About this template
Time Reporting & Time Tracking 2026/2027 – Excel Template with Word and PDF
Collect actual hours worked, project hours, and time reports in a professional, editable tool. The package is designed for smaller Swedish employers, consulting firms, project teams, and administrators who want to document, compile, and approve hours without starting from a blank spreadsheet.
You receive 11 ready-to-use files: an Excel tool with eight worksheets, five Word documents, and corresponding five PDF files. The documents are primarily in Swedish, with an English working document and an English quick guide adapted for Swedish conditions.
What is included in the template package
| Document | What it is used for | Format |
|---|---|---|
| Time reporting routine | Responsibilities, registration requirements, approval, corrections, and data protection. | Word + PDF |
| Time report & approval form | Reporting of actual time, projects, breaks, deviations, and approval. | Word + PDF |
| Journal for on-call time, overtime, and extra time | Editable form and checklists for the employer's separate documentation process. | Word + PDF |
| Time Report & Approval | English working document adapted for use in Sweden. | Word + PDF |
| Detailed user guide | Instructions, checklists, common errors, data protection, and English quick guide. | Word + PDF |
| Time Report & Project Follow-up | Eight worksheets with input, automatic hour summation, monthly overview, registers, and dashboard. | Excel (XLSX) |
Total of 11 files in one ZIP: 5 DOCX + 5 searchable PDF + 1 XLSX. Use locally and offline in compatible programs.
Excel template – automatic time reporting and follow-up
- Time entries: up to 250 rows with date, personnel ID, project, start/end time, unpaid breaks, time category, potential billable time, and approval.
- Time calculation: calculates normal shifts and night shifts crossing midnight, for shifts shorter than 24 hours.
- Personnel and projects: registers for up to 60 employees and 30 projects or cost centers.
- Monthly overview: hours per month and manually classified type, for an editable calendar year.
- On-call/overtime/extra time: an annual personnel overview to support further verification of employer journals.
- Dashboard: key performance indicators and tracking of approved, unapproved, and incomplete time entries.
- Project data: separate marking of billable time and simple calculation of amounts when an hourly rate is specified.
How to use the template – step by step
- Enter company, workplace, and calendar year in the Settings tab.
- Set up personnel IDs and project codes in their respective registers.
- Report actual start time, end time, unpaid breaks, project, and a manually assessed time category.
- Check automatic summaries and warnings for missing information.
- Review time categories and calculation periods against laws, agreements, and the employer's routines.
- Approve using the form and archive the documentation with version control.
Common use cases
Time reporting for small businesses, administration of hours worked, project-based time accounting for consultants, internal approval documentation, follow-up of billable consulting hours, and separate compilation of on-call, overtime, and extra time.
The Working Hours Act and the employer's documentation responsibility
The Working Hours Act (1982:673) Section 11 requires employers to record on-call time, overtime, and extra time. AFS 2023:2, Chapter 9 contains further provisions regarding identification, periods, division, and how the records are to be maintained. The conditions applicable to an operation may be affected by collective agreements, exemptions, and actual working conditions. The form and Excel register are aids for documentation, not a substitute for legal assessment. Time reporting is also not the same as the personnel ledger required by the Swedish Tax Agency in certain industries.
The Riksdag – The Working Hours Act · Swedish Work Environment Authority – AFS 2023:2 · Swedish Work Environment Authority – Recording working hours
Frequently asked questions
Can I report a night shift crossing midnight?
Yes. Time entries can total, for example, 22:00–06:00 with a deduction for unpaid breaks. See the guide on how such shifts are periodized manually.
Does Excel automatically calculate overtime pay?
No. You specify the time category yourself; actual overtime and any compensation levels are determined by relevant rules and collective agreements. Fields for billing purposes do not refer to salary.
Can I use the template as a statutory personnel ledger?
No. For certain industries, there are specific requirements, and in construction, there is normally a requirement for an electronic personnel ledger. Use a dedicated system when such obligation applies.
Is this the same product as Shift Schedule & Staffing?
No. Shift Schedule & Staffing refers to planned work shifts. This product is used for actual reported time, approval, and project follow-up.
Is an English version included?
Yes, a specific English working document and an English quick guide. The entire package is not fully translated. The Swedish labor law framework is the foundation.
Format and digital delivery
Editable Word, Excel, and PDF files delivered digitally as a ZIP once the download file has been linked to the product's Digital Products variant. No physical product is sent. Compatibility and calculations may vary between office programs. Ensure appropriate software and verify results before use.
