Attendance Lite - Administration and Configuration Guide

October 03, 2022 10:02

The Attendance Lite module is designed to help you keep track of your employees' attendance. Staff can clock-in and clock-out either from the web and/or their own mobile device, and Admin can easily manage the clock data and generate reports.

This is currently available to customers who are subscribed to the Essentials plan. Please contact our Support Team for any enquiries.

This guide will show you how to setup the Attendance Lite module.

Configuration

Configuration Tab

From the main menu, click Attendance Lite then Configuration.

This is the general configuration and is divided into five different sections, which are discussed in details below. Any settings indicated here is considered as the universal setting for the account, which will apply to all Attendance Lite users.

Working Hours

The Working Hours is the default working times for all employees.

Step 1: For working days, indicate the start and end times and break times, and tag as Work. For non-working days, select either Off or Rest.

Step 2: Set the number of hours the staff must fulfill for a full day and half-day. This will then be the standard working hours used by the system when the staff will be on leave, or on Off/Rest day.

Step 3: If this option is ticked, the system will automatically add in the standard hours to the staff’s actual hours when the staff is on full or half day leave.

Step 4: Select the time zone to follow into this field.

Step 5: Set how many hours the staff must at least work before break time will be deducted from the worked hours.

Step 6: Click on to save the changes.

Attendance Calculation Method

This is where you can setup the Public Holiday setup, Late Grace Period and Under Hours Grace Period.

NOTE: For the Public Holiday setup, this is the default setting for all staff. If some staff follow a different policy, you can change the individual setting on the Employee Setup sub-tab.

Step 1: Indicate the PH Policy. This policy allows you to specify the general rule if the staff comes to work on Public Holidays. There are 3 options to choose from.

Treat as Working Day – PH is treated as normal working day
Paid one Day – Hours worked by the staff will be considered as OT (to be managed manually in Payroll)
Given off in lieu – Time off will be credited separately by the Leave Admin

Step 2: Set up Late and Under Hours Grace Period. This section allows you to specify the grace period for the lateness and under hours, which will be taken into account when generating the report.

Late Grace Period - the number of minutes before staff will be considered late.
Under Hours Grace Period - the number of minutes before system will start counting the under hours.

Step 3: If ticked, the standard hours will remain the same when staff files for a No Pay Leave (but synchs to the Payroll system as a deduction). If unticked, standard hours will be deducted.

Step 4: Define the break time to be deducted should a staff is going to work on an Off/Rest day.

Step 5: Click on to save the changes.

Clocking Preferences

The clocking preference allows you to configure the following:

next-day clocking
users’ ability to edit their clock-in and clock out time
single or multiple clock-in and clock-out
whether the staff needs to enter remarks
set up location, client, or project

Step 1: Click on panel to expand the section.

Step 2: : If staff needs to work beyond 12:00 midnight, you can allow next-day clock out.

The X hours allow you to specify until what time is considered a clock in/out for the previous day. In the setting above, if the official start time is 9:00 am, any clock in/out until 4 hours prior (until 5:00 am) will be considered for the previous day. But if staff clocked in/out at 8:00 am (within 4hrs from start time), this will already be considered the next day.

NOTE: The recommended hours set in this field is not less than 4 hours to avoid triggering unnecessary notifications.

Step 3: Permission for users to edit their clock-in/out time.

Allow employee to edit clock-in/out time - Employee can edit his clock times for the current day.
Allow Employee and Admin to Edit Break time - Employee can edit his break time.
Allow employee to enter clock-in/out time for different dates - Employee can update his clock times for different dates.
Allow employees to enter clock-out time for previous dates. - Employee can key in the clock-out time for the previous dates. NOTE: The system will not allow the editing of clock time if there’s an existing data. It’ll only allow you to add a new record (enter) for a previous date.

Step 4: Set whether your company is using single or multiple clock-in/out

Single clock in/out - the staff is only required one(1) set of clock-in/out for the day.
Multiple clocks in/out - the staff can clock in/out multiple times within the working day.

There are additional preferences for these 2 options:

Ignore clock in before standard start time - if enabled, it means that if the staff clocks in early, the system will not count the earlier time. Worked hours will start counting from the official start time.
Ignore clock out after standard start time - if enabled, it means the system will not take into consideration the overtime even if staff clocked out beyond their official end time. The system will only use the official end time as the basis on the reports
Lateness: only consider first clock in- ig enabled, it means the system will only consider the calculation of lateness based on the first clock-in and not the succeeding ones (available only for Multiple Clock in option).

Step 5: Prompt for remarks. If ticked, the system will prompt users to enter a remark on every clock-in and clock-out.

Step 6: You can specify client, project, or location clocking. This can be used when staff needs to indicate which client, project, or location the clock-in or out is for.

Step 7: Click on to save the changes.

