HR software brings contract data, accounts and the employee record together on the individual. In teamspace, working time, hourly rate, leave and bonus live on one timeline; sick notes sit with their certificate on the digital employee record. The financial accounting goes to DATEV; payroll itself stays in your external payroll system.
Vendor
HR teams in mid-sized businesses face the same challenge: too many island tools, manual processes and a lack of transparency. teamspace bundles the central personnel processes in one integrated system – from leave planning through personnel and pay data to HR metrics and reports. Excel lists, emails and one-off tools cost time, create errors and slow growth; an integrated system creates clarity, automates recurring work and keeps personnel data together in one place.
Employee record and accounts
Modern HR software keeps contract data, hourly rate, leave entitlement and bonus time-versioned per employee. Change one fact and time tracking, project costs and the payroll handover recalculate automatically. Every module shares the same employee.
To the digital employee recordMara Berger
No 042 · HR · since 2019
Weekly hours
40h00
from 2026-09
Hourly rate
€115
from 2025-01
Leave
28.5 days
from 2024
Zeitleiste
Three aspects of the employee
What sets teamspace apart in HR: not a digital filing cabinet, but the time-versioned reality per employee and a clean separation of who gets to see what.
Employee record
Master data from the CRM contact, activities, HR data on the timeline, protected files, employee reviews and a forum tab, six tabs on one person.
Accounts
Working time, hourly rate, leave entitlement and salary are not today's values but the result of periods. A retroactive change recalculates everything that depends on it.
Visibility
Who approves leave, who sees sick notes, who opens protected documents is governed by user groups. File directories per employee are access-protected; only the authorised group sees them.
A monthly threshold says from when extra work counts as overtime. A monthly cap cuts it off. An absolute cap limits the account so it does not grow without end. The basis is configured per employee: attendance, project time or trust-based working time.
Overtime account · K. Schreiner
As of 30 MayAccount
+18,5 h
When a date range is selected, the system shows the remaining leave straight away. Managers approve with a green tick or reject with a red cross. Who approves whom is governed by the user group. A leave category can switch on “return on sickness”. Then the system writes days back if someone falls ill during their leave.
Leave planner · week 24
K. SchreinerStaff report sick in the system where their permissions allow, and upload the doctor's note as a PDF. The case records whether a certificate is on file; the sickness history per employee is available in the employee record. Reviews and training follow the same pattern: a note with an assessment, a certificate as an attachment, in chronological order.
Sick report · case
KM-2026-11822 May → 26 May
3 working days · deputy J. Linke
Doctor's note
214 KB
Master data, accounts and evidence hang on the same employee, instead of scattered across Excel and a filing cabinet.
Highlight 1
Master data, contracts, leave, sickness and reviews hang on the same employee, chronological, with attachment, not spread across inbox, cabinet and spreadsheet.
Highlight 2
The hours, overtime, recreation and reward accounts run off the recorded time. Every threshold traceable, every balance with evidence.
Highlight 3
Fixed terms, probation periods and expiry dates flag themselves in time. The employee billing hands over to DATEV on schedule, without anyone keeping the calendar in their head.
Accounts on the employee
Time, extra work, recreation and reward as separate accounts. Every balance with evidence, every threshold traceable.
Hours account
As of today, difference in the current month
Overtime account
Monthly threshold 8 · max month 25 · max absolute 80
Recreation leave
Carry-over from last year 3 · expiry 31-03
Reward leave
Bonus days for 2025 granted manually
Warning systems
Beyond the plain account balance, three systems flag early when something runs out of bounds: the hours traffic light, utilisation and target attainment. Each can be set individually per employee.
Overtime traffic light
Staff and managers see the current hours balance at a glance. That keeps it in view that flexitime is not over-used.
Utilisation & scheduling
Over freely defined time windows, the system checks utilisation – for example whether someone is scheduled for the next three weeks or was well utilised in the past two.
Target attainment
A target for billable time can be set per employee, checked monetarily or in time via performance time.
At a glance
Shown in a few minutes: how the employee record, the accounts and permissions interact in the personnel area.
Master data, accounts and evidence in one detail view instead of scattered lists.
