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. With Create job you choose the type; 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. The invoice items can still be reviewed and adjusted before creation
• From a quotation: A job can be created directly from a quotation (right-click on the quotation → Convert to Job); both documents remain linked to each other
• 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

#### Vehicle file

Double-clicking a vehicle (or Open Vehicle File in the context menu) opens the vehicle file, the central detail view for the vehicle. The header shows the license plate, make/model, customer, mileage, chassis number (VIN), color, insurance and the MOT status as a colored chip (green = valid, orange = due soon, red = expired). The vehicle can be edited and new service entries can be recorded directly from the header.

The file is organized into four areas:

• Service history: all entries with the total costs, PDF export and invoice creation
• Tires: the vehicle's stored tire sets (with an active tire storage module: size, type, storage location, storage/removal date)
• Invoices: all invoices linked to the service history (number, customer, date, status, amount)
• Jobs: the workshop and other jobs for this vehicle

#### Service entries with line items

Besides date, service type, mileage and description, a service entry can contain individual line items (parts and labor with quantity, unit and unit price). Line items can be entered freely or taken from the service catalog via From Catalog. As soon as line items exist, the cost field automatically becomes the sum of the line items and can no longer be edited manually; without line items, the costs remain a flat amount as before.

Mileage takeover: If the mileage of a service entry is higher than the vehicle's current mileage, the vehicle mileage is updated automatically when saving.

#### 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 file → Service history → select the desired entries (without a selection, all open entries are used)
2. Click Create invoice: the invoice dialog opens pre-filled (the vehicle's customer, default VAT). Entries with line items provide their real line items including the catalog reference; entries without line items provide one summary line per service entry
3. After saving, the invoice number is shown next to the entries; already invoiced entries are never billed twice

#### Workshop report as PDF

Via the context menu of a service entry (Workshop Report (PDF)), a report for the individual entry is created: letterhead, customer, vehicle (incl. VIN), date, service type, mileage, the recorded line items with total (or description and flat costs) as well as signature lines for the workshop and the customer, e.g. as an acceptance record.

#### 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.

Tire Storage Module

Optional for seasonal tire operations:

• Tire storage with storage and removal
• 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, size, DOT, tread depth, storage date and a QR code. The QR code contains hive:reifen:<number>, scanning it into the search field with a USB scanner jumps straight to the matching tire set.

#### Storage Receipt

Storage Receipt in the context menu creates an A4 confirmation for the customer. It contains the company header, customer, vehicle, tire details, storage location, storage fee, QR code, the storage terms and signature fields for customer and garage. Send Storage Receipt emails the same PDF as an attachment to the customer's email address; if there is no address, a notice appears. Edit the storage terms under Settings → Tire Storage (visible only while the module is active). If the text is left unchanged, HIVE prints the default text in the language of the printout.

#### Billing the storage fee

Right-click a tire set and choose Create Invoice to open an invoice with customer, line item and price already filled in (quantity 1, price = storage fee of the set). Select several sets of the same customer with Ctrl or Shift to get one invoice with one line per set. Nothing is booked until you save the invoice. Afterwards the Billed column shows the invoice number, and HIVE asks before a set is billed a second time. Sets without a storage fee are skipped. When a set is returned to storage for the next season, it counts as unbilled again.

#### Storage plan: racks and levels

The tire storage tab is laid out like Jobs and Reports: on the left are the sections Storage Plan, No Rack and Removed (the last two with the number of sets), on the right the content. At the top are the actions Add Tires, Remove from Storage, Remind Customers and Add shelf. The Storage Plan section shows the search field, the rack table and the tire table:

1. Add shelf: set the location, rack name, number of levels (1 to 50) and shelf length in cm (50 to 2000, default 240). There are no places or sets per place any more: tires stand side by side on the shelf. Right-click a rack for Edit or Delete
2. HIVE calculates the space each tire set needs from the tire width in the size: 205/55 R16 = 20.5 cm per tire, a set of 4 tires = 82 cm, 3 single tires of width 225 = 67.5 cm. Inch sizes (e.g. 31x10.50 R15) are converted; if no width can be read, HIVE assumes 22.5 cm per tire
3. The rack table shows location, rack, the layout (column Layout, e.g. "3 × 240 cm" = 3 levels of 240 cm shelf length each), the occupancy in % and the free capacity (column Free, e.g. "approx. 9 tires free").
4. Select a rack to see it built like the real shelf: one bar per level, level 1 is the bottom bar (like the floors of a building), the top bar is the highest level. Each tire set is a block as wide as its tires really are, showing the customer and count × width (e.g. "Muster AG · 4×205"); the rest of the bar shows the free space, e.g. "78 cm free". An overfull level shows a red marker such as "+12 cm over". To the right of each bar the occupancy is shown, e.g. "162 / 240 cm"
5. The tire table below shows only the sets of that rack. Clicking a level filters the table to that level, clicking it again shows the whole rack. With Store Here you add a new tire set directly on the selected level
6. The search searches the active section. In the storage plan it overrides the rack selection and searches all stored sets. A scanned label QR code jumps to the section that holds the set. All actions stay in the tire table: double-click edits, right-click offers among others Remove from Storage, Return to Storage, Print Label and Delete
7. No Rack shows stored sets without a rack, e.g. with an old free-text storage location. Removed shows all removed sets. If there is no rack yet but there are already sets without a rack, HIVE opens No Rack directly at start, otherwise the Storage Plan
8. When creating or editing a tire set, choose the rack and level (the selection shows e.g. "E2 · 74 cm free", an overfull level shows "full"). A hint shows how much space the set needs and warns when there is not enough: "Should not fit (calculated: 8 cm short), still possible". There is no hard block, because you decide at the rack (larger or smaller tires, rims). The storage location is set automatically and printed on the label, e.g. "Hauptgarage · R1 · E2" (= level 2). Without a rack, the storage location remains free text as before

Note: the shelf length can be changed at any time. Levels can only be removed when nothing is stored on them; otherwise an error message appears. If a rack is deleted, the tire sets are kept and only lose their place. Removing a set from storage frees the place automatically; the storage location text stays as history.

Existing racks are converted automatically: former compartments become levels with the same number (R1-03 becomes R1 · E3), and the grid racks of the previous version become the levels of their row. The shelf length is estimated (places × sets per place × 90 cm) and can be adjusted. Labels that were already printed remain valid, because the stored storage location text only changes when you edit the rack.

#### 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 to 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, with all time entries including 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.