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Equivalent working time system in practice – how Time Harmony makes it easier

Modern organizations are increasingly reaching for flexible models of working time organization. One of them is an equivalent working time system, which, if used correctly, allows you to adjust the working time schedule to the specifics of your business, seasonality or changing staffing needs. In practice, however, it can be difficult to manage, especially in larger companies or environments with diverse schedules.

Time Harmony comes to the rescue  – an advanced system for planning, recording and settling working time, which supports employers in the full, legally compliant implementation of an equivalent system.

What is an equivalent working time system?

Pursuant to Article 135 of the Labour Code, in the equivalent working time system, the daily working time may be extended – to 12 hours (and in some cases even to 16 or 24 hours), provided that in the adopted settlement period the average weekly working time does not exceed the norm of 40 hours in an average five-day working week.

The introduction of an equivalent working time system may be introduced if it is justified by the type of work or its organization in the workplace. In order to introduce an equivalent working time system, this issue must be regulated in a collective agreement, work regulations or a notice if the workplace is not covered by a collective agreement.

An equivalent working time system requires:

  • planning the schedule for at least one month and communicating it to employees at least 7 days before its validity
  • ensuring minimum daily (11 hours) and weekly (35 hours) rests,
  • correct settlement of overtime,
  • compliance with the rules resulting from settlement periods (e.g. 1 month, 3 months, in special cases up to 12 months).
Remark! Pursuant to Article 129 § 2 of the Labour Code, as in any working time system, if it is justified by objective or technical reasons or reasons related to the organisation of work, the settlement period in the equivalent working time system may be extended, but not more than up to 12 months, in compliance with the general principles of protection of the safety and health of employees.

Examples of industries and companies in which the equivalent working time system works:

  1. Health care – hospitals, ambulance services (on-call duty, shift work).
  2. Transport and logistics – drivers, warehouse operators.
  3. Industrial production – especially with production lines operating in continuous motion.
  4. Hotels and gastronomy – work on weekends and holidays, seasonality.
  5. Protection of people and property – shift work, the need for constant presence.
  6. Retail and shopping centres – extended opening hours, increased traffic on selected days of the week.

Agriculture and forestry – dependence on weather conditions and seasonality

The implementation of an equivalent working time system allows for more effective management of human resources in conditions of changing demand for labour, but requires proper regulation in the work regulations or collective agreement.

Equivalent working time system - limitations

An equivalent working time system cannot be applied to all employees. In accordance with the provisions of the Labour Code, it cannot be used for pregnant and juvenile employees due to special protection of their health and safety. In addition, disabled employees generally cannot work an extended daily working time, unless a doctor agrees to it in a medical certificate.

The equivalent working time system may also not be applied to employees caring for a child until the child reaches the age of 4 if they do not consent to it (Article 178 § 2 of the Labour Code). This protection applies to both mothers and fathers or other legal guardians, regardless of the type of contract or working time. The employer is obliged to respect their will, and the lack of consent to work in the system with an extended daily working time cannot be the basis for any negative consequences on the part of the employer. In practice, this means that these employees cannot be scheduled to work, for example, 10 or 12 hours a day, if they do not agree to it themselves.

Main challenges in working time management in an equivalent system

The implementation of an equivalent system is often associated with many organizational difficulties. The most common problems are:

  • errors in scheduling of schedules, leading to violations of regulations,
  • lack of tools to control rest periods – which may result in unauthorized employee claims,
  • difficulties in settling overtime, especially when changing the work schedule or substitutions,
  • inconsistent records of working time, which is important in the case of PIP inspections or labour disputes.

Manual scheduling or recording in Excel increases the risk of errors and burdens the HR department with an excess of operational tasks. This is where the role of modern T&A systems, such as Time Harmony, comes into play.

How does Time Harmony support companies in using the equivalent system?

Time Harmony is a system designed to be fully compliant with the Labor Code and the needs of HR departments, line managers and executives. Its functionalities significantly facilitate the organization of work in an equivalent system.

  1. Automated Regulatory Scheduling

The system allows you to create schedules taking into account:

  • maximum permissible shift lengths,
  • daily and weekly rests,
  • work cycles and days off,
  • public holidays.

All of this is done automatically — Time Harmony immediately flags conflicts with regulations before they are violated.

  1. Correct settlement of overtime

The system distinguishes between daily and average weekly overtime, automatically recording them and assigning them to the appropriate settlement periods. This makes it easier to determine:

  • the number of paid overtime,
  • time off for overtime,
  • allowances in accordance with Article 151(1) of the Labour Code.

Thanks to this, the HR and payroll department does not have to manually analyze and settle each case.

  1. Rest monitoring

Time Harmony analyzes every planned and implemented change in terms of ensuring rest:

  • 11-hour daily (Article 132 of the Labour Code),
  • 35-hour weekly (Article 133 of the Labour Code).

In the event of a breach – the system generates alerts that allow for immediate correction of the schedule.

  1. Ready-made reports and legally compliant records

The system automatically generates working time records, in accordance with the requirements of Article 149 of the Labour Code. The reports include:

  • start and end times of work,
  • overtime
  • days off used,
  • working time balance for the settlement period.

This saves time and minimizes the risk during inspections by the National Labour Inspectorate or the Social Insurance Institution.

  1. Flexibility and adaptation to the specifics of the company

Time Harmony allows you to dynamically update schedules, move shifts, schedule work on weekends with time off, and monitor the use of working time on an ongoing basis.

This gives companies greater operational control and allows  them to adapt their human resources to changing demand.

Summary

An equivalent working time system is a solution with great potential, but it requires precise implementation, in accordance with the Labour Code. Time Harmony eliminates the biggest risks associated with incorrect planning or accounting, allowing companies to take full advantage of the opportunities offered by this working time organization system.

