Employee leasing brings many opportunities in everyday business – but also some special features that can quickly become complex in deployment planning, time tracking, and payroll. It’s not just about scheduling suitable employees for jobs, but also about complying with legal requirements, documenting assignments properly, and correctly mapping collective bargaining agreements and special pay arrangements.
This is exactly where problems often arise in practice: working hours at the client are not properly monitored, equal pay or client-specific bonuses are only taken into account with a lot of manual effort, or special cases in time tracking are not correctly documented. This not only leads to increased administrative work, but can also become legally and economically significant.
For employee leasing to function smoothly in daily operations, one thing is especially necessary: transparency in planning, time tracking, and documentation. Here are five typical mistakes that occur again and again in employee leasing – and how you can avoid them.
1. Assignment times at the client are not properly monitored
One of the most important aspects in employee leasing is keeping track of how long an employee has already been working at a specific client. If these assignment days are not reliably tracked, the risk increases that employment periods will be exceeded or necessary breaks will be overlooked.
This quickly becomes confusing with many assignments over longer periods if managed with manual lists.
With CrewBrain, you can directly mark a client as an employee leasing client. This means that when requesting and booking employees, automatic notifications are displayed. A counter shows how many assignment days an employee still has available with this client. If an employment break is necessary or the permitted assignment duration has been reached, this becomes immediately visible. This way, critical cases can be identified early and planning errors can be avoided.
2. Collective agreements, equal pay, and client-specific bonuses are not properly mapped
In employee leasing, a simple hourly payroll is often not enough. Collective agreements, 13-week average rules, equal pay, or client-specific bonuses and allowances quickly make payroll demanding – especially if such requirements are managed manually or recalculated outside the system.
This costs time and increases the risk of errors.
With CrewBrain, such special features can also be mapped in time tracking. For employees, a suitable billing period can be set up that takes collective bargaining requirements into account – for example, calculating vacation, sick, or holiday hours based on the 13-week average. Equal pay as well as client-specific bonuses and allowances can also be stored as salary components. These can be defined either directly for the employee or for the client. Once the configuration is set up, the relevant components are automatically recognized and calculated for appropriate jobs.
3. Target hours are not actively monitored
In employee leasing, it is not enough to schedule employees only when needed. Employers are generally required to offer their employees the contractually agreed working hours. If there is not enough work, unworked target hours may still need to be paid by the employer.
That’s why it’s important to identify early on which employees have not yet reached their target hours in the current period.
CrewBrain supports this with a dedicated filter that allows you to specifically display which employees have not yet met their target hours. This enables quicker and more transparent planning, helping to avoid unnecessary costs.
4. Offered assignments and unexcused absences are not properly documented
In employee leasing, there are cases where not only the hours actually worked are relevant, but also proof that work was offered. A typical example: an employee is offered an assignment but fails to show up without an excuse.
If such situations are not properly documented, it quickly leads to uncertainty – especially concerning whether the corresponding target hours must be paid by the employer or not.
CrewBrain offers a dedicated time category for absences. This allows you to document that an employee was offered an employee leasing job but failed to appear without an excuse. In this case, the corresponding working time is deducted from their target hours. This special case can thus be correctly and transparently mapped in the system.
5. Contracts and documentation create unnecessary administrative work
In addition to actual deployment planning, documentation is one of the more labor-intensive areas in employee leasing. Contracts have to be created, sent, signed, and later filed in a way that they can be found again. If this is done through individual files, emails, and manual filing, the process quickly becomes unnecessarily cumbersome.
With CrewBrain, employee leasing-specific documents can be stored, generated, and sent directly from the job or client record within the system. As of 01.01.2025, employee leasing contracts can also be concluded electronically. Digital signatures can be obtained directly in the process, and the status of sent contracts remains traceable at all times. This saves time and significantly reduces administrative effort.
Why transparency in employee leasing is so important
Employee leasing brings requirements that go beyond classic workforce planning. It’s not just about who works when, but also about how long an employee has been assigned to which client, whether target hours have been met, which collective bargaining rules apply, and how special cases are properly documented.
CrewBrain helps to structure exactly these aspects in everyday operations. These include, among others:
- Employee leasing identification directly in the client record
- Automatic display of available assignment days per employee and client
- Warning notifications when employment breaks are required
- Mapping of collective agreements and 13-week average
- Equal pay as well as client-specific bonuses and allowances
- Filter for employees who have not yet met their target hours
- Dedicated time categories for employee leasing-specific special cases
- Digital creation, sending, and signing of employee leasing documents
Conclusion
Many problems in employee leasing do not arise only in complex special cases, but already where transparency in planning, time tracking, and documentation is lacking. This can quickly become costly, laborious, or prone to errors.
With CrewBrain, employee leasing can be organized much more systematically. Assignment days, target hours, collective agreement specifics, breaks, and special time tracking cases remain in view, while contracts and documentation can be mapped directly in the system. Those who record assignments, times, and documents in a structured way are usually much better prepared for queries or potential audits in practice.
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