Using the Ergani integration

Once you've set up the Ergani integration, you can manage a range of Ergani-related tasks directly from Workable. This includes submitting schedule reports (Ergani submissions), syncing approved time off, and reporting overtime — keeping your compliance reporting up to date without leaving the platform.

Once the integration is enabled, schedule Ergani submissions and reporting tasks are managed in the Work calendar under the Ergani tab. This tab acts as the central place where HR admins can review, submit, and monitor all Ergani-related schedule reporting. From this tab, HR admins can:

• Review pending schedule submissions.
• Sync upcoming work schedules.
• Submit schedule changes for the previous month.
• Submit approved time-off entries for the previous month.
• Submit overtime entries for the previous month.
• View the history and status of past submissions.

The tab organizes tasks by month, submission type, and status, helping you track your reporting obligations and deadlines more easily.

In the Ergani tab, submissions that require action appear under the Pending syncs section. Each submission is grouped into batches based on the month and submission type. The following types of schedule submissions may appear:

• Upcoming work schedules

• Last month's schedule changes (Apologistiki)

• Time off (Apologistiki Adeiwn)

• Overtime

Upcoming work schedules

The Upcoming work schedules section displays future schedule changes created through the Work calendar. These schedules are grouped by month and can be synced in batches. Each batch includes:

• The date range covered by the schedules.

• The number of employees included in the submission.

• The submission deadline (based on the earliest shift).

• A Sync button to submit the schedules to Ergani.

Submitting these batches sends the schedule information directly to Ergani for compliance reporting.

Last month's schedule changes (Apologistiki)

Workable also supports retroactive schedule reporting, known as Apologistiki, which allows you to submit schedule adjustments for the previous month. Greek labor legislation requires companies to report actual working schedules. The Apologistiki process allows employers to submit retroactive schedule updates based on actual attendance data.

Apologistiki must be enabled in Ergani by activating the declaration: “Δήλωση εξαίρεσης από την προαναγγελία”. Once enabled, this process is typically completed once per month for the previous month’s attendance data.

Workable automatically analyzes clock-in and clock-out records from the previous month and proposes schedule updates accordingly. The system adjusts working hours depending on the employee’s contract type. You can review and edit these entries before submitting them to Ergani.

Auto-updated

Automatic calculations differ based on the employment type of the employee

Full-time employees

• Clock times are rounded to the nearest 15-minute interval.

• The shift duration is adjusted to match the scheduled working hours.

Example:
10:10 – 18:27 → 10:00 – 18:00

Part-time employees

• Clock times are rounded to the nearest 15-minute interval.

• The shift duration is adjusted based on actual recorded hours.

Example:
10:10 – 14:27 → 10:00 – 14:15

Missing entries

Some entries may require manual review before submission. Examples include:

• A scheduled workday with no attendance records. In these cases under the three dots menu you can action 'Mark as day off' or ' Set to remote'.

• Attendance recorded on a non-scheduled workday.

• Clock-in/out patterns that do not match scheduled shifts.

These entries are highlighted in the Ergani tab so you can verify them before completing the submission. Before submitting the batch, you must review and confirm all flagged entries by checking the box at the bottom.

Overtime

Overtime sync is an opt-in feature. As a prerequisite, you must have activated the declaration "Δήλωση εξαίρεσης από την προαναγγελία" in Ergani before you can submit overtime entries. On the 1st day of each month, an Overtime card appears in the Pending tab if there are overtime entries to sync for Ergani employees from the previous month. The card shows:

• The affected period (previous month).
• The number of overtime entries to be synced.
• A deadline of 11:59 PM on the last day of the month.

How overtime is calculated

The system automatically calculates overtime per employee based on their employment contract. For each employee, a threshold is applied — if actual hours exceed the threshold, an overtime entry is recorded.

The threshold is determined by:

• Employment type — fetched from the employee profile.
• Workdays per week — automatically calculated from the employee's work schedule for the target month, including any overrides. If the number of workdays varies across weeks, the smallest value is used.

