Time-Tracking System Inklusion Mittendrin

Digital time tracking for the school and nursery support work of Inklusion Mittendrin, Ratingen. Carers used to record their hours on paper, have them signed by a teacher or nursery manager and hand them in month after month. That became a phone app: enter hours, have them signed digitally on site, done. The signed PDF is created automatically, looks like the familiar paper form and arrives by e-mail. Concept, development, design, operation and training: Mrozek, IT-Solutions, in October 2026.

Starting point: • Monthly attendance records on paper, one form per child • Signature from the school or nursery and a stamp required • Collecting, checking and billing took management a lot of time • Goal: as simple as possible, also for people with little affinity for technology

The solution — for the carers:

• One tap on the phone — the app sits on the home screen like a regular app, no app store needed.
• Hours in seconds — enter today, start, end, break, save; holiday and sick leave with a short code.
• Signature on site — at the end of the month the carer and the teacher or nursery manager sign directly on the phone; the stamp is photographed and cut out automatically.
• PDF as usual — laid out like the previous paper form, with signatures, stamp and a verification note; delivered by e-mail and available in the app at any time.
• Help built in — step-by-step guide, frequently asked questions in plain language, explanatory videos and a support form.

For the management:

• Team and services — all records month by month, target hours and carry-over from the previous month maintained centrally.
• Statistics — hours, balance and sick rate compared with the sector average, calendar with public holidays and school holidays, hours per child for billing.
• Corrections with an audit trail — changes to signed records only after a clear warning and with a reason; every change is logged and the new PDF is marked as subsequently amended.
• Staff and administration — create accounts, reset passwords, lock access, change the shared access password.
• Securing data — all PDFs as a ZIP with one click, export of hours as CSV for Excel and billing.

Quality, security and data protection:

• Tested — around 300 automated checks run before every new version, from login through the PDF to simultaneous changes.
• Hardened — two-step access with an area password and a personal password, lockout after failed attempts, separate roles (carers see only their own data), isolated interfaces and a hardened WordPress installation.
• Data-minimising — the data stays on the client's own server; no tracking services, no external fonts or libraries from the network, videos only linked, not embedded.
• Traceable — logs for changes and downloads, verification note with timestamps in the PDF.

Technology:

• WordPress plugin (PHP 8.4) with its own database tables and its own API
• Interface as a lightweight web app without a framework, optimised for smartphones, in the client's website design
• PDF generation directly on the server, sending via the client's mailbox
• Operation on a server by Mrozek, IT-Solutions

Result: a paper process of collecting, retyping and chasing became one continuous digital flow — enter, sign, done. Carers save travel and paper, management receives complete, signed records and an overview that was not possible before.