The hours, overtime and leave accounts run off the recorded time.
Who approves leave and opens protected files is governed by the user group.
Target groups
Service businesses that lead people rather than merely administer them, across industries.
Certificates with expiry dates and training records on the employee record, available to the authorised group.
Industry pageSkills for project staffing and travel days on the employee, not scattered across HR spreadsheets.
Industry pageMaster data, accounts for leave and overtime, and certificates on the same employee, available to the authorised group.
Industry pageQualification records, certificates with expiry dates and travel time between sites kept on the employee record.
Industry pagePermanent and freelance staff, flexible models, overtime in peak periods. Every hour cleanly accounted for.
Industry pageSkills and certifications per consultant on the profile. They stay with the person and become visible for capacity planning.
Industry pagePractice example
Hypothetical practice example for illustration. Concrete values depend on starting point, industry and execution and are not guaranteed.
The challenge
A consultancy with 50 staff keeps leave in an Excel list, sickness comes in by phone to the HR inbox, employee records live in a cabinet, and Personio runs in parallel for the applicant pipeline. At month-end HR assembles the handover to the tax advisor from three sources.
With teamspace
The consultancy pulls master and contract data into one detail view per employee. Leave requests run via self-service, sickness with a PDF attachment on the employee record, overtime accounts calculate from attendance time. At month-end, per-diems and payouts sit in the employee billing; the tax advisor receives the financial accounting via the certified interface to DATEV Unternehmen online.
−1 day
HR month-end, instead of gathering from three sources
1
Digital employee record instead of three lists and a cabinet
on schedule
Contract and fixed-term deadlines reminded automatically
A hypothetical example for illustration. Concrete figures depend on the starting point and execution.
Other modules
HR sits in the interplay with time, project and invoice. Here are the neighbours the personnel data works with every day.
“Our staff appreciate how simple the system is.”
Scope
Three natural areas: the employee record on the person, the accounts and time logic, and visibility and the bridges to the outside.
Comparison
Anyone coming from an Excel list, a standalone HR tool, a separate payroll program and a filing cabinet knows the discrepancy between the four sources. teamspace pulls that together into one digital employee record – and stays honest about what it does not do itself.
Feature
Excel + standalone HR + payroll tool + cabinet
teamspace
The basic functions are in the light edition. HR+ in the office edition adds the employee billing; capacity planning comes with enterprise. Each higher edition includes the smaller one.
| Funktion | light | office | enterprise |
|---|---|---|---|
| Basic functions (light) | |||
| Employee record and master data | ✓ | ✓ | ✓ |
| Contract data on the timeline | ✓ | ✓ | ✓ |
| Leave account in self-service | ✓ | ✓ | ✓ |
| Overtime account with thresholds | ✓ | ✓ | ✓ |
| Sick note with certificate | ✓ | ✓ | ✓ |
| Employee reviews and training | ✓ | ✓ | ✓ |
| Billing (HR+, from office) | |||
| Employee billing | — | ✓ | ✓ |
| Per-diems | — | ✓ | ✓ |
| Commission configuration | — | ✓ | ✓ |
| Overtime payout | — | ✓ | ✓ |
| Steering (from enterprise) | |||
| Capacity planning by skill | — | — | ✓ |
Benefits
First call
Half an hour is enough to talk through contract data, account rules, permissions and the DATEV handover. You get an honest opinion on whether teamspace fits your HR.
Interplay
From the HR function come the weekly target time, the public-holiday calendar, the hourly rate and the leave entitlement. Time tracking writes attendance and project time onto the same person. From both come the hours account, the activity record and – via the versioned hourly rate – the internal project costing. There is no interface contract between the two, because they share the same employee.
In practice that means: change an hourly rate retroactively in HR and you get a recalculated margin on old projects. Adjust a weekly working time and you see the effect in the time-account traffic light. Set a contract type to trust-based working time and you switch off the overtime account for that person.
Skills
Competences can be kept per employee, in the categories technical, language and social skills, with a rating. These skills stay on the personnel profile but become visible when project management plans by skill: who is available, who has the necessary qualification, who sits in the right utilisation window for capacity planning.
