Working time registration, planning and settlemnet - Time Harmony

Overtime – most important information

Marzena Pająk — Thu, 02 Jul 2026 11:20:18 +0000

How do you calculate overtime, and which allowance applies — 50% or 100%? When is overtime permissible, what are the 2026 limits, and how should it be settled — with pay or with time off? This article covers everything you need to know, including the new, higher fines an employer faces for violating working-time regulations.

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:

normal remuneration, including basic salary and fixed allowances (e.g. function-related allowance, seniority allowance, fixed bonuses)
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

Recording working hours in Poland – legal requirements and employer obligations

Marzena Pająk — Wed, 01 Jul 2026 10:37:46 +0000

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.

Labor Inspection: 5 critical risks and how to avoid them

Marzena Pająk — Tue, 03 Feb 2026 13:31:45 +0000

For many entrepreneurs, keeping working time records is seen merely as a burdensome administrative task. However, from the perspective of the National Labor Inspectorate (PIP), it is one of the most critical documents in a company. A labor inspection uses these records as a "roadmap" to determine whether an employer correctly calculates working hours and ensures employees receive their legally mandated rest periods. Errors in working time records can be costly. According to Article 281 of the Labor Code, violations of working time regulations carry fines ranging from 1,000 PLN to 30,000 PLN. In extreme cases, if an inspector finds evidence of record falsification, criminal liability may also apply (Article 271 of the Penal Code). Below are the 5 areas that most frequently lead to sanctions during an audit and how modern tools—such as Time Harmony—help mitigate these risks.

1. The working day vs. labor inspection – when a "normal hour" becomes overtime

Most irregularities found during inspections stem from a misunderstanding of the "working day". According to the Labor Code, a working day consists of 24 consecutive hours starting from the moment an employee begins work, not from midnight (0:00). The Excel risk If an employee starts work at 8:00 AM on Monday, their "working day" lasts until 8:00 AM on Tuesday. If they start at 7:00 AM on Tuesday, the hour from 7:00 to 8:00 AM automatically becomes daily overtime from the previous day. Excel spreadsheets often fail to catch this, treating it as a standard hour. Financial consequence An inspector will classify this as a failure to pay overtime bonuses (50% or 100%), which is a material violation rather than a mere formal error. The Time Harmony solution The system includes a working day control mechanism that blocks the approval of schedules violating this rule. If a clock-in occurs earlier than allowed by system settings, the software automatically flags that time as daily overtime. 📌 During an inspection, the "plan" doesn't matter; the actual distribution of hours does. Automatic control eliminates one of the most common and expensive errors.

2. Daily (11 hours) and weekly (35 hours) rest periods

Providing minimum rest periods is a fundamental employer obligation. During audits, inspectors cross-reference working time records with real employee entry and exit times. Common error An employee finishes work at 10:00 PM and starts at 7:00 AM the next day. This constitutes a violation of the mandatory 11-hour uninterrupted daily rest period. Consequences of inspection Permanent violations of rest norms are judged severely. Fines often exceed 10,000 PLN because labor authorities view this area as directly linked to employee health and safety. How Time Harmony helps The system generates alerts during the planning stage and flags instances where an employee's actual card swipe indicates a shortened rest period. 📌 For labor inspectors, the lack of preventative mechanisms is a red flag. System alerts prove that the employer is actively managing compliance risks.

3. Data inaccuracy vs. audit logs

Companies using paper records or Excel often fail the "credibility test." Perfectly uniform working hours (e.g., 8:00 AM – 4:00 PM every day) are a warning signal to an inspector. Why Excel is a liability The ability to edit data without leaving a trace undermines the reliability of records. Increasingly, inspectors check not just the content, but when the data was entered and the history of changes. The digital audit log Advantage In Time Harmony, every change is recorded: you can see who made the edit, when, and why. This history increases document credibility and proves that corrections are part of a controlled process. 📌 A lack of change history works against the employer. An audit log is proof of diligence, not a sign of weakness.

