Staff hours tracking for shops and retail
Klokka is staff hours tracking for shops: you log your staff's hours per day and watch the month add up, with trends by week and weekday. 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.
Shops are as a rule not covered by the personalliggare (staff register) requirement: retail is not among the industries that must keep one under the Swedish Tax Agency rules, only food and tobacco wholesale. Read more in personalliggare in Sweden.
What a week looks like in a shop
Butik Hörnan is open every day. Yusuf is the manager and works full time, Monday to Friday. Alva and Emil take the weekday afternoons and a long Saturday each. Maja works Friday evening and the weekend.
You log the hours per day, or the whole week at once in the grid above. An evening stocktake goes in as ordinary hours with a note, so it is clear later why Thursday was longer.
See which days carry the week
Klokka shows the hours of the month week by week and split by weekday, and works out where the month lands if it carries on at the same pace. In a shop you see straight away that Saturday has the most hours, and whether December is running away.
It is input for planning, not a schedule. How many hours a full-time month has is in working hours per month.
Extra staff for the Christmas rush
Invite your extra staff before December, by name and email, and log the days they work. There is no limit on the number of employees. When the season is over you remove them: anyone with hours is deactivated instead, and the hours stay visible to both of you. 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 Emil sees Saturday at 5 hours when he worked 7, he flags the entry and you fix it. The history keeps who changed what and when.
Pay on or off, but no unsocial-hours pay
Klokka does not calculate unsocial-hours pay (OB), nor overtime. With pay switched on, each person sees hours times their hourly rate, and any supplements are worked out in payroll.
Shops and the staff register
Today the personalliggare requirement covers six industries: construction, vehicle servicing, body and beauty care, food and tobacco wholesale, restaurants and laundries. Retail is not one of them. It is the wholesale side of food and tobacco that is covered, not the shop selling to customers.
If your shop also serves food and drink, or sells cooked food to take away, read the Tax Agency rules for restaurants and for mixed businesses (in Swedish): if that part is more than roughly 25 percent of turnover, a register must be kept. The difference between the register and a timesheet is explained in personalliggare in Sweden.
Month end
When the month is right, you lock it and export a CSV file for whoever runs payroll, for one person or the whole shop. If you need to add up a shift with a break, there is a work hours calculator.
What Klokka does not do
Klokka does no scheduling, has no time clock, no link to your till and runs no payroll. Klokka does the hours, so you and your staff see the same month. Read more about time tracking for small businesses.