Manage team attendance

Under Attendance, a manager follows the team: who is in or late, which sessions need a correction, and what goes into payroll at period end. No pay amounts appear here.

Before you start

• These pages show for an Owner and a Manager, and for anyone given a role that manages attendance. Someone limited to certain branches sees only theirs.
• The company sets attendance rules, such as the lateness grace and missing clock-out limit, in Configuration Studio → Attendance. The lateness grace starts at zero until the company sets one.

Set up work schedules

Without a schedule, attendance is recorded but no lateness or absences are read.

1. Open Attendance → Work schedules and press New schedule.
2. Enter the Name and choose the Working days. If the company has more than one branch, also choose the schedule's branch.
3. Enter Starts and Ends in company time. An end before the start means the hours end the next day.
4. Enter any Unpaid break (minutes). For working hours in two parts, also set Fixed break starts at (working hours in two parts).
5. Leave Grace for lateness (minutes) empty to use the branch grace, or enter one for this schedule.
6. Press Save schedule.

Then press Assign under Who works which schedule and choose the employee, schedule and start date. Their previous schedule ends the day before. For leave or a holiday, press Mark days under Leave, holidays and sick days and choose an employee or Whole company. A marked day is not counted as an absence.

Note: Editing a schedule applies to all its days, past ones included, so lateness and absences are worked out again. To change the hours from a given date, create a new schedule and assign it from that date.

The team board

The Team board shows today in company time: In now, Late, Missing and On leave / holiday, then a row for each employee with their status and current branch. Pick a branch or All branches. Press an employee's name to see their days and all their entries.

If an employee couldn't clock in or out themselves:

1. Press Record for an employee. The Record attendance for an employee window opens.
2. Choose the employee, then choose What happened.
3. Enter When it happened and write the Reason.
4. Press Record. The entry keeps when it happened, when you entered it and your name.

Managers don't record their own attendance this way; they ask for a correction.

Exceptions and corrections

Attendance → Exceptions & corrections has three tabs:

• Missing clock-outs: sessions left open longer than the company limit. Press Record clock-out and enter the real time and a reason. No hours count until then.
• Correction requests: the recorded and requested times, reason and evidence. Press Approve or Reject. To reject, write why in Note (required to reject).
• Decided: requests already decided, with who decided and when.

Nobody decides their own request. If a request goes through an approval workflow, it's decided in the approvals inbox; press Open the approvals inbox.

A correction to a day inside an approved or posted payroll run can't be approved. Reject it and add an adjustment in the next run, or first have the approved run reopened or the posted run reversed.

Period summary

1. Open Attendance → Period summary. It starts with the current month up to today.
2. Change the dates or branch, then press Show.
3. Check each employee's Scheduled days, Present, Absent, Worked and Late. The Open items column shows Complete or Not complete.
4. To save the figures as a file, press Export CSV.

Above the table you see the Rules used for the figures. These are facts for review, not payable hours.

Tip: Clear every Not complete before the payroll run is calculated. The payslip of someone paid by the day or by the hour is held back while their attendance is not complete.

What's next

• Clock in and out — what employees do, and the attendance desk.
• Payroll runs — how attendance feeds the payroll calculation.
• Configuration Studio — where the company sets its attendance rules.