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Module : Masterdata

1. Departments

Departments are sub-units within a location. In Jeydoo, multiple departments can be assigned to a location.

Each employee is assigned to one location.

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2. Employees 

Admin can create new employees using the [ Add ] button.

When creating or editing an employee, the Employee Masterdata Modal will appear.
This modal contains multiple sections, each collecting specific information related to the employee’s contract, personal details, access rights, payroll settings, and other configuration options.

[ Employment ] - Defines Employment Type 

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Jeydoo supports 4 employment types to accommodate the different contractual arrangements commonly used in Germany. Each employment type defines how working hours, compensation, and payroll-related data are managed within the system.

  1. Employee
    Standard employment with a fixed base salary, annual contracted working hours, and annual vacation entitlement.
  2. Mini-Jobber
    Employment with an hourly rate, a legally limited maximum monthly earning, and a Working Time Account for tracking working hours.
  3. Hourly Employee
    Employment compensated based on an hourly rate and total hours worked, without a fixed base salary or annual contracted hours.
  4. Trainer
    External or freelance personnel whose work is recorded through time bookings and compensated through issued invoices.
[ Personal Data ] - Personal info of the employee

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[ User Data ] - Login configuration of the Employee

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[ Location ] - Location and Department assigned to the Employee 

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[ Settings ] 

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  • Sales : When enabled, the employee is part of the Sales Team and has a monthly Sales Target. Their name will appear in the Sales Employee listing.
  • Multi-Billing : When enabled, the employee will be included in the multi-payroll PDF generation.
  • Multi-Timesheet : When enabled, the employee will be included in the multi-timesheet PDF generation.
  • Multi-New Member List : When enabled, the employee will be included in the multi-new members PDF generation.
[ Salary & Vacation Entitlement ]

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This section allows Admin to configure an employee's salary, contracted working hours, and annual vacation entitlement.

  • Salary – The employee's agreed salary amount.

  • Fixed Salary – When enabled, the employee receives the same fixed monthly salary regardless of the actual hours worked. 

  • Contracted Annual Working Hours – The total working hours agreed upon in the employee's annual contract.

  • Annual Vacation Hours – The employee's annual vacation entitlement in hours.

  • Hours per Vacation Day – Defines how many hours represent one vacation day. When configured, vacation balances in the Time Booking Panel (TBP) are displayed in days instead of hours.

  • Carried Forward Vacation Hours – The unused vacation hours carried forward from the previous year.

Fixed Salary Logic Summary

Employees with Fixed Salary enabled receive the same monthly salary regardless of their actual working hours.

The system calculates the monthly target hours by dividing the Contracted Annual Working Hours by 12 and compares them with the employee's recorded working hours.

  • Hours exceed the monthly target: Additional hours are credited to the Working Time Account (WTA) instead of being paid out.

  • Hours fall below the monthly target: Missing hours are deducted from the WTA, which may result in a negative balance.

  • Hours match the monthly target: No adjustment is made to the WTA.

In all cases, the employee's fixed monthly salary remains unchanged.

Note: The Fixed Salary checkbox can only be selected during employee creation. Once the employee record is created, this setting cannot be changed.

[ Commission & Bonuses ] 
This section allows Admin to configure all commission and bonus settings.

Within this section, Admin can define and manage the relevant commission and bonus fields for different employment types. In Jeydoo, the following types of bonuses and commissions are supported:

i. Single Bonus

A bonus awarded to a Sales Employee for each new membership sold.

Applicable to:

  • Employee
  • Hourly Employee
  • Mini-Jobber
    (Sales checkbox must be enabled)
ii. Group Bonus

A bonus awarded to Sales Employees when the entire Sales department of a location reaches a specified sales target.

Applicable to:

  • Employee only
iii. Custom Bonus

A flexible bonus type that can be created and assigned to employees as needed.

Applicable to:

  • Employee
  • Hourly Employee
  • Mini-Jobber
iv. Dynamic Bonus

A flexible bonus type that can be configured and assigned to Employees.

Applicable to:

  • Employee only

Administrators may create and assign one or more Dynamic Bonus labels under Employee Master Data > Dynamic Bonuses

The actual bonus amount is entered during payroll generation (Create/Recreate Payroll). Only selected Dynamic Bonuses will be included in the payroll for the respective period.

v. Mini-Jobber Bonus

An additional bonus applied as an increase to the Mini-Jobber’s hourly rate when the location’s sales achieve a defined target.

Applicable to:

  • Mini-Jobber only
Remarks
  • The Trainer employment type is not included in commission and bonus configuration.
  • Jeydoo does not handle payroll for Trainers, therefore no bonus or commission applies.

3. Manual Time Types 

Manual time types are predefined categories of work or absence that can be entered manually into the system by Admin. These are used when time needs to be booked outside of the daily timestamp booking — for example, adding sick leaves or vacation hours.

In Jeydoo, Admin can create customise manual time types which are required by their company. 

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On this modal, Admin can create a new Manual Time Type and configure:

  • Assigned Location

  • Whether hours booked under this Manual Time Type add to or deduct from the Total Working Hours

  • Whether bookings under this Manual Time Type are shown on the Timesheet Report and/or Payslip Report

4. Courseplan 

The Course Plans module allows Admin to create and manage scheduled courses that employees can book through the Time Booking Panel (TBP).

Admin can configure each Course Plan with its assigned Locations, Weekday, Start/End Time, and Color Code.

When an eligible employee books a Course Plan, the predefined course duration is automatically recorded as Manual Times, regardless of the employee's actual clock-in or clock-out time.

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4.1 Course Plan Booking

Eligible employees can book scheduled Course Plans through the Time Booking Panel (TBP).

Under Time Booking, select the Book Course tab to view the available Course Plans. Click Book on the selected course to record the predefined course duration as Manual Times.

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Course Plan Booking Records

Once an employee books a Course Plan, the booking is automatically recorded under Times > Records > Manual Times.

Admin can view the Course Plan details directly in the Manual Times Type column or in the Remarks field when editing the record.

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4.2 Course Instructor Status

Course Plan Booking is available based on the employee's Course Instructor Status, configured under Master Data > Employees > Settings.

  • No course instructor – Only the standard Time Booking function is available.

  • Course instructor only – Only Course Plan Booking is available.

  • Course instructor + Trainer – Both standard Time Booking and Course Plan Booking are available.

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