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Guide

From your first sign-in to the monthly report – explained step by step.

1Getting started

Chapters 1 to 7 are for all employees; from chapter 8 on, they cover the tasks of managers.

  1. Your company adds you to WP-TimeKeeper. You get an invitation by e-mail and choose your password (at least 10 characters). If you were given a temporary password instead, you choose your own at the first sign-in.
  2. Sign in with your browser at timekeeper.wpsolutions.ch or in the app on iPhone, iPad or Android – with the same e-mail address and password everywhere.
  3. Forgot your password? Tap Forgot password? when signing in. You get a link that is valid for 60 minutes.
Sign-in
Sign-in

2Tracking time with the timer

The easiest way: start when work begins, stop when it ends.

  1. Open Today. Choose a customer or leave General (no customer). A note is optional.
  2. Tap Start. Pause and Resume interrupt your work.
  3. At the end, tap Stop. The time appears under Recorded today.
TipThe timer keeps running on the server, even when the device is locked or switched off. You can also see and stop it in the web app. Less than a minute is not saved; more than 16 hours has to be entered by hand.
Today
Today

3Entering and changing times by hand

For anything you want to add or correct.

  1. In Today, tap Manual or + at the top right.
  2. Choose the date, from, to and break, plus a customer and note if needed, and tap Save.
  3. To change an entry, tap it. To delete it, press and hold.
TipIf work ends after midnight, just enter the end time (e.g. 22:00–02:00). WP-TimeKeeper calculates supplements automatically. If an entry can’t be changed, your company has locked the period – please contact your manager.
Record time
Record time

4Month and overtime balance

This is where you see how you stand.

  1. Open Month. At the top are target, worked hours, weekend and holiday work, and your overtime balance.
  2. Below is every day with its entries, public holidays, closures and absences.
  3. The arrows change the month.
TipTarget time, holiday days or public holidays not right? Your company sets workload, weekly hours, holiday entitlement and canton.
Month
Month

5Holidays and absences

Request time off, follow the status and watch your holiday balance.

  1. Open Absences. At the top you see how many holiday days you have left.
  2. Tap Request holidays or an absence, choose the type and period, and send the request.
  3. Your manager approves or rejects it; the status appears on your request.
  4. To withdraw an open request: swipe left on iPhone, tap it on Android.
TipTime off in lieu reduces your overtime balance. Absences also shows upcoming public holidays and closures.
Absences
Absences

6Profile, reminder and security

Your settings in the app.

  1. Under Profile you see your employment details. If you work for several companies, this is where you switch.
  2. Under Timer reminder, choose after how many working hours the app reminds you of a running timer (8 hours by default; pauses don’t count). Allow notifications for this.
  3. Under Security, protect the app with Face ID, your fingerprint or the device passcode.
  4. This is also where you change your password or sign out.
Timer reminder and account
Timer reminder and account

7Web app

Everything the app does, with more overview on a big screen.

  1. Sign in at timekeeper.wpsolutions.ch. Overview shows the timer, overtime balance, holidays and the current week.
  2. Under Time tracking you edit your months; Year overview shows the whole year.
  3. Under Holidays & absences you request absences, including half days, and see the team calendar. Public holidays lists the holidays of your canton.
  4. Under My profile you choose your language and change your password.
Overview in the web app. Sample data.
Overview in the web app. Sample data.

8For managers: setting up your company

We open your company and the first manager gets an invitation. All administration happens in the web app.

  1. Open Company → Settings. Set the default canton, Weekly hours at 100 % and holiday days, and choose the Working days.
  2. Check the Time supplements. Legal guide values: temporary Sunday and public holiday work +50 %, temporary night work (23–6) +25 %; Saturday according to contract or collective agreement.
  3. Decide how many days back employees may edit their entries.
  4. Under Closures, enter company closures and choose whether the days come off the holiday balance.
  5. Under Public holidays, check your canton’s template.
TipIn some cantons (e.g. AG, SO, FR, AI, NE), public holidays differ by district or municipality. Adjust the template if needed.
Company → Settings. Sample data.
Company → Settings. Sample data.

9For managers: employees

Add your team with workload and holiday entitlement.

  1. Open Employees and click New employee.
  2. Enter name, e-mail, role, canton, Workload, holiday days, Start date and year of birth.
  3. Send an invitation by e-mail, or pass on the temporary password securely.
  4. Switching from another system mid-year? Under Start in WP-TimeKeeper, enter Time tracking from plus the overtime balance and holidays left at the start.
TipFor a fiduciary or auditor, choose the role Read-only (fiduciary, auditor). These accounts see the team, reports and exports but can’t change anything. Without Employed – with time account they don’t count as employees.
Employees. Sample data.
Employees. Sample data.

10For managers: approving requests

Open requests appear on your overview.

  1. Open Approvals. All open requests are listed with type and period.
  2. Click Approve or Reject.
TipAbsences you enter yourself as a manager are approved immediately – a sick note, for example.
Approvals. Sample data.
Approvals. Sample data.

11For managers: customers

With customers, you can report working time per client.

  1. Open Customers and click New customer. An Hourly rate (CHF) is optional; it gives the amount in the report.
  2. Or click Import Excel and upload an .xlsx or .csv file, such as an export from WP-Invoicer or Bexio.
  3. Columns are detected automatically. Check the mapping; before saving, a check shows new, existing and faulty rows.
TipA customer with time entries can’t be deleted. Set it to inactive instead: existing entries are kept.
Customers. Sample data.
Customers. Sample data.

12For managers: reports

Three views, each with CSV export.

  1. By employee: per month, target, worked hours, Saturday, Sunday, holiday and night work, supplements, balance, overtime and holidays left.
  2. Absences: per year, sickness and accident with the number of cases, sickness rate, holidays and other absences.
  3. By customer: hours, entries, hourly rate and amount for any period. Details lists every single entry.
  4. Click Export CSV to use the data elsewhere.
TipThe report by customer is the basis for your invoice. It counts actual working time, without supplements.
Report by employee. Sample data.
Report by employee. Sample data.
Report by customer. Sample data.
Report by customer. Sample data.

13Subscribing to the team calendar

Team absences, public holidays and closures in your calendar app.

  1. Managers switch on the team calendar for everyone under Company → Settings.
  2. Then everyone opens My profile in the web app and clicks Create subscription link under Team calendar.
  3. Open the link in Apple Calendar, Google Calendar, Outlook or on Android.
TipWorking times never appear in the calendar. Colleagues see only “Holiday” or “Absent”. The link is personal; New link stops the old one working.

More questions?

The help page answers common questions, or write to us.

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