MedZeit is an iOS app for time tracking for medical professionals: overtime, on-call duties, night and weekend premiums, insights into workload and earnings, and achievements that reflect your pace. This guide reflects the app’s English UI labels (Overview, Entries, Insights, Achievements).

Getting started

Requirements

• Device: iPhone with a supported iOS version (see App Store listing).
• Account: Email sign-in is available for sync; without Firebase you may still use local/demo flows as implemented in your build.
• Network: Needed for sign-in, cloud sync (when enabled), and optional AI analysis.

First launch

On first use, Welcome to MedZeit walks you through basics: base hourly rate (contractual rate—you can change it later) and work week (which days count as regular workdays). Finish to reach the main app.

Language

MedZeit supports English and German. The sign-in screen can switch language; in Settings → General you set the app language. If translations fail to load, built-in fallbacks may show.

Signing in

Use Email and Password to sign in or create an account. After sign-in, your data can sync with the cloud when that feature is active. The login screen highlights trust: secure sign-in and sync. If you sign out, you’ll need credentials again to reach cloud-backed data.

Main navigation

Four sections appear in the bottom bar:

1. Overview — today’s progress, month stats, prognosis, recharge, quick add.
2. Entries — calendar, list/table views, timers, editing and deletion.
3. Insights — compliance-style dashboard, wellbeing, earnings heatmap, workload, optional AI summary.
4. Achievements — goals and badges.

Settings opens from Overview (gear). Choose your default tab in Settings so the app opens where you prefer.

Overview tab

The Overview is your daily cockpit.

Header messages

• Streak: consecutive workdays logged.
• Monthly goal: congratulation when reached.
• Month close deadline: days left to close the month (for your own planning).

Shift day and “extra” banners

Shift day marks days you plan to work. Banners explain on-call, extra hours, and premium (night/weekend/holiday) states: planned, timer running, or already logged—so you don’t double-count.

Time to recharge

A wellness-style card shows recovery context after shifts (percentage “charged”, time until rest target, short encouraging lines). This is motivational, not medical advice.

Key cards

• Prognosis: projected hours and pay for the month when enough data exists.
• Extra hours / services / pay: snapshot of overtime-style hours, how many calendar days have entries, and pay totals.
• Monthly forecast & comparison: pace-based forecast; compare month or quarter vs the previous period (hours, pay, overtime).
• Daily progress: today vs target hours; on days off, work logged is called out separately.
• Previous month review: quick link to review last month’s hours.

Quick add

Use Quick add for presets you define in Settings (for example a fixed on-call lump sum or +1h overtime). Presets save taps for recurring patterns.

Entries tab

Views

Switch between Day, Week, and Table layouts. Use Sort (ascending/descending), Expand all / Collapse all for long lists.

New entry

Add an entry with:

• Date & time — from, to, break minutes.
• Category — see categories below.
• Description — free-text note.

You can Start timer for a live session; stopping asks to save or discard.

Categories (default set)

Examples available in the app (names may match your employer’s scheme):

• Overtime
• On-call 1 / 2 / 3
• Attendance on-call
• On-call (no incident)
• Phone call
• Night work
• Saturday / Sunday work
• Holiday

Enable or disable categories under Settings → Categories. Some categories are always on by app design.

Deleting data

You can delete a single entry, an entire day, or a week—each asks for confirmation. Deletion is permanent.

Insights tab

Compliance dashboard

Shows high-level status for legal and contractual checks derived from your entries, such as:

• Working time law: daily max (e.g. 10h) and weekly max (e.g. 60h) where implemented.
• Rest period: minimum rest between shifts (e.g. 11h).

Text may reference provisions such as the German Working Time Act (ArbZG) for illustration. Verify against your contract and local law.

Contractual limits

Tracks indicators like night shifts per month and weekend services per quarter against limits you configure in Settings, plus compensation earned where applicable.

Earnings heatmap

Calendar-style view of daily earnings for the current month (more intense color = higher amount).

Workload analysis

Distribution of hours and weekly overview; filters such as This month and Last 3 months.

Wellbeing analysis

Additional perspective on workload patterns (informational).

AI analysis (optional)

If you add a Gemini API key (from Google AI Studio) in Settings → AI analysis, you can generate a personal compliance summary. Tap Update to run requests deliberately and save API usage. Errors usually mean missing key or no connectivity. Data is sent to Google only when you trigger this feature.

Achievements tab

Goals include (among others): Hour Club (hours in a month), Streak master (consecutive workdays), Night owl, Weekend warrior, Phone titan, Early bird (shifts before 6:00), Hours collector (lifetime hours), Clinic king (long shift), and All-rounder (diverse service types in one month). Enable or adjust targets under Settings → Achievements.

Settings (detailed)

Open Settings from Overview and tap Save when done.

Account

Shows Logged in as (email or identifier). Backup/subscription status appears here when applicable.

General

• Appearance: System, Light, Dark, or Cool tones.
• Language: English / German.
• Default view: which tab opens first.
• Hide pay by default: privacy blur for on-screen pay figures.
• Export author name & currency: for official exports (e.g. timesheet PDF) and money formatting (ISO currency code; defaults to EUR if unset).

Work time

• Weekly hours and Work days — define your contract pattern.
• Max night shifts per month / Max weekend services per quarter / Overtime factor — used for insights and limits.

Categories

Toggle which entry types appear. Some are required by the app. Descriptions explain quick-add and “always active” categories.

Note templates

Default note text per category to speed up logging.

Achievements

Enable goals and tune thresholds.

Rates

• Base hourly rate and per-category rates.
• On-call calculation: Percentage of base or Lump sum multipliers for weekday vs weekend.
• Surcharges per category — night, Saturday, Sunday, holiday.

Quick entries

Create labeled shortcuts with duration and linked categories (for example “+1h overtime”).

Notifications

Smart reminders: daily wrap-up time (optional workdays only) and weekly review. iOS permission is required; if blocked, open System Settings. Preview shows how reminders will read.

AI analysis

Optional Gemini API key for Insights (see above).

Danger zone

• Sign out — leaves the account session.
• Clear data — removes all entries, settings, and achievements on device (irreversible).
• Delete account — removes account and associated data where supported (irreversible).

MedZeit Backup (Premium)

Optional MedZeit Backup adds encrypted cloud sync, JSON import for restore and new devices, and uses your Apple ID for billing. Features described on the in-app paywall include encryption before data leaves the device and multi-device use. Subscriptions are managed in Apple Settings → Apple ID → Subscriptions. Restore purchases if you reinstall.

Export and import

• Export data / Year summary — generate files for your records (availability depends on build).
• Import from JSON — replaces existing data; confirmation required. Use only trusted backup files.

Troubleshooting

• Data not syncing: check network, sign-in, and Backup subscription status.
• AI analysis fails: verify API key, network, and that you tapped Update.
• Notifications missing: enable in iOS Settings → Notifications → MedZeit.
• Wrong pay totals: review base rate, category rates, on-call method, and surcharges in Settings.

Privacy reminder

Use Hide pay by default in public places. Read our Privacy Policy for data processing.

Legal & support

Terms of Use · Privacy Policy · Support & Contact

Questions: p.r.struijkerboudier[at]me.com