency supervision: Time Harmony allows agencies to monitor attendance and team productivity online in real time, without requiring a physical coordinator on-site. This reinforces the legal model where the agency—not the user employer's manager—retains operational control over the worker.
  • Measuring results, not dictating processes: The system's task and performance tracking modules allow companies to settle accounts based on actual output (e.g., processing speeds, completed tasks). This aligns perfectly with the legal requirement of valuing results over controlled processes.
  • A complete audit trail: The platform automatically builds a watertight historical archive: time records, shift schedules, attendance logs, and performance reports. This structured history serves as your defense during targeted audits and can be instantly exported to fulfill remote documentation requests.
  • On-demand reporting for remote audits: Because the PIP reform 2026 introduces digital document demands, the ability to instantly generate clean, accurate individual or team reports drastically simplifies your response to an active inspection.
  • Enterprise integration and security: Time Harmony integrates with major WMS, ERP, and HR systems (including SAP, Enova, and Optima). All data is hosted securely on EU-based servers with enterprise-grade encryption and access controls fully compliant with GDPR—a critical factor during remote interviews and official data transfers.
Ultimately, Time Harmony does not replace your legal strategy; instead, it delivers the verifiable data trail and supports the operational structure required to successfully defend your business during an audit.

2026 Polish Labor Inspectorate reform  - summary

July 8, 2026, does not redefine employment, but it exponentially accelerates how strictly it is enforced. The 2026 Polish Labor Inspectorate reform introduces rapid administrative decisions, doubled fines, remote audits, and automated data-matching via ZUS and KAS. For the logistics sector—where business continuity relies on temporary staffing, seasonal scaling, and high volume flexibility—the way you manage daily operations and document workflows is now just as critical as the text of your contracts. The best time to run through the 5-point checklist and secure your data infrastructure is right now, well before an inspector makes the call for you.    ]]> 2026 Polish Labor Inspectorate reform (reforma PIP 2026) represents one of the most significant shifts in labor law enforcement in years—and it carries profound implications for the logistics sector. On July 8, 2026, an amendment to the Act on the National Labor Inspectorate (PIP) comes into force. This amendment grants inspectors the power to administratively convert civil law contracts into standard employment contracts. For warehouses, logistics operators, and fulfillment companies—which heavily rely on temporary work and flexible staffing models—this is a regulatory milestone that cannot be ignored. Below, we explain exactly what is changing, why logistics is particularly exposed, and what steps companies must take to prepare.

What exactly changes on July 8, 2026?

The amendment driving the 2026 Polish Labor Inspectorate reform was passed by the Sejm on March 11, 2026, signed by the President on April 2, and published in the Journal of Laws (Dz.U. 2026, item 473). Following a three-month vacatio legis, the new regulations take effect on July 8, 2026. The most critical update boils down to this: labor inspectors are gaining a tool to administratively declare the existence of an employment relationship—without having to file a lawsuit and wait for a court ruling. It is vital to clear up a common misconception right away: the PIP reform 2026 does not alter the core definition of an employment relationship. Article 22 § 1 of the Polish Labor Code remains unchanged, and the classic criteria (subordination, personal performance of work, working under a supervisor's direction, and at a place and time designated by the employer) have been in place for decades. What is changing is the efficiency and speed of enforcing these rules. Properly structured civil law contracts and B2B agreements remain entirely legal and safe.

Administrative decisions instead of court proceedings

The new procedure follows a gradual path:
  1. Compliance order: First, the inspector issues an order to rectify violations, setting a deadline to sign an employment contract or restructure the terms of cooperation.
  2. Administrative proceedings: If the compliance order is ignored, the inspector can request the District Labor Inspector to launch administrative proceedings, which conclude with a formal decision establishing an employment relationship.
  3. Court alternative: Alternatively, the inspector can still choose to refer the case directly to a labor court.

Appeals and enforceability

This mechanism is what gives the 2026 Polish Labor Inspectorate reform its teeth. Employers can appeal the District Inspector's decision to a labor court within 30 days. The law stipulates that courts should process these appeals swiftly (ideally within a month). Crucially, filing an appeal suspends the execution of the decision until a final, legally binding court ruling is issued. The only exception is immediate enforceability, which can only be applied to legally protected categories of workers (e.g., trade union activists, employees of pre-retirement age, or individuals on certified medical leave). Furthermore, the burden of action shifts entirely to the employer, who must file the appeal and present all counter-evidence at the very start of the process.

Much higher fines

Maximum fines for violations against employee rights are doubling—increasing from PLN 30,000 to PLN 60,000, and up to PLN 90,000 for repeat offenses (recidivism). Companies must also consider the backdated social security (ZUS) and tax implications: if an inspector's decision is upheld, authorities can audit and recalculate outstanding contributions and taxes up to 5 years back.

Remote inspections

The new framework introduces a remote inspection mode. Inspectors can now demand electronic documents, conduct online witness interviews, and perform remote site inspections. In practice, a compliance check can begin and progress significantly before an inspector ever physically steps foot inside your warehouse. This makes it all the more important to have current, electronic records of working time, ready to be made available on request.

Algorithmic targeting: ZUS + KAS + KSeF

The 2026 Polish Labor Inspectorate reform greatly expands data sharing between PIP, the Social Insurance Institution (ZUS), and the National Revenue Administration (KAS). ZUS will provide inspectors with comprehensive payer data, including contribution structures (e.g., the exact ratio of payroll employees to contractors). When combined with invoice analysis (including data from the National e-Invoice System - KSeF), this allows the authorities to use data analytics to flag and target specific companies for audits before an inspector arrives. The scale of enforcement is growing rapidly: PIP's official plan for 2026 projects approximately 55,000 audits, including 200 highly targeted data-driven campaigns, backed by the hiring of 360 new inspectors across 2026–2027. Businesses should also remember that anonymous reports remain a legal trigger for an audit, and employers are not permitted to know who initiated the complaint.

Why the logistics sector is uniquely vulnerable

Warehouses, cross-docking facilities, and e-commerce fulfillment hubs operate in an environment where temporary staffing is the operational standard, not the exception. Temporary workers often make up a massive percentage of warehouse floor staff. Turnover is naturally high, and volume fluctuations are structural—driven by peaks like Black Friday, Q4 retail surges, and seasonal e-commerce traffic. This specific model—heavy reliance on temporary work agencies, contracts of mandate (umowa zlecenia), and B2B contracts—is exactly what the PIP reform 2026 is designed to scrutinize. This is not a guess. In its strategic agenda, PIP explicitly states it will continue intensive audits of temporary work agencies and user employers, focusing heavily on cases where temporary work or outsourcing setups disguise a de facto employment relationship. It is worth noting that while logistics is in the crosshairs, this compliance risk applies equally to services, e-commerce, IT, and the creative sector—anywhere flexible staffing models are the norm.

What inspectors actually look for: Substance over form

The golden rule of the 2026 Polish Labor Inspectorate reform is that inspectors evaluate reality, not contract titles. The core question they seek to answer is: Who was actually managing this worker on a day-to-day basis? The actual method of execution is what matters. Inspectors will look directly at:
  • Supervision: Who issues daily operational orders? If a team leader from the client company directs a contractor exactly like an internal employee, that is a major red flag. Strategic or quality oversight (e.g., QA, health and safety standards) is permitted, but direct operational management should be avoided.
  • Working hours: Client companies should not dictate specific shifts to individual contractors by name. Instead, you should request general time slots or project deadlines on an unnamed basis. The compliant model is: "We require 8 hours of night-shift coverage on May 15–16," rather than "John Doe is assigned to the night shift."
  • Place of work: In logistics, pointing to a specific warehouse location is an objective, operational necessity. This alone will not invalidate a civil contract, provided the overall execution of the work remains independent.
  • Results vs. process: A company can define the expected output standard (e.g., number of boxes packed, pallets prepped), but it should not micromanage the pace or the exact sequence of the contractor's tasks.