Thanks to Time Harmony, the employer gains:

  • regulatory compliance,
  • automation of HR processes,
  • transparent records of working time,
  • a real improvement in organizational efficiency.

Want to see how Time Harmony works in action? Contact us and arrange a presentation of the system – tailored to the needs of your organization.

 

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Working time in May 2025 – how many hours does the Labour Code provide?

Compliant with Polish Labour Law

May is one of the months when it is particularly important to plan your working time correctly – mainly due to holidays and long weekends. In this article, we discuss how to determine  the working time in May 2025 in accordance with the Polish Labour Code, taking into account the holidays of 1 and 3 May.

Legal basis – Article 130 of the Polish Labour Code

The monthly working time is determined:

  1. by multiplying 40 hours by the number of whole weeks,
  2. adding 8 hours for each working day "protruding" beyond full weeks,
  3. subtracting 8 hours for each holiday falling on a day other than Sunday

 

May 2025 – what does the calendar look like?

  • Number of days per month: 31
  • Number of working days: 20
  • Number of days off (weekends + holidays): 11
  • Public holidays:
    • 1 May (Thursday) – Labour Day (statutory holiday, reduces the working time),
    • 3 May (Saturday) – Constitution Day of 3 May (falls on Saturday –  a day off to be collected, requiring a reduction in working time by 8 hours.
According to the Labour Code (Art.130 par.2), each holiday occurring in the settlement period and falling on a day other than Sunday reduces the working time by 8 hours.

Working time – May 2025

  • 4 full weeks × 40 hours = 160 hours
  • 2 days protruding over full weeks → 2x 8 hours = 16 hours
  • 1 May – a holiday on a working day → reduces the working time by 8 hours.
  • 3 May – holiday on Saturday → the employer must give another day off, reducing the working time by a total of 8 hours

According to the Labour Code (Article 130 paragraph 2), each holiday occurring in the settlement period and falling on a day other than Sunday reduces the working time by 8 hours.

➡️ The final working time in May 2025 is: 160 hours

What does this mean for employers?

The employer is obliged to:

  • schedule 160 hours of work for a full-time employee,
  • grant a day off for 3 May, because the holiday falls on a Saturday which is a day off due to an average five-day working week,
  • properly plan the work schedule in a way that ensures compliance with the regulations on rest periods and daily working time standards.
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Working time in May 2025 – plan and settle with Time Harmony

May 2025 is a month with two public holidays: 1 and 3 May. The holiday of 1 May falls on a Thursday – it reduces the working time. 3 May (Saturday) falls on a day off due to an average 5-day working week – the employer is obliged to grant a day off at a different time, and in accordance with the Labour Code, reduce the monthly working time.

For full-time employees,  the working time in May 2025 is 160 hours.

Time Harmony – Your support in planning

With Time Harmony:

✅ You create legally compliant schedules that automatically take into account public holidays and hour limits,
✅ You manage schedules in a basic and equivalent system  with the elimination of the risk of errors.

Recording and accounting in one place

✅ Registration of  employee clock-ins and outs in real time,
✅ Automatic settlement of overtime, taking into account daily and average-weekly overtime and calculation of relevant allowances +50% and +100%
✅ Registration  of work on holidays, with an indication of due allowances and the ability to easily plan the collection of another day off.

Working time in May 2025 - save time and comply with the Polish Labour Code

With Time Harmony , you can not only plan May 2025 correctly, but also maintain full compliance with labor law requirements – without the need to manually recalculate your working hours.

 

 

Time Harmony - 2025-04-08 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
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Effective management of employees across multiple locations

Time Harmony enables efficient and consistent management of employees across multiple locations. See how it works in practice.

Managing a large number of warehouse employees in different locations is one of the most demanding tasks faced by modern logistics and warehouse companies. This is due to the need to effectively coordinate the work of people who perform different activities in different conditions. This brings challenges to communication, monitoring progress and maintaining consistency in achieving operational goals. Effective management requires the use of appropriate tools that will allow for efficient operation despite various working conditions.

Manage teams across time zones

Time Harmony is a Labour Management System used globally, which offers functionalities that allow you to support multiple time zones, extend it to any language, as well as use local holiday calendars and types of absences. With these capabilities, the system provides unified reporting from different locations, regardless of time zone.

The system records and centralizes data on working time and all activities performed, both system and non-system. It presents this data in a single view, in a preferred layout, focusing on key indicators. Integration with local work schedule planning systems makes Time Harmony a comprehensive tool for managing and monitoring working time, employee activities and performance, and processes.

In Poland, the Time Harmony functionality, which includes monitoring of activities and performance as well as reporting of key indicators, is enriched with full-scale T&A functionality. It includes not only the recording of working time, but also the planning of schedules and full settlement of working time in accordance with the applicable labor law.

Key functionalities supporting management of employees across multiple locations

Time Harmony is a system that enables effective management and monitoring of the work of even teams of thousands of employees, in many locations and even time zones at the same time.

The key functionalities of the system in this context are:

✅ Online insights – Managers monitor employee uptime and performance in real-time on interactive dashboards tailored to their preferences. The system allows you to focus on key indicators for operational efficiency and immediately respond to deviations from the norm.

✅ Interactive dashboards – The system presents the current workflow using widgets and charts. Users track attendance counters, employee counters on breaks, analyze the team's participation in individual activities, both systemic and non-systemic. The system also allows you to monitor performance in specific tasks over a selected period of time and generate rankings, such as the Top 10 most effective employees.

✅ Support for multiple time zones – settings per country taking into account all time zones, use of local holiday calendars and the ability to define absences for a selected country

✅ Advanced scheduling and settlement of working time – in Poland, the system enables dynamic planning and optimization of schedules, taking into account the provisions of the labor law, including daily and weekly rest requirements. Automatic analysis of schedule compliance with regulations allows you to avoid violations and minimize the risk of irregularities in working time planning. In addition, the system provides full settlement of working time, including the calculation of overtime and allowances on this account.

