11. Optional Extensions

The following modules can be individually activated or deactivated under Settings → Modules.

Jobs Module (Jobs & Projects)

Optional for businesses managing jobs and projects — from small jobs to large construction sites. You choose the type when creating an entry; each type has its own number range:

• Project (P-): Classic project with budget, period and project address
• Job (A-): Lean small job with date and due date — without a budget field
• Work order (WA-): Job linked to a vehicle (requires the active Vehicles module). When billed, a service history entry is automatically created on the vehicle, linked to the invoice

Shared across all types:

• Work reports with material per entry and employee
• Billing: Open work reports and material are transferred into a prefilled invoice
• Status wording matches the type: projects (Active/Paused/Completed/Cancelled), jobs (Open/Waiting/Done/Cancelled)
• Type filter and search (including license plates) in the overview

Vehicles Module

Optional for businesses with vehicle workflows:

• Vehicle management (license plate, VIN, owner)
• Complete service history per vehicle
• MOT/inspection monitoring with automatically calculated next due date

#### Invoice from the service history

Un-invoiced entries in a vehicle's service history can be turned into an invoice directly:

1. Open the vehicle → Service history → select the desired entries (without a selection, all open entries are used)
2. Click Create invoice — the invoice dialog opens pre-filled (one line item per service entry, the vehicle's customer, default VAT)
3. After saving, the invoice number is shown next to the entries; already invoiced entries are never billed twice

#### Exporting the service history as PDF

Via Export PDF in the service history, the complete history of a vehicle can be exported as a PDF — e.g. for the customer when selling the vehicle or as a workshop record. The PDF contains the license plate, make/model and owner as well as all entries (date, service type, mileage, description, costs, linked invoice) with the total costs.

#### Stored tires in the vehicle record

If the tire storage module is active, the vehicle record shows the tire sets linked to the vehicle (dimension, type, storage location, storage/retrieval date) directly in the vehicle dialog.

Tire Storage Module

Optional for seasonal tire operations:

• Tire storage with storage and retrieval
• Seasonal tire change planning
• Real vehicle link: when creating an entry, the vehicle is picked from the selected customer's vehicles and firmly linked (free text remains possible for legacy data)
• Tread depth: Optional field per tire set (minimum of the four tires in mm). The table warns in color: red below 1.6 mm (legal minimum), orange below 4.0 mm (winter recommendation)

#### Printing a label with QR code

For each tire set, the context menu (Print label) generates an A6 storage label: storage location in large print, customer, vehicle, dimension, DOT, tread depth, storage date and a QR code. The QR code contains hive:reifen: — scanning it into the search field with a USB scanner jumps straight to the matching tire set.

#### Tire change reminder

Via Remind customers in the tire storage tab, customers with currently stored tires can be reminded of the seasonal change by email:

1. The list shows all customers with stored tires including their email address; customers without an email are highlighted
2. Subject and message are pre-filled and fully editable (placeholders {kunde_name} and {firma} are replaced)
3. Emails are only sent after clicking Send reminders — there is deliberately no automatic sending
4. Optionally, HIVE creates a calendar note for following up

Time Tracking Module

Optional for businesses that want to track and bill employee working hours. The module can be activated under Settings → Modules.

#### Employee Management

In the Time Tracking tab, you manage your employees:

• Master Data: Personnel number (auto-generated), first name, last name, position, department
• Contact: Email, phone
• Work Time Model: Workload in % and target hours per week — both fields are linked: change the workload and HIVE calculates the target hours automatically, and vice versa. 100 % corresponds to the full-time workload from Settings → Time Tracking (preset: 42 h/week); the target hours are what is saved. Plus the hourly rate for billing
• Vacation Entitlement: Vacation days per year per employee — if the field stays on "Default", the company default from Settings → Time Tracking applies (preset: 25 days)
• Status: Active/Inactive/Resigned — inactive and resigned employees do not appear in the selection lists for new time entries and absences. The monthly report picker under Reports, however, shows all employees (including resigned ones) so that historical reports remain possible.
• Notes: Additional information about the employee

The employee table shows the workload in its own column (whole percent) directly before the target hours per week.

#### Time Entries

Time entries document the daily working hours per employee:

• Date and Times: Work start, work end, break (in minutes)
• Assignment: Optionally assign to a customer and/or project
• Activity: Description of work performed
• Automatic Calculation: Net working time is calculated automatically from start, end and break
• Status Filter: The list can be filtered by status (Recorded/Approved/Billed)
• Approve via Right-Click: Time entries with status "Recorded" can be approved directly via the context menu — including several selected entries at once
• Duplicate: Creates a copy of an entry with today's date via the context menu (status "Recorded")
• Excel Export: The currently filtered list can be exported as an Excel file

Tip: When creating a new time entry, start/end and break are pre-filled with default values.

Web App: In the HIVE web app, all date fields in time tracking display and accept the format DD.MM.YYYY — regardless of the browser language.

#### Absences

Absences record holidays, illness, accidents and other absence reasons:

• Types: Vacation, Sick Leave, Accident, Military/Civil Service, Training, Unpaid Leave, Other
• Period: From-date and to-date (multi-day possible)
• Half Day: Option for half-day absences
• Approval: Absences can be marked as approved — also directly via right-click in the context menu (several selected at once)
• Overlap Warning: When saving, HIVE warns if the period overlaps with an existing absence of the same employee
• Calendar Integration: Absences are displayed as colored markers in the calendar (if Calendar tab is visible)

#### Hour Billing

The hour billing dialog enables direct invoice creation from recorded working hours:

• Filter Options: Period (From/To), employee
• Overview: Selected entries, total hours, total amount
• Tabular Evaluation: All approved, billable time entries with date, employee, activity, hours, customer, project and hourly rate
• Direct Invoice Creation: Selected time entries are directly converted into a pre-filled invoice
• Status Workflow: Entries are automatically marked as "Billed"

#### Target/Actual Report & Monthly Report

With the Time Tracking module active, the Reports tab shows the Staff category with the Time Tracking report:

• Target/Actual Comparison: Actual hours, target hours and the overtime balance are calculated per employee and month. The target derives from the target hours per week (÷ 5 per working day Mon–Fri); approved absences reduce the target accordingly
• Vacation Balance: Entitlement (individual or company default), vacation days taken (approved vacation absences in the year) and remaining entitlement
• Monthly Report PDF: Per employee and month — all time entries with daily rows, totals, target/actual summary, absences and signature lines (suitable as working time documentation under labour law)
• Exports: The evaluation can be exported as PDF and Excel

#### Integration with Other Modules

The Time Tracking module is seamlessly integrated into the application:

• Reports: Target/actual evaluation, vacation balance and monthly report in the Reports tab (Staff category)
• Dashboard: Time tracking KPIs (active employees, weekly hours, today's absences) are displayed as cards on the dashboard
• Jobs: An "Hours" column with hours worked per entry is displayed in the jobs/projects overview
• Reports: When creating reports, the employee can be selected from the time tracking employee list (dropdown instead of free text)
• Calendar: Absences are displayed as colored markers in the calendar
• Global Search: Employees from time tracking appear in search results (Ctrl+K)

Optional extensions can be individually activated under Settings → Modules.