FAQ
Frequently asked questions about VidiClock
Here you will find answers to the most common questions about digital time tracking, duty and shift planning with VidiClock. Can't find your question? Feel free to contact us – we are happy to help personally.
General
VidiClock is a cloud-based software for digital time tracking and staff scheduling in small and medium-sized businesses. Your employees clock in, out and record breaks digitally, while you plan shifts, run hour accounts and analyse working hours – all in one place. VidiClock runs entirely in the browser and is operated in a GDPR-compliant way on servers in Germany.
VidiClock is built for any business that works in shifts. Time tracking is especially proven in hospitality, the trades, care services and retail. Service providers, clubs and practices also use VidiClock to organise working hours and duty rosters clearly.
No. The digital time clock requires no expensive special hardware. Your employees clock in on a smartphone, tablet or an ordinary computer. If you want a fixed terminal in the entrance area, you can set up any tablet with a browser as a kiosk – there is no need to buy dedicated time clocks.
Native apps for iOS and Android – for clocking in and for employees – are currently in development and will follow shortly. Today VidiClock already works fully in the mobile browser, so you can access time tracking and the duty roster at any time without installing anything.
Yes. VidiClock is fully responsive and works equally well on smartphone, tablet and desktop. Your employees clock in on the go using their phones, while you create the duty roster comfortably on a large screen. No installation is required – a current browser is enough.
Features
With the digital time clock, your employees record clock-ins, clock-outs and breaks at the touch of a button – on a smartphone, tablet or terminal. VidiClock automatically calculates the working time, deducts breaks correctly and logs every action in an audit-proof way. This saves you paperwork and manual recalculation.
Yes. With staff scheduling you build weekly plans, assign shifts and publish them for your team. Every employee can see the current duty roster online at any time. Shift templates with fixed times speed up planning, and changes are done in seconds.
VidiClock keeps an hour account for each employee with target, actual and balance. Overtime and undertime are derived automatically from the recorded working time compared with the contractual target. You can lock completed periods so that the balance is frozen and carried over correctly into the next month.
Yes. You record holiday, sickness and other absences directly in VidiClock and define your own absence types. Employees can request absences, and you approve or reject them. Paid absences are automatically and correctly reflected in the hour account.
Yes. All reports can be exported as CSV for further processing in Excel or payroll, and as PDF for archiving and printing. You filter by year, month, department, contract type or individual person and get target, actual and balance at a glance.
Yes. VidiClock is multi-tenant: you can manage several businesses or branches cleanly separated, each with its own employees, departments and access. Within a business you additionally organise your team into departments – ideal for locations with kitchen, service or different units.
Industries
Yes, time tracking for hospitality is a core focus of VidiClock. Changing shifts in kitchen and service, casual staff and irregular working hours are handled effortlessly with shift planning and the digital time clock. Your team clocks in on a tablet behind the counter, and the duty roster is always up to date.
Yes. In the trades, employees often work on changing sites. With VidiClock they record their working time mobile via smartphone, wherever they are deployed. You keep track of the hours worked and export reports directly for payroll.
Yes. Care services with early, late and night shifts benefit especially from shift planning and hour accounts. VidiClock reliably documents working hours, manages absences and ensures that the duty rosters are transparent and available at any time for all care staff.
Yes. In retail with opening hours, part-time staff and several branches, VidiClock keeps everything in view. You plan shifts per location, record working hours on the checkout tablet and keep a clean hour account for every casual worker – ideal for seasonal peaks and flexible rotas.
Legal & data protection
In 2022, Germany's Federal Labour Court ruled that employers must systematically record their employees' working time; the obligation derives from the Occupational Health and Safety Act (ArbZG/ArbSchG). Electronic recording is not strictly required, but it is the simplest and most reliable way to meet the documentation obligation. This is general information and does not constitute legal advice.
Yes. VidiClock processes personal data in a GDPR-compliant way. Every company gets a separate database, so your employee data is cleanly isolated from other tenants. On request we conclude a data processing agreement (DPA) with you, as required by data protection law.
All data is stored exclusively on servers in Germany – hosted by Hetzner Online GmbH. No data is transferred to third countries. This keeps your time-tracking and personnel data under German data protection law.
Pricing & contract
VidiClock starts from a guide price of 9 € flat rate per month. Billing per employee is also possible as an option. The price includes all modules – time tracking, scheduling and reporting – as well as ongoing updates and support. You receive your individual, non-binding quote on request.
No. VidiClock has no long-term commitment. The contract is billed monthly and can be cancelled at any time. You only pay for as long as you actually use VidiClock – with no hidden costs or multi-year lock-in contracts.
Setup is straightforward: you send us a non-binding enquiry via the form, we set up your company in VidiClock and then invite you by email. You set your password and can start with time tracking and scheduling right away.
In many cases, yes. On request we support you with migrating existing master data such as employees, departments and contract types, so you don't have to recreate everything. Just mention it in your enquiry, and we will find the right approach.
Support
Support by email and phone is included in the VidiClock price. We help you with setup, answer questions about hour accounts and reports, and assist in day-to-day operation – personally and at no extra charge.
Tell us briefly about your business. We will set up your VidiClock account and get back to you shortly.
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