With these features, companies can increase operational efficiency, improve workflows, and optimize team management processes.

Fast deployment and easy integration into internal systems

Another advantage of implementing Time Harmony is the quick implementation time – up to 3 weeks. The system is designed for easy integration, relying on access to the local LAN/WAN or Wi-Fi, without the need to interfere with the company's IT architecture.

Time Harmony flexibly connects with:

✔ WMS (Warehouse Management System) – ensures smooth synchronization of logistics and warehouse data,
✔ HR and payroll system – automates the recording of working time and its settlement,
✔ Production system – to synchronize production data
✔ Access control system – enables monitoring of employee entries and exits, providing additional security.

Unified reporting for large organizations

In organizations with multiple divisions, unified reporting is critical to ensure data consistency and enable effective performance comparisons. Time Harmony provides reliable analyses of work performance in various locations, taking into account their operational specifics.

Managers responsible for a given area can monitor the actual performance indicators for many locations at the same time and make strategic decisions based on this.
The system also enables benchmarking – comparing the effectiveness of individual branches, identifying best practices and implementing optimization at the level of the entire organization.

Expert support and global reach

Behind the smooth implementation of Time Harmony is the P2P2 team, which helps organizations adapt the system to their specifics. Experts take care of:

🔹 Configuration of settings according to company requirements,
🔹 Integration with internal systems via API,
🔹 Transfer of employee data and synchronization of information.

Time Harmony is a solution proven all over the world. The system has been implemented in  the United States, Argentina, South Africa and many European countries, such as  the Czech Republic, Slovakia, Hungary, Austria, Bulgaria, Romania, Spain, France and Italy.

Effective management of employees across multiple locations - summary

Time Harmony is a comprehensive tool for effective management of  employees across multiple locations within one organization. It gives you full control over your working time, productivity and schedules. The system records and centralizes data from various internal systems, presenting it in the form of online widgets and reports. This enables quick operational decision-making and an in-depth analysis of work processes at different locations, supporting optimisation measures. With fast deployment, flexible integration, and global reach, Time Harmony is the ideal solution for modern organizations that seek to increase efficiency and optimize HR processes.

 

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Working time in April 2025 – how to calculate the number of hours?

Compliant with Polish Labour Law

Working time in April 2025 – how to calculate the number of hours?

April is the month in which the calculation of the working time is particularly important due to the Easter holidays. In 2025, Easter falls on April 20 and 21. According to the regulations, Easter Sunday (20 April) does not affect the working time, as it is a day off regardless of holidays. Easter Monday (21 April) is a public holiday, which means that the number of working days in April will be reduced by one day.

Correct calculation of working time is crucial for employers and HR departments, as it is the basis for planning work schedules. In this article, we will explain how to calculate the working time in April 2025 in accordance with the applicable regulations.

Basis for calculating working time

According to Article 129 of the Polish Labour Code, the basic working time in Poland is:

  • 8 hours a day,
  • 40 hours in an average five-day working week in the adopted settlement period.

Employers must also take into account the mandatory daily and weekly rest, as well as public holidays, which affect the number of working hours in a given month.

To calculate the number of working hours in a given month, you should:

  1. Multiply 40 hours by the number of full weeks of work in a given month.
  2. Add the number of hours that correspond to the working days that remain after counting the full weeks.
  3. Subtract 8 hours for each public holiday that falls on a working day.

Working days and holidays in April 2025

In 2025, April has 30 days. The arrangement of holidays and holidays is as follows:

  • Weekends: 5-6, 12-13, 19-20, 26-27 April – holidays due to the 5-day working week
  • Public holiday: April 21 (Easter Monday).

This gives a total  of 21 working days, because a holiday falling on a Monday reduces the number of working days in a month.

Working time in April 2025 - calculation

To calculate the number of working hours, multiply the number of working days by the standard number of working hours per day:

21 working days × 8 hours = 168 hours

Finally, the working time in April 2025 is 168 hours for full-time employees.

The importance of proper working time planning

Calculating the working time is crucial for the organization of work in companies. Proper scheduling:

  • Ensures compliance with the Labour Code,
  • Minimizes the risk of errors in calculating wages, especially in the context of overtime,
  • It allows for better management of human resources, thanks to which excessive burden on employees is avoided,
  • It makes it easier to plan holidays and days off, which is especially important during holiday periods.

Therefore, more and more companies use modern working time management systems that automatically take into account the requirements of the Labor Code.

Summary

In April 2025, the working time is 168 hours, as this month includes 21 working days. Easter Monday (21 April) is a public holiday, which reduces the total number of working days in a month.

Proper planning of work schedules is crucial for compliance with regulations and effective workforce management. To avoid mistakes in planning and settling working time, it is worth using tools that automate this process.

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Working days in April 2025 - plan and settle your working time with Time Harmony

The Time Harmony  system is an advanced tool that supports companies in precise planning and settlement of working time in accordance with applicable regulations. Thanks to the system's automatic functions, employers can easily:

Planning work schedules

✅ Create schedules in accordance with the Labour Code , taking into account working hours limits, daily and weekly rest, as well as days off.
✅ Automatically adjust schedules to changes due to holidays.
✅ Plan equivalent working hours and shift systems, minimizing the risk of excessive workload on employees.

Settlement of working time

✅ Accurately record working time – the system monitors employee entries and exits, eliminating manual registration errors.
✅ Automatically settle overtime in accordance with the regulations, taking into account both remuneration and the possibility of taking time off.
✅ Register work on public holidays, indicating the allowances due and the possibility of receiving another day off.