Preview modal

Select Sync on the card to open a preview modal listing all overtime entries to be submitted. Entries are grouped by employee, and each row shows:

• Employee — Last name, first name; employment type and workdays per week; tax ID (AFM).
• Overtime date — Date overtime took place. For overnight overtime, the starting day is shown.
• Scheduled hours — Total work hours defined in the original work schedule, including breaks.
• Worked hours — Actual hours from clock in and out. Orphan entries (missing clock in or out) cannot constitute overtime.
• Overtime — Start and end times of overtime, generally clock-out time minus overtime duration per threshold rules.
• Overtime duration — Calculated automatically based on start and end times.

Note: Overtime entries exceeding 3 hours cannot be sent to Ergani, as this is considered illegal overtime. The system submits only the first 3 hours and discards the rest. The full entry is retained in history for audit purposes. These entries are flagged in the overtime column.

Editing or discarding overtime entries

Before syncing, admins can edit or exclude individual entries. Select the Edit mode toggle to enable editing:

• Edit — Select the start or end time dropdown to adjust the overtime window. The duration updates automatically, and the change is saved immediately.
• Discard — Uncheck the Include in sync checkbox to exclude an entry from the submission. Discarded entries are flagged in the status column.

Edited entries are also flagged with an indicator in the overtime column.

Sync progress and results

The sync progress is displayed during the process, which may take several seconds. Closing the tab will not interrupt the sync. If any entries fail, HR admins receive an email notification.

Select Go to Ergani History after the sync completes to view detailed results, including success and failure statistics per employee.

Time off (Apologistiki Adeiwn)

If there is at least one approved time-off request overlapping the previous month, a Time off card appears in the Pending tab. The card shows:

• The affected period (previous month).
• The number of time-off entries to be synced.
• A deadline of 11:59 PM on the last day of the month.

Select Sync on the card to open a preview modal listing all approved time-off entries that will be submitted to Ergani. Entries are grouped by employee, and each entry shows: employee name, Tax ID, time-off policy, start date, end date, amount (effective days or hours for the month being synced), and effective dates (actual dates synced to Ergani, excluding non-working days and holidays).

Unmapped policies

If Greek employees used unmapped time-off policies in the previous month, you are prompted to map those policies before proceeding.

Pending time-off requests

If mapped time-off requests for the previous month are still pending, you are prompted to approve or reject them before syncing. Approving a request from this flow automatically approves it through the entire approval chain, even if multiple approvers are configured.

If you do not have approval rights, you can notify the approvers instead. Each approver receives a reminder via email, in-product Inbox, To-do item, Slack, or push notification.

Sync progress and results

The sync progress is displayed during the process, which may take several seconds. Closing the tab will not interrupt the sync. If any entries fail to sync, HR admins receive an email notification. After a successful sync, you are prompted to enable auto-sync for future time-off tasks. Selecting a sync date and saving it automatically updates the configuration in the Ergani integration settings.

Sync history

The Integration sync history shows technical integration logs for clock-in and clock-out events, while schedule submissions can be tracked from the History tab in the Ergani section.

Each entry in the history represents a sync batch submitted to Ergani. This allows you to track when schedules were submitted, who initiated the submission, and whether the submission was successful. You can filter the history using the following the options year, month, type and status.

Submission types include:

• Upcoming work schedule

• Schedule changes

• Time off

• Overtime

Each sync record also includes audit information such as the user who initiated the sync and the submission date. The following statuses may appear for each sync batch:

• Success: The submission was successfully synchronized with Ergani.

• Partial success: Some entries were successfully synchronized, while others failed.

• Failed: The submission was not successfully synchronized with Ergani.

Selecting View opens the detailed results for that sync batch. This page shows:

• Success and failure statistics.

• The synced data grouped by employee.

• The status of each individual request.

If any records fail during synchronization, the system displays the error message so you can correct the issue and retry the sync.

What the employees will see

Once an employee has been assigned an Ergani policy, they can clock in and out, and all their clocks will be synced into Ergani immediately (only on days that are scheduled as "on-site").