4. Overtime limits – beyond the 150-hour annual cap

Many managers focus solely on the 150-hour annual overtime limit, neglecting the weekly limit—an average of 48 hours total (including overtime) within the settlement period. Organizational risk Violations are often only discovered during an inspection when it is too late to make corrections. How to reduce risk? Time Harmony provides managers with a real-time view of overtime usage, allowing them to monitor limits as they happen rather than after the fact. 📌 Inspections frequently reveal "unnoticed" overtime. Continuous monitoring is more effective than post-facto accounting.

5. Arbitrary rounding of working time

"Rounding to the nearest quarter-hour" is a common practice that is illegal if it works to the employee's disadvantage. The Excel Risk Spreadsheet formulas often automatically round 8:03 AM to 8:00 AM or 3:55 PM to 4:00 PM. For an inspector, this is a textbook example of data manipulation. The sum of "shaved" minutes across a whole month for dozens of employees can result in substantial unpaid overtime. Financial impact An order to pay back wages with interest for up to 3 years, plus high fines for unreliable record-keeping. The Time Harmony advantage The system manages this through two precise features:

Time Rounding: Administrators define fixed rules (e.g., to the nearest 5, 10, or 15 minutes). The key is symmetry—ensuring the process is transparent and compliant with internal work regulations.
Time Smoothing: This manages margins for arrivals, departures, or permissible delays. It separates actual work time from technical time (e.g., changing clothes), providing a solid argument during an audit.

Summary: How to prepare for a labor inspection

To ensure your working time records aren't questioned, they must be:

Accurate – reflecting actual time worked.
Up-to-date – maintained in real-time.
Accessible – ready to be presented at any moment.

For larger teams, Excel stops being a tool and starts becoming a risk. Time Harmony acts as an early warning system, allowing you to identify irregularities before a labor inspector does.

Advanced workforce scheduling in Time Harmony – new features for better compliance and operational control

Marzena Pająk — Tue, 09 Dec 2025 10:18:25 +0000

Time Harmony – a comprehensive workforce scheduling tool

Time Harmony supports organizations that need precise, compliant and easy-to-manage schedules. The system offers automated schedule planning, control of daily and weekly rest periods and full support for shift work, on-call duties and absences. With these capabilities, companies can implement advanced workforce scheduling software to increase operational efficiency and avoid planning errors. 📌 The system enables compliant scheduling, automates key processes and significantly reduces manual mistakes.

Intuitive schedule creation

Time Harmony enables fast and clear schedule building in standard, balanced and task-based working time systems. It automatically considers holidays, leave and absences, ensuring that each schedule stays aligned with labour law requirements. Key capabilities:

daily and multi-shift schedule planning,
support for flexible and non-standard work models,
automatic handling of holidays and employee absences,
both team-level and individual planning.

These features significantly streamline advanced workforce scheduling software, reducing manual adjustments and workload for HR teams. 📌 The system automates scheduling, accounts for absences and holidays and reduces HR operational effort.

What’s new in Time Harmony – enhancements in workforce scheduling

Blocker preventing publication of schedules that violate labour law

Time Harmony introduces a mechanism that prevents publishing any schedule that breaches legal requirements, including maximum working time or daily and weekly rest periods. How it works:

publication is blocked if non-compliance is detected,
the feature is optional (disabled by default),
administrators can activate it globally or for specific locations.

Purpose: Ensuring compliance with labour regulations and reducing operational risks. 📌 The feature protects organizations by preventing publication of unlawful schedules.

Time-bound absence limits in selected settlement periods

Time Harmony now allows defining time-bound absence limits that do not carry over to the next period — fully aligned with legal requirements. This includes, for example, occasional remote work or childcare leave. How it works:

administrators define absence limits for a selected timeframe (monthly, quarterly or custom),
the system automatically tracks usage,
each absence requires a separate employee request (remote work, training, childcare leave, etc.).

Examples:

24 days of occasional remote work per year,
childcare leave,
internal training budgets,
other types of absences defined by company policy.