Action plan: How companies should prepare

To ensure compliance under the reforma PIP 2026, temporary staffing models must maintain a clear, distinct separation of roles within the triangular relationship: User Employer (PU) / Temporary Work Agency (APT) / Temporary Worker (PT). The goal is to minimize direct, unmediated interaction between the client company and the temporary worker.
  • The User Employer orders a block of service hours from the agency—without naming specific individuals. The order is treated strictly as an unnamed service.
  • The Temporary Worker declares availability directly to the agency; their legal and operational relationship remains exclusively with that agency.
  • The Agency handles all communication, HR issues, and core management. Operational updates, attendance issues, absences, or conflicts must go through the agency's coordinators, not the client company's internal staff.

The 5-point compliance checklist

Review these five high-risk areas before an inspector requests your records:
  • Communication: Does all contact with temporary staff go through the agency? Are you avoiding direct scheduling via WhatsApp, text, or personal phone calls?
  • Ordering process: Are you procurement-focused (ordering a volume of service hours) or are you naming specific individuals and dictating their personal schedules?
  • Operational control: Who is physically directing the work on the floor—your supervisors or the agency's coordinators? Are your instructions strictly result-oriented rather than process-driven?
  • Settlements and billing: Are you paying the agency for a completed service invoice, or do your internal timesheets look exactly like your internal payroll records?
  • Documentation: Do you have an established audit trail ready for a sudden inspection? Can you instantly produce a history of service orders, agency agreements, and operational incident logs?
Expert recommendation: Do not wait until July 8. The months leading up to the enforcement date are your window to review B2B contracts and civil law agreements. If a setup mirrors an employment relationship, restructure the collaboration on your own terms before an inspector does it for you.

How Time Harmony supports compliance under the new law

No software can automatically substitute a legally compliant operational model—true compliance is determined by your real daily practices, not your tech stack. However, because inspectors base their decisions on hard facts and require comprehensive documentation, a tool that logs and organizes those facts is a powerful asset. This is where Time Harmony—an advanced time and productivity management system built for logistics and temporary employment agencies—becomes an invaluable compliance shield against the 2026 Polish Labor Inspectorate reform risks:
  • Remote agency supervision: Time Harmony allows agencies to monitor attendance and team productivity online in real time, without requiring a physical coordinator on-site. This reinforces the legal model where the agency—not the user employer's manager—retains operational control over the worker.
  • Measuring results, not dictating processes: The system's task and performance tracking modules allow companies to settle accounts based on actual output (e.g., processing speeds, completed tasks). This aligns perfectly with the legal requirement of valuing results over controlled processes.
  • A complete audit trail: The platform automatically builds a watertight historical archive: time records, shift schedules, attendance logs, and performance reports. This structured history serves as your defense during targeted audits and can be instantly exported to fulfill remote documentation requests.
  • On-demand reporting for remote audits: Because the PIP reform 2026 introduces digital document demands, the ability to instantly generate clean, accurate individual or team reports drastically simplifies your response to an active inspection.
  • Enterprise integration and security: Time Harmony integrates with major WMS, ERP, and HR systems (including SAP, Enova, and Optima). All data is hosted securely on EU-based servers with enterprise-grade encryption and access controls fully compliant with GDPR—a critical factor during remote interviews and official data transfers.
Ultimately, Time Harmony does not replace your legal strategy; instead, it delivers the verifiable data trail and supports the operational structure required to successfully defend your business during an audit.

2026 Polish Labor Inspectorate reform  - summary

July 8, 2026, does not redefine employment, but it exponentially accelerates how strictly it is enforced. The 2026 Polish Labor Inspectorate reform introduces rapid administrative decisions, doubled fines, remote audits, and automated data-matching via ZUS and KAS. For the logistics sector—where business continuity relies on temporary staffing, seasonal scaling, and high volume flexibility—the way you manage daily operations and document workflows is now just as critical as the text of your contracts. The best time to run through the 5-point checklist and secure your data infrastructure is right now, well before an inspector makes the call for you.    ]]> https://timeharmony.pl/en/2026-polish-labor-inspectorate-reform-what-awaits-logistics-after-july-8-and-how-to-prepare/feed/ 0 Where are you heading, Logistics? 2026 Edition: Will data or robots build warehouse labor efficiency? https://timeharmony.pl/en/where-are-you-heading-logistics-2026-edition-will-data-or-robots-build-warehouse-labor-efficiency/ Thu, 28 May 2026 14:38:33 +0000 https://timeharmony.pl/?p=25352 "Where are you heading, Logistics? 2026 Edition," developed by experts from ManpowerGroup and the American Chamber of Commerce in Poland, focusing directly on the Polish market. Both the report itself and the engaging panel discussions lead to one incredibly powerful conclusion: Polish logistics finds itself gripped by rising costs and a demographic gap. However, the key to solving these problems lies in a completely different place than most companies think. The technological arms race on the Polish logistics market will be won not by those who blindly buy the most expensive robots, but by those who focus on warehouse labor efficiency based on reliable data.

Market optimism in Poland in the shadow of intense competition

The logistics sector in Poland holds a strong position – as many as 7 out of 10 surveyed companies consider it well-developed compared to other European markets, and 75% rate Poland's attractiveness for new logistics investments very highly. What is more, development prospects for the Polish market are promising: as many as 69% of respondents expect further growth of the sector in the coming years, and this optimism is confirmed by financial forecasts. Only 2% of organizations in Poland do not assume revenue growth in the current year (which represents a massive improvement compared to 2025, when 18% of respondents declared no growth). The most dynamic development, meaning revenue growth exceeding 50%, is expected by 7% of organizations. Despite such positive sentiments, companies operating on the Polish market remain cautious when asked about their position against direct competitors – about half of them (from 51% to 54%) rate their results in sales, profit, market share, and return on investment (ROI) as simply close to the market average. This shows how intense the rivalry is and how difficult it is today to build a sustainable competitive advantage in Poland.

Logistics labor costs are rising in Poland, but what about productivity?

Finances are the main driving force behind changes in the industry. According to the report, as many as 60% of organizations in Poland consider rising staff recruitment costs to be a serious or very serious problem. Panel discussion participants directly pointed out that personnel costs are currently the fastest-growing factor in the structure of operating expenses within Polish logistics. This is hardly surprising, given that logistics generates heavy burdens for a significant part of the market: for 38% of the surveyed companies, logistics costs account for 5% to 10% of sales value, and for another 20% of organizations, this ratio reaches between 10% and 20%. Most worryingly, however, the increase in labor costs does not go hand in hand with an increase in team productivity. The situation is worsened by deepening demographic problems specific to the Polish TSL sector. Experts estimate that over the next decade, up to 150,000 workers will leave the Polish TSL (Transport-Shipping-Logistics) sector due to natural causes. Recruiting new ones is becoming a monumental challenge. Over the last 6 months, logistics companies in Poland have collided hardest with the shortage of labor for key executive positions: as many as 88% of companies declare immense difficulties in acquiring forklift and machine operators, and 72% in filling driver positions. Finding freight forwarders (51% of indications) and unskilled manual workers (48%) is also becoming a major issue on the local market.

How do skill gaps and new HR strategies affect warehouse labor efficiency?

The automation of warehouse processes seems to be the Polish market's natural response. As many as 58% of logistics companies plan to invest in automation and robotics in the coming years, and 43% want to implement these solutions directly within warehouse processes. At this point, however, a fundamental question must be asked: are our organizations ready for a robot to stand in the warehouse and work shoulder to shoulder with a human? Most managers forget the golden rule of intralogistics: automating chaos only results in automated chaos. If the processes in the warehouse are unorganized, work standards are unclear, and the flow of information breaks down at every step, implementing expensive AGVs/AMRs or picking robots will only generate massive costs without bringing the expected return on investment (ROI). The Polish logistics industry still has a major lesson to learn when it comes to mastering process chaos. Before we hand warehouses over to machines, we must optimize what we have today to improve warehouse labor efficiency.

