Attendance Administration Guide

November 18, 2019 00:20

Introduction

The Attendance module is designed to help you keep track of the attendance of your

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

while a separate guide will show you how to administer to the Attendance system as

an administrator.

Workflow

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: 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

The administrator can use the Attendance Record to make sure that all the working time of the staff is correct and then approve the 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.

a. Single User allows you to see the Attendance Record of a single staff for the entire month or a custom date range.

b. All Users option allows you to see the Attendance Record of all users for a particular day.

Step 4: Select the staff concerned in the user field: .

Step 5: Select the month you want to see. .

Step 6: Click on .

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 fields.

Step 8: Click on the at the bottom of the page to see the total.

Step 9: If you want to approve the attendance record for the whole month, you can click on the checkbox at the top as indicated in the arrow below. Alternatively, you can click on the checkbox on those dates you want to approve.

Step 10: Click on the .

Undo Approval

If you made any error, you could still undo the approval as long as the data is not yet transferred into the payroll module. To undo the approval please follow the steps below:

Step 1: Select the date that you want to undo the approval.

Step 2: Click on the button.

Step 3: Amend the information.

Step 4: Click on the .

Step 5: Select that date again and then click on the .

Fetching All Users Attendance Record

All Users Attendance Record is used to fetch all the users' attendance records 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 All Users.

Step 4: Select All Users.

Step 5: Select the date .

Step 6: Click on the button. 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 use the Import Attendance feature in Attendance Administration to import attendance information for the staff.

Note: This function is to insert or add the data, it does not amend and/or delete. If there is existing data to a certain date it will not overwrite but will retain the original data.

To import the attendance information, do the following:

1. Click on .

2. Select .

3. Click on .

4. Click on .

5. The system will download a csv file onto your computer.

6. Open the template and it should look like this:

7. At the UserID, enter the information you wish such as the UserID, Date (M/D/YYYY), Clock Time, User Operation (only In/Out), Comments (optional).

8. Save the file.

9. Go back to the page.

10. Click on the Drop files here to upload.

11. Select the csv file you had modified.

12. Click on .

13. This pop-up message will appear.

14. Click on the .

15. 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.

Transfer to Payroll

If your company subscribe to Payroll, you may transfer all the Overtime calculation over to the Payroll module.

Step 1: Click on Administration under Attendance.

Step 2: Click on .

Step 3: Select the period .

Step 4: (Optional) Select the Client/Location/Project .

Step 5: Click on . The system will pull out all the attendance records that you have approved.

Step 6: Select those that you want to transfer to Payroll.

Step 7: Click on.

Extracting the information in Payroll

After you have done the required transfer of the OT information to Payroll, you need to populate that information into the respective OT fields in Payroll.

Step 1: Click on Payroll >.

Step 2: Click on . This page does not allow you to edit the timing.

Step 3: Check the staff on which you want to transfer the OT to and then click on . Alternatively, you may click on the to transfer the OT of all the staff.

Step 4: Click on the .

Step 5: (Optional) Edit the timing of the staff(s) if required.

Step 6: Select the staff(s) that you want to transfer the OT information to the pay by selecting them and then click on . Alternatively, you may click on the to update the OT of all the staff.

Roster

Roster is useful allowing you to create different working time and assigning them to the users so as to ensure correct tabulation of their working time. In this section, we will cover how to create shift, assigning the shift to the users and how to change the roster should the need arises.

In Attendance, you can create and allocate the shifts to the staff to reflect their actual working time.

Create New Shift

Step 1: Click on Roster under Attendance.

Step 2: Click on .

Step 3: Click on .

Step 4: Provide a Shift ID in .

Step 5: Provide a Shift Name in .

Step 6: Put in the date where the shift will start in .

Step 7: Put the number of days per shift (going up to 49 days) in the .

Step 8: State the number of hours per day the staff must fulfill .

Step 9: State the number of hours for a half-day the staff must fulfill .

Step 10: Configure the start time and end time for each day of the week.

Note: You must at least have a Rest Day, or else the system would not know when to stop. Incidentally, in accordance with MOM regulation, you need to provide at least 1 day of rest per week.

Step 11: Click on and you see that the system will calculate the for you.

Step 12: Click on to save the shift.

Editing Shift

We can edit existing shifts.

Step 1: Click on Roster under Attendance.

Step 2: Click on .