Purpose: Supporting accurate absence planning and flexible administration of legally time-restricted absences. 📌 The feature helps organizations precisely manage absence limits in defined settlement periods.

Blocker preventing schedule edits on days with registered absences

To ensure data accuracy and prevent planning errors, Time Harmony introduces a safeguard that blocks editing schedules on days where absences have already been recorded. How it works:

editing is blocked when an absence is present (leave, medical certificate, childcare),
example: with an absence logged from 12:00–16:00, a shift cannot be set to start at 14:00,
exception: if the day previously had no schedule, a new schedule may be added,
the feature is disabled by default and can be activated by an administrator.

Purpose: Reliable time-tracking and prevention of accidental schedule changes. 📌 The safeguard ensures consistent data and eliminates errors when modifying schedules.

Why advanced workforce scheduling software is essential for modern organizations

Companies in logistics, production, services and back-office operations handle rapidly changing schedules and frequent staffing fluctuations. Without automated compliance control, schedule planning can lead to legal violations and inconsistencies in time records. With Time Harmony:

schedules comply with labour law,
absences are monitored in real time,
schedule adjustments are safe and controlled,
planning errors are reduced,
HR and managers gain complete transparency.

This makes advanced workforce scheduling software not only a process improvement, but a strategic necessity. 📌 The system enhances transparency and reduces planning risk — crucial for operational stability.

Summary – advanced workforce scheduling in Time Harmony

Time Harmony continues to strengthen its capabilities for compliant and efficient workforce management. The new functions — compliance blockers, time-bound absence limits and schedule-edit restrictions — enhance control, reduce errors and help organizations fully leverage advanced workforce scheduling software in daily operations. 📌 The new features improve compliance, increase planning accuracy and elevate organizational efficiency.

Personal time off in working time records – new functionality in Time Harmony

Marzena Pająk — Tue, 02 Dec 2025 11:19:59 +0000

Personal time off in working time records – new functionality in Time Harmony In day-to-day operations, organisations increasingly need a structured way to allow employees to leave the workplace for short private matters. While labour regulations do not define a separate category for such absences, leaving work without prior approval may constitute a breach of duties. This creates a practical need for formal reporting and managerial acceptance. In this context, digital tools that manage personal time off directly within working time records are becoming essential for transparency and compliance. 📌 Standardised submissions and approvals reduce compliance risks and improve the clarity of time-tracking documentation.

Registering personal time off in working time records

To obtain approval for personal time off, an employee submits a request—usually electronically, which accelerates processing and ensures proper archiving. Employers increasingly combine formal Labour Code requirements with a flexible, employee-centred approach, making RCP systems the central tools for automation and transparency. Time Harmony now offers a full registration workflow for personal time off. Administrators can add an event via: • an absence request specifying date and time, • direct selection on the timeline by marking “Personal time off – end of work.” The system automatically calculates any time shortage, keeping all working time data consistent and up to date. 📌 Digital request handling and automated time-shortage calculation streamline the process and limit documentation errors.

Settling personal time off within the settlement period

During the monthly settlement period, Time Harmony automatically aggregates all data necessary for correct accounting of personal time off: • the linked request, • specific dates and hours concerned, • available overtime that the employee may allocate to compensate for the absence. Settlement takes place in the same month, ensuring a coherent working time record and allowing employers to maintain full control over compliance. 📌 Aligning overtime and time shortage in a single month guarantees clarity and simplifies managerial oversight.

Time Harmony as a comprehensive time-management tool

The new feature is another milestone in the development of Time Harmony. The system supports organisations in maintaining compliant working time documentation, especially in warehousing, logistics, manufacturing, service companies and back-office environments. Time Harmony automatically: • records RCP events, • calculates time shortage and overtime, • generates documentation fully compliant with labour regulations, • supports flexible working models. The November update confirms that the platform evolves in response to real operational needs, combining automation with full transparency. 📌 The advanced RCP module helps companies ensure regulatory compliance while improving the efficiency of time-management processes.