Humans at the heart of logistics – how to increase team productivity?

Despite the galloping development of artificial intelligence (AI), advanced analytics, and automation, humans will remain the heart of logistics for many years to come. Since human resources on the Polish labor market are limited, the only way to maintain profit margins is through good work organization and constantly raising the productivity of the current team. To achieve this, three elements are essential:
  • Monitoring the correct flow of processes and eliminating bottlenecks (wasted time).
  • Reliably tracking employee performance to ensure fair evaluation and team motivation.
  • Working with the data provided by modern systems.
Modern warehouses generate gigantic amounts of information through WMS or ERP systems. The problem is that very few people know how to draw constructive conclusions from this data.

Lessons from implementations: Data needs a leader, and recruitment needs redefining

Our long-term implementation experience within the Polish logistics market reveals a clear pattern: an IT system by itself will not fix a business. Real optimization processes occur only when a dedicated data coordinator is appointed within the organizational structure. When a team regularly analyzes system reports, it can precisely identify which warehouse zones generate delays, when employees lose the most time on "empty runs", and how to effectively plan staffing across shifts to maximize warehouse labor efficiency. Interestingly, the report shows that companies in Poland are beginning to notice internal gaps. The largest deficits among current logistics employees relate precisely to analytical skills (indicated by 40% of organizations) and soft skills (36%). To acquire these necessary skills and successfully fight the talent shortage, organizations are abandoning passive waiting for ideal candidates and shifting their personnel strategies. In 2026, the key actions taken by companies in Poland to build competencies are:
  • Training and upskilling (44%): Raising the qualifications of current employees within their existing roles.
  • Reskilling (39%): Comprehensive retraining and deploying teams to entirely new tasks.
  • Digitalization and automation (28%): Technological implementations aimed directly at reducing the demand for scarce workers (an increase from just 14% in the previous year!).
  • Employment flexibility: As many as 42% of companies use part-time employment, and 37% utilize temporary work.
Flexible forms of employment are no longer treated as a last resort, but are becoming a strategic tool. Nearly 60% of organizations declare that they increase operational flexibility, and 52% claim they allow for better adjustment of labor resources to changing needs. Almost every second company (49%) also notes that flexibility makes it easier to acquire and retain qualified employees during a labor market crisis in Poland.

How Time Harmony supports warehouse labor efficiency

These exact mechanisms form the foundation of the philosophy and architecture of the Time Harmony system. When we implement our solution in logistics centers across Poland, we do not just give companies another complicated IT tool they do not know what to do with. We give them transparency and control over HR and operational processes. Wherever the Time Harmony system is operational, warehouse labor efficiency grows because:
  • We uncover hidden potential: Management gains access to reliable, unaltered data regarding actual working time and the efficiency of task execution by individual workers.
  • We eliminate process chaos: Coordinators and shift supervisors can monitor the team's work in real time and react immediately to deviations from the norm.
  • We build a foundation for the future: Organizing processes and boosting human productivity by a dozen or several dozen percent is the best (and cheapest) way to fight cost pressures. Only on such prepared, "clean" ground can you safely consider deploying robots.
Rising labor costs in logistics are a fact that we cannot beat with methods of the past. Instead of waiting for a technological revolution, it is worth starting with the optimization of the team you have at your disposal today. Reliable analytics and a system that turns chaos into profit will help you achieve this. Want to know how much time is being wasted in your logistics center and how modern solutions can immediately boost warehouse labor efficiency? Contact us and check out the capabilities of the Time Harmony system.]]> "Where are you heading, Logistics? 2026 Edition," developed by experts from ManpowerGroup and the American Chamber of Commerce in Poland, focusing directly on the Polish market. Both the report itself and the engaging panel discussions lead to one incredibly powerful conclusion: Polish logistics finds itself gripped by rising costs and a demographic gap. However, the key to solving these problems lies in a completely different place than most companies think. The technological arms race on the Polish logistics market will be won not by those who blindly buy the most expensive robots, but by those who focus on warehouse labor efficiency based on reliable data.

Market optimism in Poland in the shadow of intense competition

The logistics sector in Poland holds a strong position – as many as 7 out of 10 surveyed companies consider it well-developed compared to other European markets, and 75% rate Poland's attractiveness for new logistics investments very highly. What is more, development prospects for the Polish market are promising: as many as 69% of respondents expect further growth of the sector in the coming years, and this optimism is confirmed by financial forecasts. Only 2% of organizations in Poland do not assume revenue growth in the current year (which represents a massive improvement compared to 2025, when 18% of respondents declared no growth). The most dynamic development, meaning revenue growth exceeding 50%, is expected by 7% of organizations. Despite such positive sentiments, companies operating on the Polish market remain cautious when asked about their position against direct competitors – about half of them (from 51% to 54%) rate their results in sales, profit, market share, and return on investment (ROI) as simply close to the market average. This shows how intense the rivalry is and how difficult it is today to build a sustainable competitive advantage in Poland.

Logistics labor costs are rising in Poland, but what about productivity?

Finances are the main driving force behind changes in the industry. According to the report, as many as 60% of organizations in Poland consider rising staff recruitment costs to be a serious or very serious problem. Panel discussion participants directly pointed out that personnel costs are currently the fastest-growing factor in the structure of operating expenses within Polish logistics. This is hardly surprising, given that logistics generates heavy burdens for a significant part of the market: for 38% of the surveyed companies, logistics costs account for 5% to 10% of sales value, and for another 20% of organizations, this ratio reaches between 10% and 20%. Most worryingly, however, the increase in labor costs does not go hand in hand with an increase in team productivity. The situation is worsened by deepening demographic problems specific to the Polish TSL sector. Experts estimate that over the next decade, up to 150,000 workers will leave the Polish TSL (Transport-Shipping-Logistics) sector due to natural causes. Recruiting new ones is becoming a monumental challenge. Over the last 6 months, logistics companies in Poland have collided hardest with the shortage of labor for key executive positions: as many as 88% of companies declare immense difficulties in acquiring forklift and machine operators, and 72% in filling driver positions. Finding freight forwarders (51% of indications) and unskilled manual workers (48%) is also becoming a major issue on the local market.

How do skill gaps and new HR strategies affect warehouse labor efficiency?

The automation of warehouse processes seems to be the Polish market's natural response. As many as 58% of logistics companies plan to invest in automation and robotics in the coming years, and 43% want to implement these solutions directly within warehouse processes. At this point, however, a fundamental question must be asked: are our organizations ready for a robot to stand in the warehouse and work shoulder to shoulder with a human? Most managers forget the golden rule of intralogistics: automating chaos only results in automated chaos. If the processes in the warehouse are unorganized, work standards are unclear, and the flow of information breaks down at every step, implementing expensive AGVs/AMRs or picking robots will only generate massive costs without bringing the expected return on investment (ROI). The Polish logistics industry still has a major lesson to learn when it comes to mastering process chaos. Before we hand warehouses over to machines, we must optimize what we have today to improve warehouse labor efficiency.

Humans at the heart of logistics – how to increase team productivity?

Despite the galloping development of artificial intelligence (AI), advanced analytics, and automation, humans will remain the heart of logistics for many years to come. Since human resources on the Polish labor market are limited, the only way to maintain profit margins is through good work organization and constantly raising the productivity of the current team. To achieve this, three elements are essential:
  • Monitoring the correct flow of processes and eliminating bottlenecks (wasted time).
  • Reliably tracking employee performance to ensure fair evaluation and team motivation.
  • Working with the data provided by modern systems.
Modern warehouses generate gigantic amounts of information through WMS or ERP systems. The problem is that very few people know how to draw constructive conclusions from this data.