Support in overtime collection

✅ The system automatically indicates the most convenient dates for collecting overtime and generates recommendations for employers.
✅ It enables efficient management of the overtime bank, which allows for a more flexible approach to working time planning.

With Time Harmony , employers can optimize their time management process, ensuring regulatory compliance and improving organizational efficiency.

 

 

Time Harmony - 2025-03-17 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
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Easter peak season in a warehouse. Time Harmony supports the organization of warehouse work.

Easter peak season, is a time of increased traffic in warehouses. The increase in the number of orders, sometimes even several times, the pressure to make quick deliveries and the need to optimize work make warehouse management even more challenging. To meet these requirements, it is crucial to use modern tools for work planning and process monitoring.

The Time Harmony system allows warehouse managers and foremen/team leaders to better organize the work, analyze efficiency and quickly respond to dynamically changing operating conditions, based on centralized, real-time data.

Work Planning – The key to effective management during the pre-holiday period

Handling a higher volume of orders in the Easter peak season requires precise work planning that takes into account both resource availability and an even workload.

This approach allows for full use of available resources and the elimination of bottlenecks, which ensures efficient order processing.

The Time Harmony system allows for effective management of schedules, thanks to which tasks are assigned in an optimal way, in accordance with actual operational needs during the Easter peak season.

With Work Scheduling, a warehouse manager, foreman, or crew leader can:
• Define the key tasks for individual changes in advance,
• Optimize picking, packing, and shipping processes to meet increased demand.
• Adjust schedules to the dynamically growing number of orders during the Easter peak season,
• Monitor workload and avoid downtime.

The use of modern planning tools avoids a situation in which a sudden increase in orders before Easter leads to operational chaos and a decrease in work efficiency.

Monitoring the work of temporary workers in the Easter peak season

The increase in the number of orders in the pre-holiday period often requires the employment of additional employees through temporary employment agencies. In such situations, it becomes crucial to monitor the commitment and effectiveness of temporary workers on an ongoing basis.

The Time Harmony system allows for full control over the work of temporary staff, providing detailed data on their activity, tasks and working time.

Monitoring features for contingent workers include:
• Tracking the start and end time of work,
• Analysis of performance in the tasks performed,
• Verification of compliance of work with the agreed schedule,
• Identify areas that require additional training or support.

This allows warehouse managers to assess the performance of temporary workers on an ongoing basis and make decisions about their further employment or staff transfers, which is especially important in the dynamic Easter peak season.

Real-time monitoring of warehouse processes

In the busy pre-holiday period, it is especially important to monitor warehouse operations continuously. Time Harmony provides real-time online data, enabling immediate responses to any irregularities."

With monitoring capabilities, you can:

  • Track the progress of orders in real time,
  • Identify potential bottlenecks in the logistics process,
  • Respond to delays and eliminate inefficiencies,
  • Analyze the performance of individual employees during a key period of increased work.

This allows warehouse managers to make quick decisions that allow them to maintain a high quality of service, even with a sharp increase in the Easter peak season.

Interactive dashboards – full insight into the working day of teams

One of the biggest challenges in the pre-holiday peak is having to control multiple variables at once. Time Harmony solves this problem through interactive dashboards that provide a complete view of your teams' workday on a single screen.

With the help of interactive panels, warehouse managers can:

  • Analyze key performance indicators (KPIs),
  • Track employee performance in the tasks performed,
  • Monitor the compliance of the implementation of processes with the agreed schedule,
  • Identify areas for improvement.
Time Harmony is a system that centralizes data on the course of work processes. All key KPIs that are important for a given manager are available in one place – in the form of an interactive dashboard – which significantly supports operational decision-making and improves warehouse planning and management in the critical pre-holiday period.

Process optimization and quick insight into employee engagement

Time Harmony centralizes data on both system and non-system activities that are not recorded by WMS systems, but at the same time constitute a significant part of working time. This gives companies a complete view of the entire operational process, which enables detailed analysis of these activities. Based on the collected data, it is possible to identify areas for optimization and implement improvements aimed at eliminating inefficiencies, increasing work efficiency and improving the organization of processes.

The system enables:

  • Analyzing how much time each stage of the logistics process takes,
  • Workflow optimization by eliminating unnecessary activities,
  • Tracking the degree of utilization of resources and workstations,
  • Identifying areas where organizational changes need to be implemented.

In addition, quick insight into employee engagement allows for better separation of duties, which translates into greater operational efficiency, especially important during pre-holiday logistics peaks.

Increase in employee self-control and work efficiency

Effective warehouse management is not only about monitoring processes, but also about motivating employees to self-control and increase work efficiency. Time Harmony allows you to accurately measure working time, breaks and the period between arriving at the warehouse and taking the first action.

The benefits of this solution include:

  • Increasing discipline and commitment to the tasks performed,
  • Elimination of ineffective habits,
  • Better organization of working time,
  • Greater awareness of employees about their own effectiveness, which is especially important during the period of increased pre-Christmas traffic.

As a result, warehouse teams become more disciplined and efficient, which directly translates into the efficiency of the entire warehouse at a key moment of increased work.

Fast implementation and immediate access to data

One of the biggest advantages of the Time Harmony system is its quick implementation.

The implementation of Time Harmony can be completed even within 2-3 weeks, which allows to instantly start monitoring the operation of the warehouse.

From day one, the system provides complete workflow data, enabling immediate process optimization and the elimination of bottlenecks. Thanks to this, companies can quickly increase their efficiency, especially during the period of increased Easter peak season.

Summary

The increased traffic before Easter is a challenge that can be met with the right tools for work management and process monitoring. The Time Harmony system provides functionalities that enable effective planning, ongoing tracking of operations and optimization of processes.

Interactive dashboards provide a full view of the working day of teams, and monitoring working time is conducive to increasing self-control and employee efficiency.

