Offices and clock-in rules
- Settings › Office locations: each office with its map point and the allowed distance. An office clock-in further away is refused, or asks for a reason.
- In use on an office: switch off when the office closes or moves. It stays on record but is no longer used for clock-ins.
- Clock-in rules: how many clock-ins a day, and whether staff may choose working from home or somewhere else.
Shifts
- Time & leave › Shifts: start and end, break, grace minutes (late after this), half-day rules and weekly offs.
- Attendance › Shift roster: put people on a different shift for particular days. Attendance › Shift changes: requests from staff.
Every day
- Attendance › Daily attendance: everyone's status today, times, worked hours and where. Punches shows each clock-in and break; Add punch adds a missed one.
- Daily attendance lists current staff who had joined by that day. To see people who have left, use the filter Show › People who have left or Everyone.
- Each day is worked out again every night at your company's midnight; Work out the day does it at once after a change.
- Attendance › Monthly register: the month at a glance, with a PDF sheet. Pick the Month beside Search (every month with attendance is listed). The tinted band shows the month's totals: P present, A absent, L leave, HD half days, WO weekly offs, H holidays, Late, Early and Hours worked.
- Click a name in the register to see that person's whole month; click a day to see its clock-ins and outs, the place of each, breaks and hours.
- Managers, HR and the admin get a daily late-coming summary; the person who came late is told too.
Working hours rules
Payroll › Monthly payroll › Overtime, late coming, absence › Working hours:
- Half day when less than (hours worked), e.g. 4.5: a day with fewer hours is a half day.
- Absent when less than (minutes worked), e.g. 30: a clock-in and out within a few minutes is absent.
- Cut pay for a monthly shortfall of hours: on full days, if the month's hours fall short of the shifts by the hours you set, half a day or a full day is unpaid.
- Changing these works out this month and last month again.
Unauthorised absence
Some companies cut more than one day's pay for a day absent without leave. Switch it on in Payroll › Monthly payroll › Overtime, late coming, absence › Unauthorised absence and choose 1½, 2, 2½ or 3 days' pay.
Attendance › Absences to review lists days absent with no leave, and leave taken without its document. Mark each Unauthorised (with a reason) or Normal unpaid day. Nothing extra is cut until HR marks a day.
The employee is told and can explain under My space › Absence notices within the days you set. Payroll then cuts the extra, as its own payslip line or as more unpaid days.
Corrections
Forgot to clock out, or the time is wrong? The employee opens My attendance and presses Correct (or Forgot to clock out?) on that day, changes the time and gives a reason. Today or up to 45 days back. It goes for approval, and the day is worked out again once approved.
HR can make a correction for anyone in Attendance › Corrections.
Short leave
A few hours out: coming late, leaving early or stepping out. How many a month and how long each is set on the leave policy (see How leave works). Staff apply from My leave › Ask for short leave.
Frequently asked questions
Where do I see where someone clocked in, and their hours?
Click the day in the Attendance › Monthly register, or use Reports › All reports › Daily punches and Outside the office.
The app says the employee is outside the office.
They are further than the allowed distance. Turn on location and step inside, or increase the distance for that office.
Who approves corrections?
Whoever is set in Settings › Approval flows for corrections, usually the manager and then HR.