Lessons from implementations: Data needs a leader, and recruitment needs redefining

Our long-term implementation experience within the Polish logistics market reveals a clear pattern: an IT system by itself will not fix a business. Real optimization processes occur only when a dedicated data coordinator is appointed within the organizational structure. When a team regularly analyzes system reports, it can precisely identify which warehouse zones generate delays, when employees lose the most time on "empty runs", and how to effectively plan staffing across shifts to maximize warehouse labor efficiency. Interestingly, the report shows that companies in Poland are beginning to notice internal gaps. The largest deficits among current logistics employees relate precisely to analytical skills (indicated by 40% of organizations) and soft skills (36%). To acquire these necessary skills and successfully fight the talent shortage, organizations are abandoning passive waiting for ideal candidates and shifting their personnel strategies. In 2026, the key actions taken by companies in Poland to build competencies are:
  • Training and upskilling (44%): Raising the qualifications of current employees within their existing roles.
  • Reskilling (39%): Comprehensive retraining and deploying teams to entirely new tasks.
  • Digitalization and automation (28%): Technological implementations aimed directly at reducing the demand for scarce workers (an increase from just 14% in the previous year!).
  • Employment flexibility: As many as 42% of companies use part-time employment, and 37% utilize temporary work.
Flexible forms of employment are no longer treated as a last resort, but are becoming a strategic tool. Nearly 60% of organizations declare that they increase operational flexibility, and 52% claim they allow for better adjustment of labor resources to changing needs. Almost every second company (49%) also notes that flexibility makes it easier to acquire and retain qualified employees during a labor market crisis in Poland.

How Time Harmony supports warehouse labor efficiency

These exact mechanisms form the foundation of the philosophy and architecture of the Time Harmony system. When we implement our solution in logistics centers across Poland, we do not just give companies another complicated IT tool they do not know what to do with. We give them transparency and control over HR and operational processes. Wherever the Time Harmony system is operational, warehouse labor efficiency grows because:
  • We uncover hidden potential: Management gains access to reliable, unaltered data regarding actual working time and the efficiency of task execution by individual workers.
  • We eliminate process chaos: Coordinators and shift supervisors can monitor the team's work in real time and react immediately to deviations from the norm.
  • We build a foundation for the future: Organizing processes and boosting human productivity by a dozen or several dozen percent is the best (and cheapest) way to fight cost pressures. Only on such prepared, "clean" ground can you safely consider deploying robots.
Rising labor costs in logistics are a fact that we cannot beat with methods of the past. Instead of waiting for a technological revolution, it is worth starting with the optimization of the team you have at your disposal today. Reliable analytics and a system that turns chaos into profit will help you achieve this. Want to know how much time is being wasted in your logistics center and how modern solutions can immediately boost warehouse labor efficiency? Contact us and check out the capabilities of the Time Harmony system.]]> What’s new in Time Harmony 3.17& 3.18: A comprehensive Team Management and performance analytics tool https://timeharmony.pl/en/whats-new-in-time-harmony-3-17-3-18-a-comprehensive-team-management-and-performance-analytics-tool/ Thu, 07 May 2026 19:00:12 +0000 https://timeharmony.pl/?p=25288 Time Harmony system and it’s components web application My Time Harmony (MTH) and the My Time Harmony Mobile (MTHM) app introduces solutions that redefine how companies manage access to functions and communicate with distributed teams. Below is a detailed analysis of the key changes, including a major logistical breakthrough: an advanced performance report that makes our system an even more effective team management and performance analytics tool for business process optimization.  

1. Centralized function scope management – personalization without compromise

We have introduced an advanced mechanism for controlling module visibility, allowing administrators to precisely shape the team's work environment within a given instance. Administrators now have full control over which sections of the system are visible to employees in specific applications.
  • MTH (Web App): Ability to toggle visibility for key modules such as T&A (Time and Attendance) event registration, activity logging, and Messaging.
  • MTHM (Mobile App): Offers full granularity with 17 independent toggles, allowing for an extremely precise definition of functions available on smartphones.
This functionality features practical configuration independence. The system allows for separate function definitions for both platforms. For example, the T&A module can be active in the browser while disabled in the mobile app, depending on the company’s strategy. 📌 Objective: To eliminate information noise and provide employees and administrators with the exact tools they need, aligned with the adopted time and activity tracking strategy.  

2. "Work time and performance summary" report

This is a milestone in the evolution of Time Harmony as a team management and performance analytics tool. We have introduced an advanced analytical feature that allows for a comprehensive verification of team efficiency within a single, condensed view. We have already been piloting this report with some of our clients, and their feedback is unanimous: the tool perfectly highlights the correlation between attendance and actual task completion. Today, we are excited to release this feature to all users. Benefits for Warehouse Operations In the logistics and warehouse environment, where every minute impacts the supply chain, this report provides crucial support:
  • Idle Time Analysis (Eliminating "Hidden" Inactivity): The report monitors time at the beginning and end of shifts. In warehouses, this helps detect whether employees actually start logistical processes immediately after clocking in or if operational delays occur.
  • Work Time Structure: Breaking down time into productive (standard) and non-standard categories helps warehouse managers understand how much time is spent on actual tasks (like picking or loading) versus downtime.
  • Punctuality and Continuity: Precise verification of start and end times facilitates supervision over shift fluidity, which is critical for on-time shipping.
  • KPI Achievement: Comparing results against set performance indicators allows for real-time adjustments to staffing and warehouse plans.
Reports can be generated on-demand (export to Excel) or configured for automated delivery, ensuring warehouse managers receive ready-made analyses in their inbox every morning. 📌 Objective: To provide management with instant insight into the relationship between attendance and actual productivity, while fully automating analytical processes in the operational area.

3. Professional messaging module – No more "Gray Zones" in communication

Launching the messaging module directly within the My Time Harmony mobile app (MTHM) is a revolution for companies employing field and production workers.
  • Mass and personalized communication: Send company announcements and documents (e.g., bonus information) directly to the employee's phone.
  • Privacy and security: Communication takes place without the need to share private phone numbers or use insecure external messengers.
  • Guaranteed reach: Integrated with the corporate system, vital information reaches the right people in real time.
📌 Objective: To eliminate digital exclusion for employees without corporate email accounts and to fully professionalize communication channels.  

4. Notification system in mobile app – automated supervision

The new notification system is more than just a convenience; it is a proactive team management and performance analytics tool. Alerts displayed on the lock screen inform users of key events in five categories:
  • Early departure – information when the employee left work before the scheduled time.
  • Organization alerts – notifications about expiring or expired contracts, training, medical examinations, documents, resources or employee competencies.
  • Employee absence – a signal in a situation where the employee did not show up for work according to the schedule.
  • Prolonged activity – an alert when a given activity lasts longer than originally assumed.
  • Report notifications – information about the generation of a ready-made report in the Time Harmony system.
📌 Objective: To minimize legal risks through automated supervision of H&S deadlines and to ensure business continuity thanks to instant alerts regarding absences, lateness, or prolonged tasks.  

A team management tool that works well in many industries

The changes in version 3.17 are the next step toward not only improving HR processes but, above all, increasing the efficiency of information flow. With these new features, you gain full control over the interface, secure communication, and—thanks to the new report—the most accurate team management and performance analytics tool on the market. Discover the new possibilities of Moje Time Harmony! Want to learn how to optimally configure the performance report for your company or need support implementing the messaging module? 👉 Contact us or write to our support team: support@timeharmony.pl 👉 Log in to the Admin Panel and test the new configuration options today!  ]]> Time Harmony system and it’s components web application My Time Harmony (MTH) and the My Time Harmony Mobile (MTHM) app introduces solutions that redefine how companies manage access to functions and communicate with distributed teams. Below is a detailed analysis of the key changes, including a major logistical breakthrough: an advanced performance report that makes our system an even more effective team management and performance analytics tool for business process optimization.  