By implementing Time Harmony, warehouse managers can not only meet the growing demands, but also ensure high quality service and optimal use of resources during the crucial peak season, such as before Easter. In today's market reality, where time and efficiency determine competitiveness, the use of modern systems such as Time Harmony is becoming essential for any warehouse that wants to effectively manage the increased traffic ia a hot peak season.

 

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Salaries in the warehouse sector in Poland

Salaries in the warehouse sector in Poland in 2024: trends, challenges and optimization tools.

The warehouse sector in Poland plays a key role in the economy, especially in the context of the dynamic development of e-commerce and logistics. In 2024, the increase in demand for employees and changes in the wage structure were visible across the industry, and according to the latest data, Poland maintained its leading position in the Central and Eastern Europe (CEE) region in terms of salaries in the warehouse and manufacturing sectors.

The trends that shaped the market in 2024 still remain relevant. The competitiveness of salaries and the growing demand for qualified staff continue to affect the development of the sector.

In the context of the growing level of salaries in the warehouse sector, modern tools supporting operational efficiency will play a key role. Their implementation not only optimizes costs and streamlines work organization, but also increases the transparency of processes and enables better management of human resources.

Salary level in 2024

According to data from the National Salary Survey published on the Wynagrodzenia.pl portal,  in 2024 the average salary in the warehouse sector in Poland was around PLN 5,500–6,500 gross per month, depending on the position, employee experience and region of the country. The highest wages are recorded in voivodeships with a high density of logistics centres, such as Mazowieckie, Dolnośląskie and Wielkopolskie.

Of course, salaries are higher in managerial positions. Managers of distribution centers can count on salaries in the range of PLN 18,000 to PLN 28,000 gross per month, depending on the region. The highest rates are offered in the Mazowieckie and Wielkopolskie voivodeships. Logistics managers earn between PLN 13,000 and PLN 20,000 gross, with the highest salaries recorded in the Mazowieckie Voivodeship.

Salaries in the warehouse sector. Factors influencing salary growth

The increase in salaries in the warehouse sector in Poland is the result of several key factors. Firstly, the dynamic development of e-commerce and logistics forces employers to offer competitive wages to attract and retain qualified employees. Secondly, the rising cost of living and inflation are prompting companies to regularly adjust rates to the current economic conditions, which directly affects higher salaries in the warehouse sector.

The role of monitoring systems in optimizing work

In the face of rising salaries and increasing competitiveness on the labor market, companies are increasingly implementing modern tools to support efficiency and organization of work. One of such solutions is  the Time Harmony system, which allows you to record working time, monitor the activities performed and assess employee performance. As a result, it provides reliable data for analysis, which translates into fair bonuses and greater transparency in the organization.

With Time Harmony, you can:

  • Register and plan your team's time online.
  • Real-time process monitoring.
  • Analysis of employee performance and identification of areas for optimization.
  • Elimination of non-value-added activities, which leads to savings and increased efficiency.

 

Time Harmony works on the basis of online data from dedicated system devices, a web-based employee panel and integration with internal systems (WMS/ERP).

Detailed information about the time of performed activities allows for ongoing monitoring of employee engagement, effective staffing planning and optimal assignment of tasks.

Analysis of working time and activity structure

Dashboards in the Time Harmony system provide quick access to on-line data on the current workflow. Ongoing monitoring of the team's involvement in specific tasks, the duration of individual activities and the level of employee performance are data on the basis of which managers can more effectively plan resources, optimize processes and identify areas for improvement.

Current number of employees in activities

The system enables quick access to data on the percentage of employees participating in specific tasks. Detailed dashboards show what activity is currently being performed by the employee, for how long and with what efficiency.

Participation of employees in standardized and non-standardized activities

The list presents the division of employee involvement in standardized and non-standardized activities – both productive and non-productive. Productive time and idle time are calculated from this.

Measuring non-systemic activities and idle time

Time Harmony allows you to record out-of-system activities that are not included in WMS/ERP systems, but are an indispensable part of operational processes. Such activities include, m.in, tidying up the workplace, organizational meetings, moving between processes, foiling or stacking goods. Our analyses show that they can account for up to 30% of the total working time.

In addition, Time Harmony calculates idle time, i.e. the period between the declared start of work or return from a break and the first activity. Monitoring these parameters allows for accurate verification of the time spent on productive and non-productive tasks, which allows for process optimization and more effective resource management.



Sample dashboards with employee performance data

Performance over time

The system provides detailed data on employee performance in different time periods – daily, weekly and monthly.

Efficiency in individual activities

The data can be filtered by location, contractor or task type, which allows for a precise analysis of work efficiency.

Top Performance

Quick access to information about the best performance in the team, which makes it easier to identify the most effective employees.

Performance in standardized activities

Monitoring performance for specific activities, which can be assigned norms based on various factors, such as location, customer, or item group.

Nominal capacity

Information about the number of processed units (e.g., items produced) over a specific period of time, e.g., on an hourly basis.

Benefits of implementing the system

The implementation of the Time Harmony system allows for more effective planning and organization of work, which is crucial in the dynamically developing warehouse sector. By providing objective performance data, companies can introduce fair bonus systems and increase the transparency of processes, which has a positive impact on employee motivation and engagement.

Summary - Challenges for the warehouse sector in Poland

The warehouse sector in Poland in 2024 remains one of the most dynamically developing areas of the economy. High salaries, modern technologies and growing investments make this industry attractive to employees and investors.

Salaries in the warehouse sector in Poland remain a key factor affecting the competitiveness of companies and employee motivation. In 2024, wages increased in response to the growing demand for qualified staff and the development of logistics. Current trends indicate that wages in the warehouse sector continue to be at a high level, especially in regions with a high concentration of logistics centres.