Mobile self-service for employees – flexible handling of personal time off

The Time Harmony mobile application enables employees to independently submit personal time off requests. From a smartphone, the employee selects the date and duration of the absence and—via an additional request—indicates when it will be compensated. The entire workflow is handled in one tool, accelerating document flow and minimising manual operations for HR teams and supervisors. The mobile app increases organisational flexibility, supports real-time employee needs and ensures convenience on both sides of the process. Full integration with the RCP module means that all events, requests and settlements are automatically transferred to the working time record, maintaining data consistency and compliance. 📌 Mobile self-service accelerates the submission and settlement of personal time off, enhances organisational agility and reduces HR workload.

Personal time off in working time records – final summary

The new Time Harmony functionality improves the registration and settlement of personal time off, ensuring transparency and legal compliance. Automatic time-shortage calculation, linkage of requests with the timeline and monthly settlement create a reliable, structured model for managing such short absences. 📌 Automated handling of personal time off in Time Harmony supports continuous monitoring of working time and ensures fast, lawful settlement of employee absences.

Access control vs time tracking system – effective workforce time management in practice

Marzena Pająk — Thu, 20 Nov 2025 11:42:52 +0000

Many companies mistakenly assume that an access control system vs time tracking system debate is irrelevant. In reality, understanding the differences between an access control system and a time tracking system is fundamental, as they are designed for completely different purposes, processes, and business outcomes. Knowing these differences is crucial not only for operational efficiency but also for compliance with labor law.

In this article, we explain how to distinguish an access control system from a time tracking system and why Time Harmony goes beyond traditional approaches to workforce time management.

📌 Access control and time tracking systems serve different purposes — one secures the premises, the other ensures accurate time tracking in compliance with labor regulations.

Access control is designed for security, not time tracking

Access control systems are designed to secure physical premises. Their primary function is to regulate entry and exit to buildings or specific rooms based on employee permissions. While they record entry and exit events, this does not provide a reliable basis for payroll or HR reporting — the data is a byproduct of security functions. Here lies a key difference between access control and time tracking systems. While an access control system only confirms door crossings, a time tracking system must accurately register the start and end of work, breaks, business trips, and other events necessary for payroll and HR compliance. Key functions of an access control system include: • verifying the identity of individuals entering, • protecting restricted areas, • recording entries and exits for security purposes, • integration with surveillance and alarm systems. Access control ensures infrastructure security but does not meet labor law requirements for time tracking, and therefore cannot replace a professional time tracking system. 📌 Access control records movement in the building but does not fulfill time tracking requirements — it cannot replace a time tracking system.

A time tracking system is a dedicated tool for workforce management

A time tracking system is designed to provide accurate, labor law-compliant time tracking. It must account for working hours, breaks, overtime, on-call duties, absences, and all other elements required by law. Time tracking system data forms the basis for: • payroll calculation, • HR reporting, • monitoring employee duties, • implementing schedules and analyzing efficiency. Unlike access control, a time tracking system reflects actual work hours, not merely physical movements. Access control data often requires cleaning and interpretation, whereas a time tracking system provides complete, ready-to-use information. 📌 A time tracking system tracks real work hours and generates essential payroll data — access control cannot provide this level of accuracy.

Access control cannot replace a time tracking system from a legal perspective

Labor law requires time tracking to include: • total hours worked, • overtime, • night shifts, • absences, • breaks, • on-call duties. Access control does not capture this information, as it is not designed for compliance purposes. Using access control data alone can lead to errors and non-compliance. 📌 Access control does not fulfill legal time tracking obligations — relying on it as a time tracking system may cause payroll errors.

Time Harmony is an advanced time tracking system with features access control cannot offer

Time Harmony is a modern time tracking system designed to comprehensively support HR and operational processes. It includes full time tracking, overtime calculation, task analysis, and real-time reporting. Key features of Time Harmony: • labor law-compliant time tracking, • automation of attendance and schedule management, • recording breaks, departures, and returns, • overtime, night, and holiday work calculations, • process and task analysis, • managerial reports, • integration with payroll and HR systems. 📌 Time Harmony automates time tracking, ensures legal compliance, and allows process analysis — features access control cannot provide.