There is no dedicated recruiting module, no applicant pipeline and no job-board integration. Anyone who wants to run applications uses the CRM for it; anyone who needs competence reporting across the whole workforce builds it via the REST API.
Organisational structure
Your own organisational structure can be kept as a tree: subsidiaries, departments and sites as subordinate organisations with their own master data or an inherited address. Anyone managing several clients also sees the structures of the customer organisations in the same tree. Contacts and activities appear on the right node.
In practice the org chart serves two purposes: your own hierarchy for approval paths, the customer hierarchy for the activity view in account management.
Platform
Financial-accounting bridge
teamspace has a certified interface to DATEV Unternehmen online for financial accounting. Invoices, receipts and postings go across there. A dedicated DATEV payroll interface, such as LODAS, does not exist. teamspace also runs no payroll itself. That is the honest clarification every managing director should hear straight away in the selection meeting.
What the HR function provides instead is the preparatory data. Overtime payouts, sick days, per-diems and commissions move as line items into the employee billing (HR+, office) and are released there for payout. Income tax, social-security contributions and the actual run happen in the external payroll system or with the tax advisor. teamspace prepares the data; the payroll run itself stays in the payroll system.
Working-time recording
Attendance and project times can be recorded per employee, with break rules, a day limit, a correction workflow and write-once locking. With that, teamspace supports time recording in the spirit of the ECJ ruling C-55/18 on working-time recording.
Whether the configuration fully meets the requirements of working-time law for a specific company depends on the operational setup: on the stored break rules, on the approval procedure, on the retention practice. We check that in the first call together with your HR and, where relevant, your data protection officer.
Employee billing
The configuration holds templates with country-specific rates for the per-diem. When recording a trip, staff pick a rate from the template; the system calculates the correct amount, depending on trip duration and destination country. The per-diem runs as a line item into the employee billing and is checked, approved and released for payout in the same process.
This function is part of HR+ (office). Anyone who also runs travel expenses finds the bulk of that in the invoicing area. Per-diems are the HR-owned piece, because they are assigned to staff and go into the payout, not into the customer invoice.
First call
The DATEV bridge, contract models and working-time recording: three topics we clarify together.
Visibility
In teamspace, permissions sit not on individual people but on user groups. Who approves leave, who sees sick notes, who opens protected documents is governed by the group. Whoever is a member of a group gets its rights; whoever leaves loses them automatically.
File directories per employee can additionally be kept access-protected. Staff see their own accounts, their own master data and their own employee record. Managers and HR see what their respective group allows. What no one may open does not appear in the view at all.
Migration
Master data can be brought to the CRM contact via Excel import. That is the fastest bridge out of Excel lists, Outlook exports and most HR tools. Contract data, opening account balances and the permission groups are set up by the customer success team from Darmstadt in the onboarding workshop, together with your HR.
There is no dedicated connector to Personio, sage HR or hr-works. The import runs via Excel exports from those tools and standard utilities. How long that takes in practice depends on how cleanly the source data is available; we clarify that before the rollout, with a concrete estimate rather than a blanket number of weeks.
Related modules
Anyone introducing the HR function almost always touches time, project and invoice too. Here are the shortest routes there.
Attendance and project time on the same employee. From the entries, the hours account and the overtime account calculate.
Skills and contract times from HR flow into capacity planning. The versioned hourly rate calculates the internal cost in every phase.
From approved project times comes the fee invoice, with the hourly rate valid on the booking day from the HR timeline.
HR terms
What the functional language means when it points to contract data, accounts and thresholds.
What HR software is
HR software bundles personnel data, contract times, accounts and the employee record in one place, from which other modules calculate: time tracking pulls the weekly target time, project costing pulls the hourly rate, the payroll handover pulls bonus, commission and per-diem. Maintain the employee record once and you change the reality for every downstream process.
teamspace solves this not via a separate employee-record module but via a composed detail view per employee. Master data comes from the CRM contact, activities from the linked cases, HR data from the time-versioned timeline, files from protected directories. Six tabs, four accounts, one truth per person.
First call
30 minutes for contract models, account rules, permissions and the financial-accounting handover. You get an honest opinion, no sales pressure.