The increase in labor costs prompts companies to implement modern tools to optimize operational efficiency. Systems such as Time Harmony allow you to monitor the working time and efficiency of employees, which affects better organization of processes and fair remuneration systems. Automation and data analysis are becoming an indispensable part of the strategy of companies that want to maintain competitiveness while providing attractive working conditions.

 

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Time Harmony - 2025-02-18 - Activities and performance measuring, Entrepreneur's Guide - No Comments
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Non-working days in Poland in 2025 – when to plan a holiday?

Compliant with Polish Labour Law

Planning a holiday for 2025 should start by checking the calendar of non-working days. After the recent changes in the establishment of Christmas Eve as a day off, there are 14 public holidays in Poland, which are public holidays. Proper planning of the holiday allows you to extend the rest period without having to use a large number of vacation days. Let's check how the non-working days in 2025 are arranged and when is the best time to plan a holiday.

Non-working days in Poland in 2025 – full list of public holidays

    • 1 January (Wednesday) - New Year's Day
    • 6 January (Monday) – Epiphany
    • April 20 (Sunday) – Easter
    • April 21 (Monday) – Easter Monday
    • 1 May (Thursday) – Labour Day
    • 3 May (Saturday) – Constitution Day of 3 May
    • June 8 (Sunday) – Pentecost
    • June 19 (Thursday) – Corpus Christi
    • August 15 (Friday) – Assumption of the Blessed Virgin Mary
    • November 1 (Saturday) – All Saints' Day
    • 11 November (Tuesday) – National Independence Day
    • December 24 (Wednesday) - Christmas Eve
    • December 25 (Thursday) – Christmas Day (first day)
    • 26 December (Friday) – Christmas Day (second day)

Non-working days in Poland - what about Christmas Eve?

On 1 February 2025, an amendment to the Act on non-working days came into force, under which Christmas Eve will be a non-working day in 2025 and in subsequent years from this year. Thanks to this change, the number of public holidays increased from 13 to 14.

What is the best way to plan your leave in 2025?

Long weekends in 2025:

 

      1. New Year's Day and Epiphany – It is enough to take four days off (January 2-3 and 7-10) to gain as many as 10 days off.
      2. May – May 1 falls on a Thursday, so by taking a holiday on May 2 (Friday), you can enjoy a four-day weekend. May 3 falls on a Saturday this year, so your employer will have to designate a day off for collection.
      3. Corpus Christi – The holiday falls on Thursday (June 19), which gives you a great opportunity to extend the weekend if you take Friday off.
      4. Assumption of the Blessed Virgin Mary – August 15 falls on a Friday, which automatically means a long weekend without the need to take a holiday.
      5. Christmas with Christmas Eve  – that is, December 24, 25 and 26, so including the weekend, our Christmas rest in 2025 will last as long as 5 days.

Holidays falling on Saturdays

In 2025, two holidays – Constitution Day of 3 May and All Saints' Day – fall on a Saturday, which means that employees are entitled to an additional day off work to be collected. According to the provisions of the Labour Code, if a holiday falls on a non-working day other than Sunday, the employer is obliged to set a different time off in the same settlement period. The employer does not have to agree this decision with the employees, and information about the designated day off should be provided in the form of an ordinance, announcement or other method adopted in the company.

Alternatively, an employer may allow employees to choose their own day off for a holiday that falls on a Saturday. Failure to grant an additional day off in a given settlement period would result in exceeding the normative working time, which would entail the need to pay remuneration for overtime work.

Holidays that fall on Sundays

Two of the 14 public holidays in 2025 fall on a Sunday – Easter Sunday and Pentecost. These are movable holidays that always fall on this day of the week, so they do not reduce working hours. According to the Labour Code, employees are not entitled to an additional day off for them.

Working time in Poland in 2025

According to the Polish Labour Code, the working time may not exceed 8 hours per day and an average of 40 hours per week with an average 5-day work system in a fixed settlement period. In most companies, public holidays are Saturday and Sunday. In addition, there are 14 public holidays in 2025, which increase the number of non-working days.

In 2025, employees will work 249 days, and the total number of days off (including Saturdays, Sundays and holidays) will be 116.

To calculate the number of working hours in individual months, the following scheme should be used:

      1. The number of full weeks in a given settlement period is multiplied by 40 hours. For a monthly billing period, the calculation is as follows: 4 weeks × 40 hours = 160 hours.
      2. To the obtained value, we add the number of days extending beyond full weeks, multiplying them by 8 hours.
      3. We subtract 8 hours from the result for each public holiday that falls on a day other than Sunday.


Working time in 2025 broken down by month (monthly settlement period)

 

Working time broken down into three-month settlement periods

Summary

2025 brings several favorable arrangements of days off, especially in January, June, August and December. By planning your vacation in advance, you can effectively extend your rest without excessive use of vacation days. It is worth considering the best dates for holidays or short trips now!

Time Harmony – a convenient tool for planning working time

Planning holidays and organizing working time in accordance with the provisions of the Labor Code can be easier thanks to the Time Harmony system. This modern tool allows employers to effectively manage schedules, taking into account holidays, vacations and working time limits. With automated reminders and data analysis, the system supports labor compliance while increasing transparency and automating scheduling processes.

Flexible billing periods in Time Harmony

Time Harmony enables flexible management of working time by defining different billing periods for individual departments in the organization. The system allows you to set different settlement periods, e.g. monthly, quarterly or four-monthly, within one organization, depending on the specifics of a given team. This allows companies to precisely adjust schedules, working time settlements and reporting to internal needs and applicable labor law regulations.

 

 

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Time Harmony - 2025-02-12 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
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System for settlements with customers

In every company cooperating with contractors, the key element is precise management of settlements. Good business relations require not only transparency, but also effective monitoring of the time spent on the implementation of individual tasks.