Time Harmony can integrate with access control systems

Time Harmony can be integrated with existing access control systems. Combining both solutions ensures data consistency: access control manages security, while the time tracking system provides accurate workforce time tracking. This integration minimizes errors and strengthens organizational management. 📌 Integration of Time Harmony with access control combines security and accurate time tracking in one cohesive system.

Time Harmony allows field work registration through mobile GPS

Time Harmony allows employees to register work outside the office via a mobile app. Start and end of work are recorded in specific locations, and the system automatically logs GPS coordinates, confirming that tasks are performed at the designated site — e.g., at a client’s location or project site. Benefits: • verification of mobile teams’ work, • reliable field work reports, • elimination of payroll discrepancies, • process transparency. 📌 GPS-based mobile registration ensures reliable field work tracking, impossible with access control alone.

Access control vs time tracking system - summary

In summary, the differences between access control and time tracking systems impact both legal compliance and workforce management quality. Access control secures the premises, while a time tracking system records work. Time Harmony combines both worlds, providing security, automation, and full transparency of work hours. 📌 Clear differentiation between access control and time tracking ensures compliance and efficient workforce management — Time Harmony effectively integrates both.

New in Time Harmony: a task-based working time system compliant with the Labour Code

Marzena Pająk — Thu, 13 Nov 2025 18:31:53 +0000

Time Harmony has recently been enhanced with a new feature – support for the task-based working time system. This functionality is designed for companies where performance and results matter more than fixed working hours. Employees complete their tasks in a way that remains compliant with the statutory working time limits, while the daily or weekly schedule can remain flexible. This approach simplifies timekeeping and allows organisations to adapt working time management to the real nature of their teams’ work. 📌 The new Time Harmony feature enables the use of a task-based working time system compliant with the Labour Code – employees plan their work within statutory limits.

What is a task-based working time system according to the Labour Code?

The task-based working time system is defined in Article 140 of the Polish Labour Code. It can be used when the type or organisation of work justifies moving away from a fixed hourly schedule. In such cases, the employer, when assigning tasks, must ensure that the workload can be completed within the standard working time norms. This means that:

the employee independently plans their working day,
what matters is the outcome, not the exact number of hours worked,
the employer must still keep records of working days and absences,
any overtime must be accounted for if the workload exceeds normal working time.

This system is commonly used in industries where flexibility and autonomy are crucial – for example, IT, consulting, marketing or back-office operations. 📌 The Labour Code allows a task-based working time system if tasks can be completed within statutory limits. The key measure is performance, not the number of hours.

How Time Harmony supports the task-based working time system

The new Time Harmony functionality has been designed to fully comply with legal requirements while simplifying day-to-day record-keeping. Once the “task-based” time system type is selected in an employee’s contract settings:

the system automatically adjusts the method of time recording,
the employee does not need to register the start or end of their workday – the day is automatically marked as worked according to the schedule,
absences (such as leave, sick days or other time off) must still be entered,
overtime can be added manually by the manager and is displayed in the working time summary.

Time Harmony ensures full compliance with regulations on absence and overtime tracking. Employers gain transparent reports, while HR departments can easily generate documentation compliant with labour inspection requirements. 📌 In Time Harmony, the task-based working time system fully complies with legal standards – no need to register check-ins and check-outs while maintaining full control over absences and overtime.

When is it worth using a task-based working time system?

A task-based working time system works best in organisations where performance is measured by results rather than by the number of hours spent at the workplace. Examples include:

service companies – consultants, designers, advisers,
IT sector – developers, analysts, testers,
marketing and sales departments, where success is defined by results,
remote and hybrid teams, where task completion is a more natural performance indicator than strict hourly tracking.

Implementing this model in Time Harmony allows companies to combine flexibility with transparent reporting and legal compliance. 📌 The task-based working time system is ideal for result-oriented environments – and Time Harmony fully supports this model.

