Automatic flex time calculation

Flextime is meant to bring freedom—but managing it manually is prone to mistakes.

This article explains:

• What flextime is
• Why manual tracking doesn’t work
• How Swoopworks calculates flextime automatically based on capacity and logged hours
• How this improves transparency for both managers and employees

What is flextime?

Flextime is the balance between:

• Expected hours (capacity)
• Actual worked hours (logged time)

If you work more than expected → positive flextime
If you work less → negative flextime

Simple in theory, messy in spreadsheets.

Why manual flextime tracking fails

Most organizations track flextime with:

• Excel sheets
• Custom formulas
• Guesswork

This leads to:

• Incorrect balances
• Employees disputing totals
• Managers lacking visibility
• High administrative overhead

Flextime only works if the numbers are accurate.

Capacity makes all the difference

Flextime should not be based on a static 8 hours/day.

Swoopworks calculates flextime using:

• Each employee’s real capacity for each day
• Historical changes in schedules
• Daily time entries
• Automatic comparisons between expected vs. actual

This produces fair, transparent, and accurate flextime balances.

Example:

• Monday capacity: 6 hours

• Logged hours: 7
  → +1h flextime

• Friday capacity: 4 hours

• Logged hours: 3
  → –1h flextime

No spreadsheets, no confusion.

Benefits for teams

For Managers

• Clear flextime reports
• Automatic calculations
• Reduced admin overhead
• Fair treatment across employees

For employees

• Always know your balance
• Understand why the balance changes
• No more manual tracking