The answer to these needs is Time Harmony, which can be successfully used as a system for settlements with customers, as it enables comprehensive management of working time and the creation of precise reports and settlements with contractors.

 

System for settlements with customers

Time Harmony as a system for settlements with customers

Time Harmony is an innovative system for recording working time and managing productivity. It was created for companies that need a tool not only to monitor the working time of employees, measure the time of activities and efficiency, but also to accurately settle projects carried out for contractors.

Time Harmony, equipped with the functionality of measuring the time of activities, allows recording of all activities performed and assigning them to a specific client or project, which enables precise settlements with clients.

How does Time Harmony support settlements with contractors?

Managing projects carried out for contractors requires not only precise monitoring of working time, but also generating detailed reports. Time Harmony allows you to record every activity performed by employees, so companies can easily create billing based on real working time. Here's how the system supports these processes:

1. Recording of activities time

Each employee can easily record the time spent on a specific task. Time Harmony will calculate precisely the time spent on performing a specific activity, which allows for accurate billing based on actual commitment. Automatic time recording minimizes the risk of errors that can occur with traditional methods, such as manual time recording.

2. Creating reports and settlements

Based on the recorded data, the Time Harmony system generates detailed reports that can be used as a basis for settlements with contractors. These reports may include:

  • a detailed list of activities, completion dates, and time spent on each task.
  • number of documents, invoices generated for a specific Customer

These types of documents are invaluable when settling projects in an hourly model or in contracts, where accurate cost accounting is important. An additional option is the possibility of entering a comment on the activity performed, which can be a perfect complement to the information needed for settlements with the client.

3. Transparency and trust

Thanks to detailed reports generated by Time Harmony, counterparties gain full transparency in terms of the time spent on their orders. Time Harmony is therefore a system for settlements with customers, which allows you to build trust and avoid misunderstandings regarding settlements. Companies can share reports with their clients, which facilitates negotiations and strengthens long-term relationships.

 

System for settlements with Customers

Flexibility to fit your business needs

Time Harmony is a flexible system, which means that it can be adapted to the specific needs of different industries and business models. Regardless of whether the company settles on the basis of working hours, completed project stages or other indicators, the system allows for full adjustment to individual requirements.

A fully definable activity tree makes Time Harmony customizable to the needs of any business.

Time Harmony as a tool for precise pricing of future orders

One of the additional advantages of the Time Harmony system is the ability to use the collected data to effectively plan and evaluate future orders. With detailed reports on the time spent on each task, companies gain a valuable historical database. By analyzing this information, you can accurately estimate how long similar projects will take in the future, allowing for more accurate and realistic cost calculations. This, in turn, allows companies to prepare competitive and profitable offers for customers.

Time Harmony not only increases the accuracy of quotes, but also minimizes the risk of underestimating or overestimating costs, which has a direct impact on project profitability and customer satisfaction.

Benefits of implementing Time Harmony

Implementing Time Harmony brings many benefits to businesses, including:

  • Transparency of settlements with customers thanks to precise recording of activities
  • Correctness of settlements – you can be sure that each activity will be registered and included in the settlement
  • Reports with the time of activities that you can attach to settlements with the client
  • Quick access to data on the time of activities for a specific customer
  • Increase efficiency through better time management and resource allocation
  • Time savings by automating administrative processes

Customer settlement system - summary

The Time Harmony system is a modern tool which, in addition to the functionality of a full-scale working time recording system, is equipped with an advanced module for measuring the time of activities and efficiency, and therefore can be successfully used as a system for settlements with customers, significantly facilitating the management of settlements with contractors. Thanks to the ability to record working time, create reports and automate settlements, companies can increase their efficiency, reduce costs and improve relationships with business partners. The transparency and precision offered by Time Harmony make it an ideal solution for companies that focus on professionalism and attention to detail.

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Time Harmony - 2024-11-19 - Activities and performance measuring, Entrepreneur's Guide - No Comments
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Labour Management System. Case story from the implementation of Time Harmony in South Africa.

Time Harmony is an LMS (Labour Management System) system successfully  used in companies from the sector of warehouse and logistics operators.

The ability to measure the time of performed activities, assign activities to a specific customer, calculate the efficiency of employees in individual activities, and all this combined with the functionality of registration, full recording and settlement of working time, are the functionalities of the system that are perfect for warehouse analytics.

For one of our clients, a global transport and warehouse operator, as part of the implementation of an international #LabourManagement project ongoing in this organization, we implemented another instance of the system, this time in South Africa.

The main functionalities of the system used in this implementation:
measuring the duration of activities, assigning activities to specific projects/orders/customers, measuring performance

Time Harmony – Labour Management System

Time Harmony perfectly fits into the assumptions of the project, which is to cover all locations where the client's logistics and warehouse centers operate. As part of the Labour Management project, the task of the Time Harmony system is to provide data on the activities performed, including the calculation of their duration, determination of workload, efficiency and identification of idle times. This data will be used for a comprehensive analysis of how working time is used in individual operational hubs and ultimately to indicate areas where it is possible to optimize processes.

Project implementation

The first country where we implemented our system was Poland. The data provided by the system turned out to be so valuable that it was decided to further implement Time Harmony in other European countries, North and South America, and recently it was the turn of one of the Client's warehouses in South Africa.

The Time Harmony system records data about the work process using built-in time zones, so analytical data is available in real time not only to the management of a given location, but also to the management staff at the Company's Headquarters. The system offers rich reporting based on recorded data.

 

Deployment in South Africa

As part of the implementation in South Africa, the Time Harmony system covered more than 110 warehouse employees. Employees, using the terminals provided by us, record the activities performed, which allows for accurate tracking of work efficiency. In addition, we have introduced a parameter that identifies for which customer a given activity is performed. This is crucial in the context of servicing several customers in one warehouse, which allows for precise settlement of the workload for each of them and optimal allocation of human resources to tasks.