Benefits for employers and employees

Implementing a task-based working time system offers clear advantages for both sides: For employers:

simplified time records and reduced administrative effort,
improved efficiency and accountability among employees,
the ability to combine different time systems within one platform.

For employees:

flexible task planning,
greater autonomy and trust from the employer,
no need to log every change or break.

📌 The task-based working time system increases flexibility and productivity – benefiting both employers and employees.

Time Harmony – continuous development without extra cost

At Time Harmony, we continuously improve our system to meet client needs and evolving labour regulations. Support for the task-based working time system is another enhancement that helps companies adapt to diverse business models and industry realities. Importantly, all Time Harmony clients receive new features at no additional cost – updates are included in their standard subscription. This ensures that users always have access to the latest, fully compliant version of the system. 📌 New features, including the task-based working time system, are available to all Time Harmony users at no extra charge.

Christmas Eve public holiday 2025 in Poland – what changes for employers and employees?

Marzena Pająk — Wed, 12 Nov 2025 13:59:31 +0000

Starting in 2025, December 24 will officially become a public holiday in Poland. It’s the first such change in many years – great news for employees, but also a new challenge for employers. Find out how the Christmas Eve public holiday 2025 in Poland affects the December working time and how the Time Harmony system helps manage it efficiently.

When was the new public holiday introduced?

The decision to make December 24 a day off was made in the second half of 2024. The Polish Parliament adopted an amendment to the Labour Code, which comes into force on February 1, 2025. The amendment enjoyed broad social support. For many Poles, Christmas Eve has long been a special day – a time for preparation, family meetings and a festive atmosphere. Now it will finally be possible without taking annual leave. 📌 From 2025, Christmas Eve becomes an official public holiday in Poland – a historic first and a real benefit for employees.

Christmas Eve in Europe

Christmas Eve is already a public holiday in many European countries – including Bulgaria, Cyprus, the Czech Republic, Denmark, Estonia, Finland, Ireland, Lithuania, Latvia, Slovakia, and Hungary. By adopting this change, Poland joins the European standard, recognising December 24 as a family-oriented, non-working day. 📌 Summary: With the 2025 reform, Poland aligns with many EU countries where Christmas Eve is officially work-free.

Working time in December 2025

The new public holiday directly affects the total number of working hours in December. In 2025, employees working full-time will complete 160 working hours, or 20 working days. In previous years, December tended to be longer, so this year it’s worth adjusting schedules early and balancing workloads. For companies in retail, logistics, or production – where December is the busiest month – proper scheduling will be crucial. Modern RCP systems (working time registration systems) and planning tools can help prevent overtime and calculation errors. 📌 In December 2025, full-time employees will work 160 hours. Efficient scheduling will be key to maintaining productivity.

Time Harmony – support for time planning and payroll accuracy

The introduction of the Christmas Eve public holiday 2025 in Poland requires updates to timekeeping and work scheduling systems. That’s where Time Harmony, a modern RCP and time management system, comes in. It automatically recognises public holidays and applies current labour regulations. With Time Harmony, employers can:

plan schedules including new non-working days,
accurately calculate worked hours and absences,
monitor working time, leave, and overtime,
stay fully compliant with the Polish Labour Code.

Used in logistics, warehouse, service and manufacturing companies, Time Harmony ensures operational continuity and precision in workforce management. It automatically adjusts schedules to the new working time dimension for December 2025, saving HR teams manual updates. 📌 Time Harmony automatically accounts for the new Christmas Eve public holiday 2025, simplifying time planning and payroll compliance.

Why it matters for employers

Every calendar change requires updating work schedules and attendance records. With Time Harmony, these adjustments are automatic – eliminating the risk of errors or violations of working time limits. The system not only records attendance but also analyses data, supporting HR and operational decisions. The Christmas Eve public holiday 2025 in Poland is a perfect example of how digital time-tracking tools can simplify HR management while improving process efficiency. 📌 Automating time planning with Time Harmony allows employers to adapt instantly to legal changes and avoid compliance risks.