Step 3: Click on button to preview the shift information.

Step 4: To collapse the view, click on the button.

Step 5: Unassign the shift from any staff before editing.

Step 6: Click on the Edit icon to edit.

Step 7: Click on once the modification is completed.

Step 8: Note that when you edit a roster, the system will automatically deactivate the roster. Click on the to re-activate the roster.

Shift Assignment

Upon the creation or the joining of a new employee, you can assign the relevant shift to them.

Step 1: Click on .

Step 2: Click on .

Step 3: Click on.

Step 4: Click on Select Shift and you will see a list of shift you have created.

Step 5: Select the desired shift.

Step 6: Click to add the shift.

Import Shift

Instead of assigning shifts to your employees one at a time, you may use the Import function in the Attendance Configuration.

Download existing employees listing

The steps are as follow:

Step 1: Click on .

Step 2: Click on .

Step 3: At the , click on the .

Step 4: The system will download the roster unto your computer as a CSV file. We will use that later for the importation of shifts.

Shift Creation

Step 5: Click on Roster under Attendance.

Step 6: Click on .

Step 7: Click on .

Step 8: Provide a Shift ID in .

Step 9: Provide a Shift Name in .

Step 10: Put in the date where the shift will start in .

Step 11: Put the number of days per shift (going up to 49 days) in the

Step 12: State the number of hours per day the staff must fulfill .

Step 13: State the number of hours for a half-day the staff must fulfill.

Step 14: Configure the start time and end time for each day of the week.

Note: you must assign at least 1 Rest Day per week in accordance with MOM regulation.

Step 15: Click on and you see that the system will calculate the for you.

Step 16: Click on to save the shift.

Enter Shift Name in the Downloaded Roster

Step 17: Open up the CSV file you downloaded in Step 3.

Step 18: Enter the shift names into the respective days you wish to assign the staff to. If it is off-day, use the word off. If it is rest day, use the word rest.

Step 19: Delete Column A

Step 20: Save the file

Importing the file

Step 21: Click on .

Step 22: Click on .

Step 23: Select the month which you wish to import the roster at

Step 24: State the break time duration at .

Step 25: Upload the file you have amended from Step 19 - 21 at the

Step 26: Click on . System will prompt to confirm action.

Step 27: Click on the .

Step 28: If imported successfully, the system will show this

Check Shift Import

Step 29: You can check the import by going to the tab.

Step 30: Filter your search by Name.

Step 31: The imported schedules should now show.

Manage Roster

Roster allows you to see the roster assigned to each of the staff.

View Roster

Step 1: Log in to the account.

Step 2: Click on .

Step 3: Go to The first page you will see is the Manage Roster page.

Step 4: You will see the following screen where it will show you the staff and their assigned working time.

Step 5: You can filter the roster based on the user by entering the name of the employee in .

Step 6: To view the roster based on Shift name instead of time, click on the radio button beside Name.

Change Roster

Often, in business operation, you might need to do some last-minute manpower swapping. You can do this easily on the Manage Roster page

Step 1: Look for the name of the staff and the day you want to make the change. Click on the day, and the following pop-up screen will appear.

Working Day - You can change the day from Working Day to Off Day, Rest Day, Leave, Leave (AM) and Leave (PM).
Shift Name - You can choose a different shift that you would like the staff to follow for the specific day.
Start Time – You can indicate the Start time in this field.
End Time - You can indicate the End time of the shift in this field.
Break Time - You can indicate the number of minutes of break time.

Step 4: Click on to save the changes.

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: Under , state the date range of your report at.

Step 4: (Optional) To refine your search based on the name of an employee/department/group.

Step 5: (Optional) Tick on if you want to display weekend/weekday in your report.

Step 6: (Optional) Click on if you want to include deactivated employees in your report.

Step 7: (Optional) Click on if you want to display off and rest day as well in your report.

Step 8: Click on . The system will process the report and upon completion, you should see this.

Step 9: Click on so you can download the report.

Step 10: Once you click on "Save", you will be prompted to rename the report:

Step 11: Kindly rename and then click on.

Step 12: Go to .

Step 13: Under the Actions column, you can click on the to print/download the report or to delete the report.

Monthly Summary Report

The Monthly Summary Report will provide you with a summary 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: 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 (including OT).

Step 1: Click on Reports under Attendance.

Step 2: Click on.