Staff hours tracking for cafés and restaurants
Klokka is staff hours tracking for cafés and restaurants: you log kitchen and floor hours per day, and your staff see the same month on their phones. It is free to use, open source (MIT), has no limit on employees, and works on the web and in the Android app, in English and Swedish.
Klokka does not replace a personalliggare, the staff register some Swedish trades must keep. Cafés and restaurants are covered by that requirement under Swedish Tax Agency rules, and the register is kept alongside the timesheet. Read more in personalliggare in Sweden and at Skatteverket (in Swedish).
What a week looks like at a café
Café Linden has four staff. Elin opens the kitchen four mornings a week and does the Saturday brunch. Omar works evenings on the floor, Tuesday to Sunday. Linnea is a student and takes the Friday evening and the weekend. Kevin covers the lunches early in the week and works the whole weekend.
The owner logs the hours in the evening, or once a week in the grid above. A split shift, lunch and evening on the same day, goes in as one total for the day with a note about the shifts. If there was a stocktake after closing, that goes in the note too, so the hour can be explained later.
Weekends, holidays and extra staff
At a café the weekend is often the longest part of the week, and around Christmas, graduations and the summer you need more hands. Invite your extra staff once, by name and email, and log only the days they actually work. There is no limit on the number of employees, so someone who helps out two weekends a year can stay on the list.
Many floor staff are paid by the hour or work in more than one place. Read more about hours tracking for hourly employees.
Your staff see the same numbers
Each employee sees their days, weeks and month on their phone and gets a notification when hours are added, changed or removed. If Omar sees Sunday at 4 hours when he closed after 6, he flags the entry. You fix it or reply, and the history keeps who changed what and when.
Pay on or off, but no unsocial-hours pay
Switch pay on and each employee gets an hourly rate and sees the amount next to the hours. Klokka does not calculate unsocial-hours supplements (OB) for evenings and weekends, nor overtime. That is done in payroll, based on your collective agreement.
The staff register is a separate thing
The Swedish Tax Agency counts cafés, street kitchens, pizza takeaways and catering as part of the restaurant trade, and the restaurant trade must keep a personalliggare. It records the name and personal identity number of everyone working, and when each shift starts and ends, noted as it happens. There are exemptions, for example when only the owner and close family work in the business.
Klokka records hours after the fact and stores no identity numbers, so Klokka does not replace a personalliggare. You need both: the register for the Tax Agency and the timesheet for pay. The difference is explained in personalliggare in Sweden.
Month end
When the month is right, you lock it. Then you export a CSV file for whoever runs payroll, for one person or the whole café, and the file opens directly in Excel. If you would rather start on paper, there is a timesheet template to print.
What Klokka does not do
Klokka does no scheduling, has no time clock, no link to your till system and runs no payroll. It is not a personalliggare. Klokka does the hours, so you and your staff see the same month. Read more about time tracking for small businesses.