Christmas Eve public holiday 2025 in Poland - summary

Introducing a new public holiday on December 24 is a positive change for employees, but it also requires proper planning from companies. In December 2025, the working time will total 160 hours, and Christmas Eve will become a permanent part of the public holiday calendar. Time Harmony enables employers to plan and account for working hours quickly, automatically, and in full compliance with the law. 📌 The new day off brings more family time for employees and smoother HR operations for companies – with Time Harmony bridging both worlds.

Planning your December 2025 schedules? See how Time Harmony automatically includes the new Christmas Eve public holiday 2025 in Poland and helps you manage working time without errors.

Work efficiency in a hybrid model – data that supports business decisions

Marzena Pająk — Fri, 07 Nov 2025 15:19:02 +0000

The remote work model, once a symbol of flexibility and modernity, is increasingly giving way to hybrid work. More and more companies are asking employees to return to the office – at least partially. The reason is clear: research shows that work efficiency in a hybrid model is the highest among all work organization models, while also best supporting employee well-being. To truly measure and analyze this efficiency, modern tools are essential – such as Time Harmony, a system that enables precise time tracking and real-time recording of work activities. 📌 The hybrid model supports both performance and well-being, and Time Harmony allows you to measure and analyze these factors reliably.

Hybrid work as the golden mean

Fully remote work offers undeniable benefits – it saves commuting time, provides flexibility in daily planning, and helps balance professional and personal life. Yet it also has limitations. Social isolation, lack of knowledge exchange, and declining innovation are problems that employers increasingly recognize. At the same time, a full return to the office often meets with resistance from employees. The solution gaining popularity is the hybrid work model, which combines the best of both worlds. Employees spend part of the week in the office – maintaining direct contact with their teams and managers – while the rest of their duties are performed remotely, in a comfortable and focused environment. 📌 The hybrid model creates a balance between flexibility and collaboration, directly improving work efficiency in a hybrid model.

Keeping work efficiency under control with Time Harmony

One of the biggest challenges in hybrid work is maintaining transparency and control over employees’ working time. Employers need reliable data that shows not only how many hours are worked but also how that time is spent – which tasks are performed, how processes flow, and where bottlenecks appear. This is where Time Harmony comes in – a system designed to discreetly and precisely record working time and employee activities, whether they work from the office or remotely. The platform runs in a web browser, making it ideal for distributed teams. Each employee records the start of work and subsequent tasks, while managers gain access to real-time data in their management dashboard. 📌 Time Harmony provides full visibility into team performance in a hybrid model – without the need for physical presence in the office.

Widgets that reveal the real picture of work

In the Time Harmony management dashboard, managers can see a complete overview of their team’s activity: • who started work and when, • which tasks are currently being handled, • how workloads are distributed across the team, • which processes are on track and which require support or reorganization. Clear widgets and visual reports allow leaders to quickly assess operational performance, react to delays, and monitor goal achievement across departments or specific projects. 📌 Time Harmony’s widgets give managers full operational control and support data-driven team management.

Data-driven hybrid work

Tools like Time Harmony make it possible to combine the flexibility of remote work with the transparency of the traditional office. Managers no longer need to bring everyone back just to regain visibility – all they need is a system that provides access to real-time data on work hours, activities, and process efficiency. In this way, work efficiency in a hybrid model stops being a compromise and becomes a management method built on measurable indicators and mutual trust. 📌 Time Harmony delivers actionable data that supports managerial decisions and boosts organizational efficiency.

Work efficiency in a hybrid model - conclusion

The trend of returning to offices doesn’t mark the end of remote work – it signals a new stage of balancing flexibility and productivity. Research shows that hybrid employees are more engaged and less likely to quit, while employers gain better process control and team insights – provided they use the right tools. Time Harmony supports this balance by providing data that enables organizations to assess and improve performance, regardless of where work takes place. As a result, work efficiency in a hybrid model becomes not only measurable but fully manageable. 📌 Time Harmony helps companies maintain balance between work flexibility and performance control – through real data and transparent processes.