1. Centralized function scope management – personalization without compromise

We have introduced an advanced mechanism for controlling module visibility, allowing administrators to precisely shape the team's work environment within a given instance. Administrators now have full control over which sections of the system are visible to employees in specific applications.
  • MTH (Web App): Ability to toggle visibility for key modules such as T&A (Time and Attendance) event registration, activity logging, and Messaging.
  • MTHM (Mobile App): Offers full granularity with 17 independent toggles, allowing for an extremely precise definition of functions available on smartphones.
This functionality features practical configuration independence. The system allows for separate function definitions for both platforms. For example, the T&A module can be active in the browser while disabled in the mobile app, depending on the company’s strategy. 📌 Objective: To eliminate information noise and provide employees and administrators with the exact tools they need, aligned with the adopted time and activity tracking strategy.  

2. "Work time and performance summary" report

This is a milestone in the evolution of Time Harmony as a team management and performance analytics tool. We have introduced an advanced analytical feature that allows for a comprehensive verification of team efficiency within a single, condensed view. We have already been piloting this report with some of our clients, and their feedback is unanimous: the tool perfectly highlights the correlation between attendance and actual task completion. Today, we are excited to release this feature to all users. Benefits for Warehouse Operations In the logistics and warehouse environment, where every minute impacts the supply chain, this report provides crucial support:
  • Idle Time Analysis (Eliminating "Hidden" Inactivity): The report monitors time at the beginning and end of shifts. In warehouses, this helps detect whether employees actually start logistical processes immediately after clocking in or if operational delays occur.
  • Work Time Structure: Breaking down time into productive (standard) and non-standard categories helps warehouse managers understand how much time is spent on actual tasks (like picking or loading) versus downtime.
  • Punctuality and Continuity: Precise verification of start and end times facilitates supervision over shift fluidity, which is critical for on-time shipping.
  • KPI Achievement: Comparing results against set performance indicators allows for real-time adjustments to staffing and warehouse plans.
Reports can be generated on-demand (export to Excel) or configured for automated delivery, ensuring warehouse managers receive ready-made analyses in their inbox every morning. 📌 Objective: To provide management with instant insight into the relationship between attendance and actual productivity, while fully automating analytical processes in the operational area.

3. Professional messaging module – No more "Gray Zones" in communication

Launching the messaging module directly within the My Time Harmony mobile app (MTHM) is a revolution for companies employing field and production workers.
  • Mass and personalized communication: Send company announcements and documents (e.g., bonus information) directly to the employee's phone.
  • Privacy and security: Communication takes place without the need to share private phone numbers or use insecure external messengers.
  • Guaranteed reach: Integrated with the corporate system, vital information reaches the right people in real time.
📌 Objective: To eliminate digital exclusion for employees without corporate email accounts and to fully professionalize communication channels.  

4. Notification system in mobile app – automated supervision

The new notification system is more than just a convenience; it is a proactive team management and performance analytics tool. Alerts displayed on the lock screen inform users of key events in five categories:
  • Early departure – information when the employee left work before the scheduled time.
  • Organization alerts – notifications about expiring or expired contracts, training, medical examinations, documents, resources or employee competencies.
  • Employee absence – a signal in a situation where the employee did not show up for work according to the schedule.
  • Prolonged activity – an alert when a given activity lasts longer than originally assumed.
  • Report notifications – information about the generation of a ready-made report in the Time Harmony system.
📌 Objective: To minimize legal risks through automated supervision of H&S deadlines and to ensure business continuity thanks to instant alerts regarding absences, lateness, or prolonged tasks.  

A team management tool that works well in many industries

The changes in version 3.17 are the next step toward not only improving HR processes but, above all, increasing the efficiency of information flow. With these new features, you gain full control over the interface, secure communication, and—thanks to the new report—the most accurate team management and performance analytics tool on the market. Discover the new possibilities of Moje Time Harmony! Want to learn how to optimally configure the performance report for your company or need support implementing the messaging module? 👉 Contact us or write to our support team: support@timeharmony.pl 👉 Log in to the Admin Panel and test the new configuration options today!  ]]> Paid leave for sick pets: A new trend in European labor law? https://timeharmony.pl/en/paid-leave-for-sick-pets-a-new-trend-in-european-labor-law/ Tue, 21 Apr 2026 14:51:59 +0000 https://timeharmony.pl/?p=25189 Pet Leave? Italy sets a new direction in Labor Law Could caring for a sick pet be considered a justified absence from work? In Italy, a landmark court ruling and new legislative proposals are shifting the perspective on this issue. While this remains a novelty in many regions, offering paid leave for sick pets can be a strategic way for employers to stand out in the war for talent and build a loyal, engaged team.

A groundbreaking ruling in Rome

It all started with an employee of a university in Rome who won a legal battle for the right to paid time off to care for her sick dog. The court ruled that since Italian law penalizes pet abandonment or leaving an animal in distress, the owner has a legal obligation to provide medical assistance. Consequently, the absence from work was deemed justified and fully paid. Following this ruling, specific proposals to amend Italian labor law have emerged. These include:
  • Up to 3 days of paid leave per year for domestic pet care.
  • Mandatory certification from a veterinarian.
  • Registration requirement, meaning the pet must be officially microchipped.
📌 Italian courts have equated the obligation to care for a sick pet with family responsibilities, paving the way for formal changes in the national Labor Code.  

Paid leave for sick pets – A subtle tool in the war for talent

In many legal systems, "pet leave" does not officially exist, and employees typically rely on vacation days or personal leave. However, the labor market is becoming increasingly demanding, and the war for talent forces companies to seek unconventional solutions. Could paid leave for sick pets become a competitive advantage for firms looking to attract top-tier professionals? The fact is, instead of rigid structures, modern enterprises are opting for greater flexibility. Introducing an extra day off for emergencies involving a pet sends a clear signal to candidates: "We understand your needs and provide a modern workplace." For high-competency employees, this small gesture can carry more weight than standard benefits. 📌Flexibility regarding an employee's private life is a powerful recruitment argument that builds an image of a "humane" and empathetic employer.  

Any leave type? It’s simple with Time Harmony

Whether you decide to introduce "pet days" or any other non-standard forms of time off, you need a tool that can handle it without creating administrative chaos. In the Time Harmony system, we prioritize full configuration freedom:
  • Create any leave type – from standard vacations to specific days off defined by your internal company policy.
  • Set your own limits and rules – you decide if a specific absence is paid, how many days are allowed, and which documents (e.g., a vet’s note) are required.
  • All in one view – managers can instantly see team availability, regardless of the reason for an employee's absence.
📌Time Harmony allows for the instant implementation of custom absence types, giving you full control over costs and workforce planning.  

Summary

The shifts in Italian labor law are a fascinating signal from Europe. While statutory changes might not be immediate in every country, flexibility in managing time off is becoming a real asset for entrepreneurs. Instead of waiting for legal mandates, you can proactively shape your leave policy to attract and retain the best specialists. With Time Harmony, you can do this in just a few clicks.   Want to see how easy it is to configure custom leave types in your company? Explore Time Harmony’s features and manage work time without limits!]]> Pet Leave? Italy sets a new direction in Labor Law Could caring for a sick pet be considered a justified absence from work? In Italy, a landmark court ruling and new legislative proposals are shifting the perspective on this issue. While this remains a novelty in many regions, offering paid leave for sick pets can be a strategic way for employers to stand out in the war for talent and build a loyal, engaged team.

A groundbreaking ruling in Rome

It all started with an employee of a university in Rome who won a legal battle for the right to paid time off to care for her sick dog. The court ruled that since Italian law penalizes pet abandonment or leaving an animal in distress, the owner has a legal obligation to provide medical assistance. Consequently, the absence from work was deemed justified and fully paid. Following this ruling, specific proposals to amend Italian labor law have emerged. These include:
  • Up to 3 days of paid leave per year for domestic pet care.
  • Mandatory certification from a veterinarian.
  • Registration requirement, meaning the pet must be officially microchipped.
📌 Italian courts have equated the obligation to care for a sick pet with family responsibilities, paving the way for formal changes in the national Labor Code.  