On Mobile Devices

The options that can be seen here are all related to how you want the users to be clocking in/out and the setting to enable GPS on mobile devices.

Step 1: Click on panel to expand the section.

1. Allow clock in/out via - this allows you to specify whether the users can login via the computer or mobile devices, or both.

NOTE: If you want to allow staff to clock in/out using their personal devices, put a tick on the option under Mobile device (Allow employees to clock in/out on their personal devices. A Kiosk, a central device which staff can use to clock in/out from also falls under Mobile Device. A PIN is required for this setup.

2. Face detection on mobile devices - If enabled, the system will only allow staff to clock in/out when the handphone or the device detects the face.

- 'Ignore if device does not support face detection' allows staff to clock in/out even if the device does not support face detection. (Recommended if some staff use mobile phones without the face detection feature).

Geofencing Setup

Geofencing is basically a technology that allows you to set a virtual boundary set up around a geographical location in which your staff can clock in/out. If you want to have geofencing enabled, click on the checkbox 'Require GPS to be enabled on mobile device'. The staff will be required to turn on GPS on their handphone before they can clock in/out.

NOTE: 150 meters in radius is the minimum parameter and the most effective range for geofencing. We would recommend that you use Kiosk mode for any range smaller than 150 meters.

If enabled, you can define the geofence location names and addresses for geofencing purposes.

Employee Setup Tab

The Employee Setup page allows you to specify attendance policies on an employee level. Some of the policies in which you can manage include the staff's Public Holiday and PIN that is used for Kiosk access.

Attendance Users

To Edit Individual Settings:

Step 1: Click on the icon under the Actions column

Step 2: Each field will be editable:

A. Time zone - Allows you to change the time zone which the staff is in

B. PH Policy - Allows you to specify the PH Policy for the staff. See description under Attendance Calculation Method

C. Allow Edit - if this is ticked, staff will be able to edit their clock in\out data

D. Exclude Geofencing - if ticked, staff will not be included in the geofencing validation

E. Exclude individual App - To exclude staff from the use of the individual app to clock in/out

F. Employee type - is an indicator of whether the staff is an executive and non-executive

G. PIN - You can assign a unique PIN to each employee so that the system will identify who is who when the employee clocks in/out via the Kiosk App

Assign Attendance Users

This page is where you can see the list of Attendance module users in your system:

If the box is ticked, it means the staff is an Attendance user.

Set Reference Photo

Reference photos is used by the Attendance module for SafeClock and AVA (Attendance Verification Alert). You can assign reference photos which will be used by the system to countercheck the details of the staff who is clocking in/out.

It is recommended that you use reference photos taken when staff has clocked in/out as opposed to uploading images from your computer. It is also best to use two masked and 1 unmasked image for reference.

To Assign Photos taken from the Staff’s clock in/out:

On Set Reference Photo page, this is what you will see:

Put a tick under the image that you would like the system to use as reference photo. You can do this for several employees at a time and then click on at the bottom of the page.

*To Remove a Reference Photo you have saved for a staff, click on the icon under the employee’s name.

*To Upload a Photo from files saved in your computer, click on the icon under the staff’s name. Select the file to upload.

Reminder Setup

The reminder setup tab is where you can configure the different reminder notifications that can be received by Administrators, Group Administrators and/or Users.

Clocking

There are separate settings for Clock In and Clock Out.

Step 1: State when the reminder will be sent to the employees if they did not clock in by the stipulated time.

Step 2: You can indicate whether the attendance admin, employee and/or group admin will receive the reminder.

Step 3: Select whether is the reminder message is for clocking in or clocking out.

Step 4: Indicate the Reminder subject header in which the employee/administrator/group administrator will see when the email is sent to them.

Step 5: Enter the message that will be seen by the recipients

Step 6: Click on to save changes.

Notifications

This is where additional notifications can be enabled for your account

Early Clock In Notification – If you want to the attendance admin to be notified when staff clocks in a certain hours set here before the staff’s scheduled shift start time, put a tick into this option.
Unscheduled Clocking Notification – You can put a tick into this option if you want the attendance admin to be notified if the staff clocks in on a day that they are not expected to work.

Once you have chosen the notifications you want to enable, please do not forget to click on the button.

Device Definition

Device definition allows you to tag a device or IP address to a specific location. The system will use this location information in the report.

Before setting up, please make sure you have the IP addresses of the devices you want to input on this page.

Step 1: Enter the IP Address in the field as shown below:

Step 2: Enter the Location of that particular device into the field:

Step 3: Click on to save the information.

NOTE: To retrieve the devices's IP, do a test clock in/out using the device. Then check the Daily Report to view the IP address of the clock in/out you just initated.

Client/Location/Project Setup

This setup is useful when you have staff going around to different client/location/project and you want to know precisely where they are when they clock-in/out.