Winter time change 2025 and working time – how to settle overtime

Marzena Pająk — Tue, 21 Oct 2025 12:38:32 +0000

Winter time change 2025 and working time – when it happens and what it means for employees

On the night of 25–26 October 2025, clocks in Poland will be set back from 3:00 to 2:00 a.m., marking the switch from daylight saving time to standard (Central European) time. For most people, this means an extra hour of sleep. However, for night-shift employees, the Winter Time Change 2025 and Working Time mean one additional hour of actual work. 📌 The Winter time change 2025 and working time is a recurring topic for HR departments and payroll specialists. Knowing how to correctly record and compensate the additional hour is essential for compliance and accuracy.

When exactly does the winter time change 2025 take place?

According to the Regulation of the Prime Minister of 4 March 2022 (Dz.U. 2022, item 539), the change to winter time will occur on Sunday, 26 October 2025 at 3:00 a.m., when clocks are set back to 2:00 a.m. Central European Time. For employees working at night, this means that their scheduled 8-hour shift becomes 9 actual hours. The additional hour must be correctly reflected in the attendance records and settled according to the Labour Code. 📌 During the night from 25 to 26 October 2025, the night shift lasts 9 hours instead of 8 due to the clock change.

The extra working hour – how to settle it according to the Labour Code

Setting the clocks back by one hour extends the actual working time, resulting in overtime work. Under Article 80 of the Labour Code, remuneration is due for all work performed. Therefore, the employee must be compensated for the additional hour worked during the Winter Time Change 2025 and Working Time period. Overtime can be compensated in two ways:

Payment of a 100% bonus for the additional hour, or
Time off in lieu of overtime, granted:
- at the employee’s request – on a 1:1 basis, or
- at the employer’s initiative – on a 1.5:1 basis, provided that it is used by the end of the settlement period.

📌 The additional hour caused by the winter time change 2025 and working time must always be settled — either through a 100% overtime bonus or compensatory time off.

How Time Harmony Automatically handles the winter time change 2025 and working time

The Time Harmony system automatically detects when the time change occurs and adjusts the attendance records accordingly. This means that the extra hour of work is added to the employee’s working time without any manual intervention from HR or payroll teams. Automatic Overtime Calculation Time Harmony automatically generates one overtime hour in the records for the day of the time change, fully compliant with the Labour Code. Consistency Across RCP and Payroll Data All data in the working time and RCP (attendance) records remain consistent – both when the clock moves back (winter time) and forward (summer time). 📌 During the winter time change 2025 and working time, Time Harmony automatically extends the working time by one hour, ensuring legal compliance and transparent reporting.

Why automation is essential during the winter time change 2025

Manual correction of working hours during time changes often leads to mistakes – especially in companies operating in shift systems, such as logistics, manufacturing, or service centers. Automation eliminates human error, ensuring accurate payroll data and transparent overtime reporting. Time Harmony automatically:

recognizes the time change and extends the working time,
calculates overtime and night work allowances,
generates legally compliant reports for HR and payroll.

📌 Automation provides reliability, accuracy, and significant time savings for HR departments while ensuring fair compensation for employees.

Legal basis for winter time change 2025 and working time

Regulation of the Prime Minister of 4 March 2022 (Dz.U. 2022, item 539) – specifies the rules for introducing and cancelling daylight saving time for 2022–2026.
Labour Code (Act of 26 June 1974) – guarantees remuneration for every hour of actual work performed, regardless of the reason for extending the working day.

📌 The winter time change 2025 and working time are fully regulated by Polish labour law. Employers are obliged to record and settle the extended working time correctly.

Summary – winter time change 2025 and working time in practice

The Winter Time Change 2025 occurs on the night of 25–26 October, when clocks are set back from 3:00 to 2:00 a.m.
Night-shift employees work 9 hours instead of 8.
The additional hour is considered overtime, requiring payment or compensatory time off.
Time Harmony automatically recognizes and records the change, ensuring full compliance with the Labour Code.

📌 The winter time change 2025 and working time extend the night shift by one hour. With Time Harmony, this process is handled automatically — accurately, transparently, and in line with legal requirements.