Paid leave for sick pets – A subtle tool in the war for talent

In many legal systems, "pet leave" does not officially exist, and employees typically rely on vacation days or personal leave. However, the labor market is becoming increasingly demanding, and the war for talent forces companies to seek unconventional solutions. Could paid leave for sick pets become a competitive advantage for firms looking to attract top-tier professionals? The fact is, instead of rigid structures, modern enterprises are opting for greater flexibility. Introducing an extra day off for emergencies involving a pet sends a clear signal to candidates: "We understand your needs and provide a modern workplace." For high-competency employees, this small gesture can carry more weight than standard benefits. 📌Flexibility regarding an employee's private life is a powerful recruitment argument that builds an image of a "humane" and empathetic employer.  

Any leave type? It’s simple with Time Harmony

Whether you decide to introduce "pet days" or any other non-standard forms of time off, you need a tool that can handle it without creating administrative chaos. In the Time Harmony system, we prioritize full configuration freedom:
  • Create any leave type – from standard vacations to specific days off defined by your internal company policy.
  • Set your own limits and rules – you decide if a specific absence is paid, how many days are allowed, and which documents (e.g., a vet’s note) are required.
  • All in one view – managers can instantly see team availability, regardless of the reason for an employee's absence.
📌Time Harmony allows for the instant implementation of custom absence types, giving you full control over costs and workforce planning.  

Summary

The shifts in Italian labor law are a fascinating signal from Europe. While statutory changes might not be immediate in every country, flexibility in managing time off is becoming a real asset for entrepreneurs. Instead of waiting for legal mandates, you can proactively shape your leave policy to attract and retain the best specialists. With Time Harmony, you can do this in just a few clicks.   Want to see how easy it is to configure custom leave types in your company? Explore Time Harmony’s features and manage work time without limits!]]> Time management in multi-branch companies – new in Time Harmony 3.17 https://timeharmony.pl/en/time-management-in-multi-branch-companies-new-in-time-harmony-3-17/ Thu, 16 Apr 2026 08:00:24 +0000 https://timeharmony.pl/?p=25106 Time management in multi-branch companies and international environments requires tools that eliminate language and technological barriers. We are introducing what's new in Time Harmony version 3.17 (released on 16.04.2026), which focuses on precise customization, global standards, and easier integration. The new features allow for advanced module visibility management, full support for English and consistent data exchange with external systems.  

Full support for English – standard in international companies

To meet the needs of organizations operating in a distributed model, we have introduced a comprehensive system of translations of proper names and configurations. Until now, the system layer (menus, buttons) was available in English, but proper names (activities, types of absences) remained in the source language. Since version 3.17, the system has become fully bilingual. Scope of implemented translations:
  • Workspace and desktop: Translations of event names, attributes, and reasons for absences in widgets and alerts.
  • Conclusions and schedules: Names of day types and reasons for absences visible in the selected language (PL/ENG).
  • Reporting and auditing: The results of the reports and the entries in the audit log take into account the translations introduced, which allows reliable data to be shared with foreign management boards.
Why is this solution crucial? In practice, time management in multi-branch companies often encountered a language barrier at the report level. A manager in the UK, analyzing the Polish branch, saw an English menu, but Polish names for activities (e.g. "Line work"). Version 3.17 eliminates this problem – it now sees the "Production Line", which speeds up decision-making processes and eliminates errors in data interpretation. Business goal: Unification of management standards in multi-branch companies. Thanks to the elimination of language barriers in reports and dictionaries, managers in foreign branches can analyze data on their own without the risk of misinterpretation, which significantly speeds up decision-making processes.

Separation of language configurations for interface and terminals

We've made changes to the language settings to make it easier  to manage working time in multi-branch companies with employees of multiple nationalities:
  1. Interface language (TH/MTHM): Allows selection of the language of the administration panel and the application (PL/ENG).
  2. Stationary terminal language: Applies to the Time Harmony terminals, where a full list of languages (m.in. Ukrainian, Slovak, Spanish and others) is available, which allows employees in production or in the warehouse to record events in their native languages
Business goal: Improve the transparency of the configuration and better fit into the employment structure. The administrator gains clarity about which setting affects management and office staff (PL/ENG) and which allows you to communicate with line workers in their native languages on terminals.

Extended mapping for ERP and SAP systems

Modern time management in multi-branch companies requires smooth data exchange with HR and payroll systems (SAP, Enova, Comarch). Version 3.17 introduces multiple mapping of sections and employers. The previous model allowed only one identifier to be assigned. The new solution allows one unit in Time Harmony to correspond to different keys in several external systems at the same time. Business goal: Easier integration and scalability. The solution eliminates data synchronization problems in complex IT ecosystems, allowing you to collaborate with multiple external systems without having to rebuild the database.

Time management in multi-branch companies – systematic development for customers

Version 3.17 is the next step in the process of continuous improvement of Time Harmony. Our priority is to constantly adapt the tool to the dynamically changing needs of the market and the specific requirements of the organizations we work with. The introduced improvements are a direct result of a dialogue with our users, for whom working time management in multi-branch companies must be a process that is as simplified and fully configurable as possible. In summary, Update 3.17 focuses on two basic pillars:
  • International transparency: Full support for English in dictionaries and reports is a response to the needs of companies that systematically standardize work standards in their foreign branches, eliminating barriers to data interpretation.
  • Openness to IT ecosystems: Extended mapping is a convenience for IT departments, allowing for seamless integration of Time Harmony with ERP systems (SAP, Enova, Comarch) without the need to rebuild the existing database.
In accordance with our philosophy, each subsequent version of the system is a real support in everyday work, resulting from the actual market demand. We invite you to check how the new features will improve processes in your company. We encourage you to regularly visit our software updates section, where we publish detailed information about further improvements to the Time Harmony system and dedicated applications: terminal and mobile. Do you have questions about the new version or need help with setup? Contact us – our experts will be happy to help you use the full potential of Time Harmony in your company.  ]]> Time management in multi-branch companies and international environments requires tools that eliminate language and technological barriers. We are introducing what's new in Time Harmony version 3.17 (released on 16.04.2026), which focuses on precise customization, global standards, and easier integration. The new features allow for advanced module visibility management, full support for English and consistent data exchange with external systems.  

Full support for English – standard in international companies

To meet the needs of organizations operating in a distributed model, we have introduced a comprehensive system of translations of proper names and configurations. Until now, the system layer (menus, buttons) was available in English, but proper names (activities, types of absences) remained in the source language. Since version 3.17, the system has become fully bilingual. Scope of implemented translations:
  • Workspace and desktop: Translations of event names, attributes, and reasons for absences in widgets and alerts.
  • Conclusions and schedules: Names of day types and reasons for absences visible in the selected language (PL/ENG).
  • Reporting and auditing: The results of the reports and the entries in the audit log take into account the translations introduced, which allows reliable data to be shared with foreign management boards.
Why is this solution crucial? In practice, time management in multi-branch companies often encountered a language barrier at the report level. A manager in the UK, analyzing the Polish branch, saw an English menu, but Polish names for activities (e.g. "Line work"). Version 3.17 eliminates this problem – it now sees the "Production Line", which speeds up decision-making processes and eliminates errors in data interpretation. Business goal: Unification of management standards in multi-branch companies. Thanks to the elimination of language barriers in reports and dictionaries, managers in foreign branches can analyze data on their own without the risk of misinterpretation, which significantly speeds up decision-making processes.

Separation of language configurations for interface and terminals

We've made changes to the language settings to make it easier  to manage working time in multi-branch companies with employees of multiple nationalities:
  1. Interface language (TH/MTHM): Allows selection of the language of the administration panel and the application (PL/ENG).
  2. Stationary terminal language: Applies to the Time Harmony terminals, where a full list of languages (m.in. Ukrainian, Slovak, Spanish and others) is available, which allows employees in production or in the warehouse to record events in their native languages
Business goal: Improve the transparency of the configuration and better fit into the employment structure. The administrator gains clarity about which setting affects management and office staff (PL/ENG) and which allows you to communicate with line workers in their native languages on terminals.