Whether it be client/location/project would depend on what you had defined in the Configuration - Configuration - Clocking Preference

Note that the label depends on what you have chosen. So, if you chose location, then the header will be reflected as location accordingly. If you used client, the header would then appear as Client Setup.

Step 1: Click on the Location Setup tab at the top

Step 2: The 1st page you will see is the sub-tab

Step 3: Enter the Location ID into the field:

Step 4: Enter the Location Description into the field:

Step 5: Click on .

Assigning Staff to Location/Client/Project

This is where you can assign the users to the location/Client/Project that was set up in the previous section.

Step 1: Click on the Location Setup tab at the top

Step 2: Go to sub-tab

Step 3: At each employee, you can select the client/location/project they can see when they clock-in/clock-out:

You can define multiple client/location/projects if you want.

Note: If we do not assign the staff to any client/location/project, the staff basically can see all the location.

Deleting a Location/Client/Project assigned to the staff:

Administration

Manage Employee Attendance

You can manually manage employee attendance via the Manage Employee Attendance tab.

Step 1: Click on Administration under Attendance

Step 2: Click on

Step 3: Select the date

Step 4: Click on the and the system will redirect the page to that date

Step 5: Click on the at the Action column

Step 6: Enter the time accordingly

Step 7: (Optional) Enter a reason for manually adjusting the time

Step 8: (Optional) If you have client/location/project enabled, you can define where the staff is at

Step 9: Click on the

Once you clicked on Update, the system will accept the entry and would show when and who made the changes.

Attendance Record

Fetching Single User Attendance Record

Step 1: Click on Administration under Attendance

Step 2: Click on

Step 3: Select the query of either Single User or All Users

Single User allows you to see the Attendance Record of a single staff for the entire month.
All Users option allows you to see the Attendance Record of all users for a particular day

Step 4: Select the dates you want to see. Filter it by Month to Custom period

If month -

If Custom Period -

Step 5: Select the staff concerned at the

field.

Step 6: Click on the

The system will generate the attendance record of the staff

Step 7: (Optional) As the administrator, you can change the Clock In and Clock Out field.

Step 8: Click on the

Fetching All Users Attendance Record

All Users Attendance Record is used to fetch all the users' attendance record for one specific day. Administrators may use this if they want to update all.

Step 1: Click on Administration under Attendance

Step 2: Click on

Step 3: Select the query of either Single User or All Users

Step 4: Select All Users

Step 5: Select the date

Step 6: Click on the

The Attendance Record for all the staff for that day will appear. Update as required.

Step 7: Click on the button to save changes.

Import Attendance

You can through the Import Attendance feature in Attendance Administration to import attendance information for the staff.

To import the attendance information, do the following:

Step 1: Click on Administration under Attendance

Step 2: Click on

Step 3: Click on

Step 4: The system will download a csv file onto your computer.

Step 5: Open the template and it should look like this:

Step 6: At the UserID, enter the information you wish such as the userid, date, clock time, user operation (only In or Out), comments (optional), ProjectCode/ClientCode/LocationCode.

Step 7: Save the file.

Step 8: Go back to the page

Step 9: Click on the Drop files here to upload

Step 10: Select the csv file you had modified.

Step 11: Click on

Step 12: This pop-up message will appear

Step 13: Click on the

Step 14: You can check the imported attendance by going to the tab and select the date and you should be able to see the imported attendance.

Reports

Reports allow you to create reports for the attendance of the users. There are several different type of reports in which you can generate in Attendance.

Daily Report

You can generate a daily report in Attendance.

Step 1: Click on Reports under Attendance

Step 2: Select the date

Step 3: (Optional) Click if you want to capture which device is the staff clocking in from.

Step 4: (Optional) if you wish to include for staff that have been deactivated

Step 5: Click on The system will process the report and upon completion, you should see this

Monthly Detailed Report

The Monthly Detailed Report will provide you with a detailed report of the clocking in and clocking out of the staff.

Step 1: Click on Reports under Attendance

Step 2: Click on

Step 3: State the date range of your report at

Step 4: (Optional) Click on if you want to include deactivated employees in your report.

Step 5: (Optional) Click on if you want to display off and rest day as well in your report.

Step 6: (Optional) To refine your search, you can click on the

Step 7: Click on the The system will process the report and upon completion, you should see this.

Monthly Summary Report

The Monthly Summary Report will provide you with a summary report of the clock-ins and clock-outs of the staff.

Step 1: Click on Reports under Attendance.

Step 2: Click on

Step 3: State the date range of your report at

Step 4: (Optional) Click on if you want to include deactivated employees in your report.

Step 5: Click on the The system will process the report and upon completion, you should see this

Individual Attendance Report

Individual Attendance Report differs from the other reports as it will have at the end of each staff a row indicating the calculated value of the number of hours worked.

Step 1: Click on Reports under Attendance.

Step 2: Click on