Ergani clock widget

The timer widget works similarly to other time tracking policies and is located under the Time tracking tab in the employee profile, with the following differences:

• The widget has a split button to either clock in or out, as it’s possible to clock in or out at any given time, as per Ergani specifications.
• Clocking in twice shows “You are already clocked in” (no change to timesheet), but still syncs with Ergani.
• Clocking out twice will extend the existing time entry (e.g., 09:00–17:00 becomes 09:00–18:00 after clocking out again at 18.00), as allowed by Ergani.

Ergani timesheets

Ergani timesheet entries are similar to normal time entries, with the exception that they are not editable by any user (a "lock" icon is displayed). Some more exceptions are the below:

• If 12 hours have passed since the user clocked in and the user has not clocked out, it is assumed the user forgot to clock out, and a partial entry is shown with the clock-in timestamp only and the "Missing clock out" label.
  

• If the employee only clocks out, it is assumed the user forgot to clock in, and a partial entry is shown with the clock-out timestamp only and the "Missing clock in" label.
  

   

Common synchronization issues

• The employee's tax ID is not linked to your Ergani account. Select Update directly from the sync results view to correct the tax ID in place and retry, or update it in the employee profile and retry the sync.

• The employee's profile details are incomplete or incorrect. Select Update directly from the sync results view to correct the employee name in place and retry, or update the employee profile and retry the sync.

• The employee's site is not mapped correctly. Select Update directly from the sync results view to reassign the site in place and retry (only Ergani-mapped sites are available), or update the site mapping in the Ergani integration settings and retry the sync.

• The authorization with Ergani failed. Disable and re-enable the integration and retry the sync.

• Ergani is temporarily unavailable. Retry the sync later.

• A temporary issue occurred in Workable. Retry the sync or contact support if the issue persists.

If synchronization fails due to temporary network or Ergani availability issues, the system will automatically retry the submission for up to 15 minutes. During this time, the submission will appear with a Pending status.

If a sync batch ultimately fails, HR Admins in the account will be notified so they can review and resolve the issue.

For time-off and overtime submissions, the following additional actions are available in the History tab:

• Re-sync: Amend a past submission for a given month, provided at least one successful sync has already occurred for that month.
• Retry: Retry a failed sync directly from the detailed view. The Retry button is available for retriable errors (e.g., transient Ergani service issues). For non-retriable errors, the underlying issue must be resolved before retrying.
• Export: Export history batches to XLSX for record-keeping. For overtime, the XLSX uses Ergani-compatible formatting: tax ID (AFM), last name, first name, date (DD/MM/YYYY), type constant ΥΠ, and time range in HHMM format (e.g., 17001900).

FAQs

When are employees required to clock in and out?

Employees must clock in and out when:

• They work physically on-site.
• The company’s primary activity (ΚΑΔ) falls under sectors officially mandated by the Ministry of Labour. To verify if your company is included, you can log in to Ergani II using your business TAXIS credentials and:
  • Navigate to “Employer Registry” (Μητρώο Εργοδοτών).
  • Look for the “Ψηφιακή Κάρτα Εργασίας” status (Yes/No).

You can also consult recent Ministerial Decisions for the list of included ΚΑΔs, or navigate to the guide found here.

Clocking is not required for:

• Remote workdays.
• Leave, holidays, and similar absences. 

Which employees are exempt from clocking in and out?

Exemptions include:

• Employees working remotely for the entire day.
• Executives or managers with independent schedules (per MD 90972/2021).

How many punches (clock-ins/outs) are expected per day?

• 0 punches: Leave or holiday
• 2 punches: One continuous shift (start and end)
• 4 punches: Split shifts (two periods of start/end)

Intermediate or duplicate punches are ignored. For example:

• In case of 2 or more consecutive clock-ins, only the first is accounted
• In case of 2 or more consecutive clock-out, only the last is accounted

Can employees arrive flexibly?

Yes. Employers can define a grace period of 0 to 120 minutes after the scheduled start time. This is configured on the employee level directly in Ergani. Clock-ins before the shift start time are not permitted.