Extended mapping for ERP and SAP systems

Modern time management in multi-branch companies requires smooth data exchange with HR and payroll systems (SAP, Enova, Comarch). Version 3.17 introduces multiple mapping of sections and employers. The previous model allowed only one identifier to be assigned. The new solution allows one unit in Time Harmony to correspond to different keys in several external systems at the same time. Business goal: Easier integration and scalability. The solution eliminates data synchronization problems in complex IT ecosystems, allowing you to collaborate with multiple external systems without having to rebuild the database.

Time management in multi-branch companies – systematic development for customers

Version 3.17 is the next step in the process of continuous improvement of Time Harmony. Our priority is to constantly adapt the tool to the dynamically changing needs of the market and the specific requirements of the organizations we work with. The introduced improvements are a direct result of a dialogue with our users, for whom working time management in multi-branch companies must be a process that is as simplified and fully configurable as possible. In summary, Update 3.17 focuses on two basic pillars:
  • International transparency: Full support for English in dictionaries and reports is a response to the needs of companies that systematically standardize work standards in their foreign branches, eliminating barriers to data interpretation.
  • Openness to IT ecosystems: Extended mapping is a convenience for IT departments, allowing for seamless integration of Time Harmony with ERP systems (SAP, Enova, Comarch) without the need to rebuild the existing database.
In accordance with our philosophy, each subsequent version of the system is a real support in everyday work, resulting from the actual market demand. We invite you to check how the new features will improve processes in your company. We encourage you to regularly visit our software updates section, where we publish detailed information about further improvements to the Time Harmony system and dedicated applications: terminal and mobile. Do you have questions about the new version or need help with setup? Contact us – our experts will be happy to help you use the full potential of Time Harmony in your company.  ]]> New sick leave rules in Poland from April 13, 2026. What has changed? https://timeharmony.pl/en/new-sick-leave-rules-in-poland-from-april-13-2026-what-has-changed/ Mon, 13 Apr 2026 20:46:56 +0000 https://timeharmony.pl/?p=25117

Debunking myths: what can you do while on sick leave?

For years, there has been a lot of anxiety regarding what a patient is allowed to do while unwell under Polish regulations. Could going to the store for bread result in losing your benefits? The amendment finally settles these speculations. Polish law now clearly states that "ordinary activities of daily life" are not grounds for withdrawing benefits. While on L4, you can now safely: • Go to a pharmacy or see a doctor. • Do basic grocery shopping. • Take out the trash or collect mail. • Take your dog for a short walk. 📌 The law no longer treats the patient as a prisoner in their own home, as long as their activity serves basic life needs.

Traveling while on sick leave – a new interpretation

One of the most significant changes in the Polish legal system is the approach to staying away from home. Previously, changing your location without notifying ZUS was a direct path to sanctions. The new rules change this perspective: the mere fact of being away is no longer an automatic ground for revoking benefits. The key question is: does the activity harm your health? For example, if you are being treated for depression or burnout, a short recreational trip may be considered a part of recovery supported by case law. However, if you go on an intensive mountain trek with a broken leg—expect trouble. 📌 Your location during sick leave is now secondary to whether your behavior accelerates or delays your return to work.

A new definition of "gainful work" – no more traps

The regulations effective April 13, 2026, provide precise definitions of two key concepts under Polish law that could lead to the loss of benefits: 1. Gainful Work: ZUS has clarified that sporadic, situational actions (e.g., a short work email, giving a password to a colleague, or answering a phone call from the boss) will no longer be treated as gainful work. 2. Activity Inconsistent with the Purpose of Leave: This refers to any action that objectively prolongs recovery, such as renovating an apartment or running a marathon during a viral infection. 📌 Minor, incidental professional reactions are no longer a "hook" for officials to withdraw benefits.

ZUS gains new inspection tools

In Poland, liberalization for patients goes hand in hand with tightening the system. Inspections may become more frequent because the right to conduct them is being granted to all employers, regardless of company size. ZUS (Social Insurance Institution) can now more easily request medical documentation and refer patients for additional examinations by medical examiners to eliminate "fake" sick leaves. 📌 Greater freedom for honest patients is coupled with a higher inevitability of inspections for those treating sick leave as an extra paid vacation.

Managing absences under the new Polish regulations

In an era of dynamic changes in Polish labor law, the key to a company's success is efficient analytics. It is worth investing in proven solutions like the Time Harmony system. It is developed in close cooperation with Polish labor law specialists, ensuring full compliance with current requirements. With Time Harmony, you gain not only reliable work time records but also access to transparent online dashboards. These allow you to monitor in real-time how many employees are currently on sick leave, significantly simplifying resource planning and team management. 📌 Modern tools are the only way to maintain full control over human resources in the world of changing ZUS regulations.

Summary of the new sick leave rules in Poland 2026

The new sick leave rules in Poland from April 13 are undoubtedly a step toward a modern state that trusts its citizens while effectively reacting to abuses. This reform removes many archaic provisions. Remember, the primary goal of any sick leave remains the fastest possible return to health. As long as your actions do not conflict with medical advice and are not gainful in nature, your benefits are secure. 📌 Financial security while on sick leave now depends more on the logic of your recovery than on rigid paragraphs from the past.]]>

Debunking myths: what can you do while on sick leave?

For years, there has been a lot of anxiety regarding what a patient is allowed to do while unwell under Polish regulations. Could going to the store for bread result in losing your benefits? The amendment finally settles these speculations. Polish law now clearly states that "ordinary activities of daily life" are not grounds for withdrawing benefits. While on L4, you can now safely: • Go to a pharmacy or see a doctor. • Do basic grocery shopping. • Take out the trash or collect mail. • Take your dog for a short walk. 📌 The law no longer treats the patient as a prisoner in their own home, as long as their activity serves basic life needs.

Traveling while on sick leave – a new interpretation

One of the most significant changes in the Polish legal system is the approach to staying away from home. Previously, changing your location without notifying ZUS was a direct path to sanctions. The new rules change this perspective: the mere fact of being away is no longer an automatic ground for revoking benefits. The key question is: does the activity harm your health? For example, if you are being treated for depression or burnout, a short recreational trip may be considered a part of recovery supported by case law. However, if you go on an intensive mountain trek with a broken leg—expect trouble. 📌 Your location during sick leave is now secondary to whether your behavior accelerates or delays your return to work.

A new definition of "gainful work" – no more traps

The regulations effective April 13, 2026, provide precise definitions of two key concepts under Polish law that could lead to the loss of benefits: 1. Gainful Work: ZUS has clarified that sporadic, situational actions (e.g., a short work email, giving a password to a colleague, or answering a phone call from the boss) will no longer be treated as gainful work. 2. Activity Inconsistent with the Purpose of Leave: This refers to any action that objectively prolongs recovery, such as renovating an apartment or running a marathon during a viral infection. 📌 Minor, incidental professional reactions are no longer a "hook" for officials to withdraw benefits.

ZUS gains new inspection tools

In Poland, liberalization for patients goes hand in hand with tightening the system. Inspections may become more frequent because the right to conduct them is being granted to all employers, regardless of company size. ZUS (Social Insurance Institution) can now more easily request medical documentation and refer patients for additional examinations by medical examiners to eliminate "fake" sick leaves. 📌 Greater freedom for honest patients is coupled with a higher inevitability of inspections for those treating sick leave as an extra paid vacation.

Managing absences under the new Polish regulations

In an era of dynamic changes in Polish labor law, the key to a company's success is efficient analytics. It is worth investing in proven solutions like the Time Harmony system. It is developed in close cooperation with Polish labor law specialists, ensuring full compliance with current requirements. With Time Harmony, you gain not only reliable work time records but also access to transparent online dashboards. These allow you to monitor in real-time how many employees are currently on sick leave, significantly simplifying resource planning and team management. 📌 Modern tools are the only way to maintain full control over human resources in the world of changing ZUS regulations.

