Please be aware that this article primarily pertains to Swedish rules and regulations, which may not necessarily apply or be valid in jurisdictions outside of Sweden.
A way to simplify the daily routine. Avoid rushing through morning traffic. And enjoy the freedom to leave a bit earlier once the day's tasks are completed. It's easy to see why flextime has become a common concept in Swedish workplaces. But what does the regulation actually say? And how can flextime be effectively implemented in practice? Here's what you need to know.
What Flextime Is – And Why Everyone Wants It
Flextime has now become a common aspect of working life. The concept is straightforward: employees (within certain limits) can decide when their workday starts and ends. In other words, you can arrive a bit later, leave a bit earlier, or take a longer lunch break – as long as it works for the team and the tasks at hand.
Many people value this kind of flexibility. Perhaps you want to fit in a workout during the day, avoid rushing to a dentist appointment, or simply have more breathing room between work hours and personal life – without needing to request time off.
And it doesn't stop there. Research shows that flexible working hours can also help reduce stress and absenteeism. With a clear system to track work hours, there need not be any confusion or dissatisfaction about who leaves early or arrives late – everything balances out over time.
Last but not least, flextime is a way to signal that you are an employer who believes in freedom and trust. The benefit? You gain an advantage not only in retaining employees but also in attracting new talent to choose you.
Flex Frames Determine How Long You Can Sleep in
Feeling a bit extra tired on a Monday morning? Or eager to start the weekend a little early? Although flextime models can vary slightly between workplaces, there are usually clear time intervals that dictate when you can start in the morning (for example, between 06:00 and 09:00) and when you can finish in the afternoon (for example, between 15:00 and 18:00) – these are commonly referred to as flex frames.
Additionally, there may be opportunities to extend or shorten your lunch break using flex (though typically, you cannot take a lunch break shorter than 30 minutes). Flex frames can also differ for various weekdays. A reconciliation is usually done at the end of the month, and your flex balance (the number of hours you have earned or "owe") is then carried over to the next month.
The Flex Balance Keeps Track of Extra and Deficit Hours
Each month, a reconciliation is conducted where the number of flex hours is totaled. The hours worked extra or those you are behind on are carried over to the next month as a balance.
Typically, there are clear limits on how many hours you can have in your positive or negative balance. These limits are often regulated in the company's local working time agreements, sometimes as part of a collective agreement, or in internal employee handbooks and policy documents. If you exceed these, the hours may either be forfeited or adjusted in your salary, depending on what has been agreed upon.
Flextime and Overtime – What’s the Difference?
A very important question – let’s clarify the concepts! Flextime is based on the voluntary choice of the employee to adjust their working hours. Overtime, on the other hand, involves unforeseen circumstances that require a task to be completed outside regular working hours – and it should generally be pre-approved by the employer. It is also important to remember that an employer can never force someone to use flextime to replace overtime.
The Call Echoes – Flextime For Everyone... Or Not? Here's What The Regulations Say
It's no surprise that flextime is highly sought after. But what does the law say – is flextime a right for everyone? The short answer is no! There is no legal requirement for employers to offer flextime, and typically, there are no provisions for it in central collective agreements.
In other words, it's up to you as the employer to decide whether to offer flextime – and under what conditions. These conditions are often documented in a local working time agreement or the company's personnel policy. To ensure clarity and avoid misunderstandings, it is crucial that these rules are clearly communicated to all employees.
Finally, as previously mentioned, flextime must align with the operational needs. This means that in healthcare, certain service professions, emergency services, and similar fields where staffing is required throughout the entire shift, flextime may not be practically feasible. In such cases, other forms of working time benefits, such as flexible annual working hours and/or individual schedule planning, may be available.
Read more: Embrace Time Reporting: Here's Why!
Freedom without Friction – The Benefits of a Smart Time Reporting System
With flextime, everyone needs to keep a close eye on their work hours at all times. How can this be managed? The key is having the right tools at your disposal. Digital time reporting allows both managers and employees to accurately track the hours worked, the amount of flex time used, and the time earned each month.
While you could jot down your hours on loose papers or homemade Excel sheets, this approach risks falling behind in time tracking, leading to forgotten details like dentist appointments and their duration.
A modern time system simplifies this process, enabling you to clock in and out as you come and go – whether on a work computer, a mobile app, or a touch screen in the hallway. This means minimal hassle and maximum control!
Read more: Choosing a Time Reporting System – Our Best Tips
Stay On Top Of Flextime With Flex HRM Time
Ready for a smoother workday? With Flex HRM Time, we've made it as easy as possible to keep track of flextime – and everything else related to work hours and absences. Perhaps the best part? You can report from anywhere, at any time – via computer, app, or time terminal.
Curious? Contact us, and we'll tell you more!