At the beginning, this parameter is selected manually by employees, but the planned integration with the WMS (SAP) system will enable automatic collection of data on customers, quantities of goods and units (e.g. pieces, packages, pallets), which will streamline the process and minimize the risk of errors.

Labour Management System - Benefits of implementation

Already in the first days after implementation, the client noticed numerous benefits, such as:

  • Increased work transparency – recording activities allows for better control over the implementation of tasks.
  • Optimization of resource allocation – data on workload per customer allows for better planning and allocation of staff.
  • Improve operational efficiency – by monitoring uptime and eliminating idle times.

 

Next steps

Depending on the progress of the project and the assessment of the benefits of implementation, decisions will be made regarding the potential expansion of the RPA project with more warehouses. In addition, already in the first days after implementation, the system showed that it can also be helpful in settlements with employees, based on data from reports on performed activities.

Employee concerns

One of the biggest challenges we encounter during implementations is employees' concerns about the impact of the system on their employment or salary level. An important role of managers responsible for the implementation of the project on the client's side, with our support resulting from experience in previous projects, is to explain the business basis and familiarize employees with real, measurable benefits of the implementation. Because what is worth emphasizing is the fact that Time Harmony not only provides analytical data for the company's management, but also improves work organization, supports more balanced task assignment, including workload equalization, contributes to improving self-organization and self-control of work. As a result, this has an impact on the positive evaluation of the employee, thanks to the provision of measurable data that is then taken into account in the evaluation and bonus process.

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Time Harmony - 2024-09-24 - Activities and performance measuring, Entrepreneur's Guide - No Comments
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Employee break - 7 facts you need to know

Compliant with Polish Labour Law

In the Polish legal system, the provisions on breaks at work are precisely defined in the Labour Code. Their purpose is to protect the health of employees, ensure appropriate working conditions and maintain a balance between working time and rest. An employee break is not only an employee's right, but also an obligation of the employer, who must provide it.

Paid employee break – how long does it last?

According to the provisions of the Labour Code, every employee employed under an employment contract is entitled to a paid employee break, included in the working time, provided that he or she works at least 6 hours a day. The length of this break may vary depending on the scheduled working time.

 

employee break

Paid break for 8-, 12- and 16-hour working days

According to the amendment to the Labour Code introduced in 2023, the length of paid breaks increases depending on the length of the working day:

  • 8-hour working day – 15 minutes of paid break, included in the working time.
  • 10- and 12-hour working days – 2 x 15 minutes, a total of 30 minutes of paid breaks, if the working time exceeds 9 hours.
  • 16-hour working day – 3 x 15 minutes, a total of 45 minutes of paid breaks, with a working day longer than 16 hours.

These are the minimum length of breaks that the employer must provide in accordance with the regulations. However, he may decide to extend paid breaks.

The employer may decide to extend the employee breaks included in the working time.

60-minute free break

Article 141 of the Labour Code allows the employer to introduce an additional, maximum 60-minute break, which is not included in the working time, which means that the employee will not be paid for it. The regulations clearly define the purpose of this break, which is to eat a meal or take care of personal matters by the employee. It should be remembered that the employee must stay at work one hour longer in such a case. This break is introduced by a collective labour agreement, work regulations or employment contract if there is no agreement or regulations.

The introduction of an unpaid break in the company does not deprive the employee of the right to a 15-minute break.

If an employee does not want to take an additional, unpaid break, they can submit an appropriate request in this matter. The employer may, but does not have to, grant such a request.

Additional employee breaks

Certain groups of workers are entitled to additional breaks:

  • Employees working at a computer – they are entitled to a 5-minute break after each hour of work, included in the working time, which is intended to reduce the burden associated with working at the monitor.
  • Breastfeeding mothers are entitled to one half-hour break if they work 4 to 6 hours a day, and two half-hour breaks if they work more than 6 hours. If you are feeding more than one baby, these breaks are extended to 45 minutes each. Breaks can be combined at the employee's request.
  • Adolescent workers – people aged 15 to 18 are entitled to a 30-minute break if their daily working time exceeds 4.5 hours.
  • Employees in arduous or harmful working conditions – the employer is obliged to reduce their working time by introducing additional breaks included in the working time.
  • People with disabilities – they are entitled to an additional 15-minute break a day.

Breaks for professional drivers

In the case of professional drivers, the regulations are particularly strict. According to EU and Polish regulations, drivers must take at least a 45-minute break after 4.5 hours of continuous driving.

Employee break recorded in the Time Harmony system

Time Harmony is a time and attendance system that, among other things, allows you to monitor the length and frequency of employee breaks. Employees can register their break exit using RFID cards or a mobile app.

With automatic interfaces, the exit and return from the break can be saved in the system automatically. In this case, the mere fact of passing through the turnstile will send an appropriate message to the system.

With appropriate system settings, people responsible for supervising the team's work can receive alerts notifying them of an extended break. The system makes it possible to determine the length of the paid break, in accordance with the principle adopted in the workplace.

Time Harmony shows you the current workflow at a glance. One of the many available system dashboards is the one showing the number of employees on breaks.

The available working time reports show how the distribution of working time is shaped in the workplace, including breaks. Data can be compared across teams or locations.

In Time Harmony real-time data allows for ongoing monitoring of the number of employees on breaks.
Historical data allows you to analyze how the percentage of working time is distributed compared to the time of breaks.

Consequences of not giving breaks

Failure to give employee breaks is a violation of the law and may lead to the employer's liability. The National Labour Inspectorate (PIP) has the right to check whether the employer complies with the regulations on breaks, and if violations are found, it can impose a fine.

On the other hand the employer can monitor how employees use the breaks they are entitled to, and systems such as Time Harmony allow for full management of working time, which increases efficiency and control over work processes.

 

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