Summary of the new sick leave rules in Poland 2026

The new sick leave rules in Poland from April 13 are undoubtedly a step toward a modern state that trusts its citizens while effectively reacting to abuses. This reform removes many archaic provisions. Remember, the primary goal of any sick leave remains the fastest possible return to health. As long as your actions do not conflict with medical advice and are not gainful in nature, your benefits are secure. 📌 Financial security while on sick leave now depends more on the logic of your recovery than on rigid paragraphs from the past.]]> What’s new in Time Harmony 3.16: Even simpler work time optimization and team communication https://timeharmony.pl/en/whats-new-in-time-harmony-3-16-even-simpler-work-time-optimization-and-team-communication/ Mon, 13 Apr 2026 19:25:09 +0000 https://timeharmony.pl/?p=25040 work time optimization system must be more than just a tracking tool – it must be a command center that adapts to your specific needs. On Monday, March 30, 2026, we are launching update 3.16, which introduces two breakthrough features: Global Views and an Integrated Messaging System. Explore how these changes will enhance operational comfort in your organization.

Global filtering and views: full control over your data

The biggest challenge at scale is the rapid selection of relevant information. Our new "Views" mechanism allows you to create personalized filter sets that "follow" you throughout the entire work time optimization system. What does this mean in practice?
  • Unified data model: If you select the "Production – Warehouse A" view, the system maintains this filter whether you are checking schedules, management dashboards, or attendance lists.
  • No more repetition: Save your configuration, name it, and mark it with a star as your "Default View" to load automatically every time you log in.
  • Intuitive management: Need a quick change? Edit filters locally without overwriting the template. The system will mark it as "unsaved" and display the requested data only for the current session.
Business Goal: To unify and provide full transparency. With Global Views, every manager can be certain they are operating on the exact same dataset, which is a core pillar of an effective work time optimization system. 📌 Context automation ensures managers focus only on data relevant to their department, significantly accelerating the decision-making process.  

Messaging system: centralizing operational communication

In version 3.16, we focus on streamlining the flow of information. Instead of scattering important operational updates across emails and external chats, we are introducing a dedicated internal communication module. It is available in both the main Time Harmony platform and the My Time Harmony employee portal. Why is this a game-changer for system logic?
  • Context and data consistency: All arrangements regarding working hours, leaves, or performance results stay within the same ecosystem as the source data.
  • Security and confidentiality: Sending sensitive documents within a secured work time optimization system is both safe and convenient.
  • Organizational structure alignment: The system automatically recognizes your company hierarchy. Messaging a specific department or location is instantaneous.
  • Mass personalization: Using Excel imports, you can send unique content (e.g., individual KPIs) to hundreds of people simultaneously while tracking who received the message.
📌 Moving communication inside the system transforms fragmented talk into a structured operational process, embedded directly within HR data.   The future of Time Harmony: A complete digital ecosystem The introduction of the desktop messaging module is a natural step in the evolution of our work time optimization system. We see it as the foundation for the next stage of HR process digitalization. Since the system already manages time perfectly, the next logical step is to give it a "voice" that connects management with every employee. In the coming weeks, this feature will gain its strongest pillar: mobile communication in the My Time Harmony Mobile app. This is a revolution for remote and frontline teams in warehouses or production halls.
  • Communication in Your Pocket: Updates on schedule changes or new procedures will be available instantly on the employee's phone.
  • Secure Document Distribution: Every team member, regardless of their position, will receive personalized HR info securely.
  • A "Full-Circle" Ecosystem: Time Harmony becomes an all-in-one environment where time tracking and operational communication overlap seamlessly.
We believe that a modern work time optimization system must be close to the people – especially where work dynamics are highest. The development of mobile messaging is our response to the needs of modern enterprises building transparent and professional work environments. 📌 Mobile communication will close the digital loop, integrating frontline workers into the company ecosystem without technological barriers. Conclusion: Enhancing your work time optimization system in Version 3.16 Update 3.16 marks the next stage in the evolution of Time Harmony, making our work time optimization system even more intuitive. By introducing Global Views, we provide managers with full data consistency across all application levels, while the new Messaging System eliminates information noise by connecting leadership with frontline staff. These enhancements strengthen internal collaboration and ensure operational alignment within a single, sophisticated ecosystem. Contact us to learn more about the 3.16 update."]]> work time optimization system must be more than just a tracking tool – it must be a command center that adapts to your specific needs. On Monday, March 30, 2026, we are launching update 3.16, which introduces two breakthrough features: Global Views and an Integrated Messaging System. Explore how these changes will enhance operational comfort in your organization.

Global filtering and views: full control over your data

The biggest challenge at scale is the rapid selection of relevant information. Our new "Views" mechanism allows you to create personalized filter sets that "follow" you throughout the entire work time optimization system. What does this mean in practice?
  • Unified data model: If you select the "Production – Warehouse A" view, the system maintains this filter whether you are checking schedules, management dashboards, or attendance lists.
  • No more repetition: Save your configuration, name it, and mark it with a star as your "Default View" to load automatically every time you log in.
  • Intuitive management: Need a quick change? Edit filters locally without overwriting the template. The system will mark it as "unsaved" and display the requested data only for the current session.
Business Goal: To unify and provide full transparency. With Global Views, every manager can be certain they are operating on the exact same dataset, which is a core pillar of an effective work time optimization system. 📌 Context automation ensures managers focus only on data relevant to their department, significantly accelerating the decision-making process.  

Messaging system: centralizing operational communication

In version 3.16, we focus on streamlining the flow of information. Instead of scattering important operational updates across emails and external chats, we are introducing a dedicated internal communication module. It is available in both the main Time Harmony platform and the My Time Harmony employee portal. Why is this a game-changer for system logic?
  • Context and data consistency: All arrangements regarding working hours, leaves, or performance results stay within the same ecosystem as the source data.
  • Security and confidentiality: Sending sensitive documents within a secured work time optimization system is both safe and convenient.
  • Organizational structure alignment: The system automatically recognizes your company hierarchy. Messaging a specific department or location is instantaneous.
  • Mass personalization: Using Excel imports, you can send unique content (e.g., individual KPIs) to hundreds of people simultaneously while tracking who received the message.
📌 Moving communication inside the system transforms fragmented talk into a structured operational process, embedded directly within HR data.   The future of Time Harmony: A complete digital ecosystem The introduction of the desktop messaging module is a natural step in the evolution of our work time optimization system. We see it as the foundation for the next stage of HR process digitalization. Since the system already manages time perfectly, the next logical step is to give it a "voice" that connects management with every employee. In the coming weeks, this feature will gain its strongest pillar: mobile communication in the My Time Harmony Mobile app. This is a revolution for remote and frontline teams in warehouses or production halls.
  • Communication in Your Pocket: Updates on schedule changes or new procedures will be available instantly on the employee's phone.
  • Secure Document Distribution: Every team member, regardless of their position, will receive personalized HR info securely.
  • A "Full-Circle" Ecosystem: Time Harmony becomes an all-in-one environment where time tracking and operational communication overlap seamlessly.
We believe that a modern work time optimization system must be close to the people – especially where work dynamics are highest. The development of mobile messaging is our response to the needs of modern enterprises building transparent and professional work environments. 📌 Mobile communication will close the digital loop, integrating frontline workers into the company ecosystem without technological barriers. Conclusion: Enhancing your work time optimization system in Version 3.16 Update 3.16 marks the next stage in the evolution of Time Harmony, making our work time optimization system even more intuitive. By introducing Global Views, we provide managers with full data consistency across all application levels, while the new Messaging System eliminates information noise by connecting leadership with frontline staff. These enhancements strengthen internal collaboration and ensure operational alignment within a single, sophisticated ecosystem. Contact us to learn more about the 3.16 update."]]>