Time and Attendance

The Time and Attendance module provides multiple functionalities to track and monitor when employees start and stop work, and full control of employees working hours such as late arrivals, early departures, time taken on breaks and absenteeism.

Configure Attendance Parameters

You can configure the attendance parameters, including the general rule, overtime parameters, attendance check point, holiday, leave type, etc.

Configure General Rule

You can configure the general rule for attendance calculation, such as the week beginning, month beginning, weekend, absence, etc.

Steps

1. Enter Time & Attendance module.
2. Click Attendance Settings → General Rule.
3. Set the day as week beginning and the date as month beginning.
4. Select the day(s) as weekend.
5. Set absence parameters.
6. Click Save.

Configure Overtime Parameters

You can configure the overtime parameters for workday and weekend, including overtime level, work hour rate, attendance status for overtime, etc.

Steps

1. Enter Time & Attendance module.
2. Click Attendance Settings → Overtime.
3. Set required information.
   • Overtime Level for Workday — When you work for certain period after end-work time on workday, you will reach different overtime level: overtime level 1, overtime level 2 and overtime level 3. You can set different work hour rate for three overtime levels, respectively.
   • Work Hour Rate — Set corresponding work hour rates for three overtime levels, which can be generally used to calculate total work hours.
   • Overtime Rule for Weekend — You can enable overtime rule for weekend and set calculation mode.
4. Click Save.

Configure Attendance Check Point

You can set the card reader(s) of the access point as the attendance check point, so that the authentication on the card readers will be recorded for attendance.

Before You Start

You should add access control device before configuring attendance check point. For details, refer to Add Device.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Settings → Attendance Check Point to enter the Attendance Check Point Settings page.
3. Optional: Set Set All Card Readers as Check Points switch to off. Only the card readers in the list will be set as the attendance check points.
4. Check the desired card reader(s) in the device list as attendance check point(s).
5. Set check point function as Start/End-Work, Start-Work or End-Work.
6. Click Set as Check Point. The configured attendance check point displays on the right list.

Configure Holiday

You can add the holiday during which the check-in or check-out will not be recorded.

Add Regular Holiday

You can configure a holiday which will take effect annually on regular days during the effective period, such as New Year's Day, Independence Day, Christmas Day, etc.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Settings → Holiday to enter the Holiday Settings page.
3. Check Regular Holiday as holiday type.
4. Custom a name for the holiday.
5. Set the first day of the holiday.
6. Enter the number of the holiday days.
7. Set the attendance status if the employee works on holiday.
8. Optional: Check Repeat Annually to make this holiday setting effective every year.
9. Click OK. The added holiday will display in the holiday list and calendar. If the date is selected as different holidays, it will be recorded as the first-added holiday.
10. Optional: After adding the holiday, perform one of the following operations.
    • Edit Holiday — Click to edit the holiday information.
    • Delete Holiday — Select one or more added holidays, and click Delete to delete the holiday(s) from the holiday list.

Add Irregular Holiday

You can configure a holiday which will take effect annually on irregular days during the effective period, such as Bank Holiday.

Steps

1. Enter the Time & Attendance module.

2. Click Attendance Settings → Holiday to enter the Holiday Settings page.

3. Click Add to open the Add Holiday page.

4. Check Irregular Holiday as holiday type.

5. Custom a name for the holiday.

6. Set the start date of the holiday.

   Example

   If you want to set the forth Thursday in November, 2019 as the Thanksgiving Day holiday, you should select 2019, November, 4th, and Thursday from the four drop-down lists.

7. Enter the number of the holiday days.

8. Set the attendance status if the employee works on holiday.

9. Optional: Check Repeat Annually to make this holiday setting effective every year.

10. Click OK. The added holiday will display in the holiday list and calendar. If the date is selected as different holidays, it will be recorded as the first-added holiday.

11. Optional: After adding the holiday, perform one of the following operations.

    • Edit Holiday — Click to edit the holiday information.
    • Delete Holiday — Select one or more added holidays, and click Delete to delete the holiday(s) from the holiday list.

Configure Leave Type

You can customize the leave type (major leave type and minor leave type) according to actual needs. You can also edit or delete the leave type.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Settings → Leave Type to enter the Leave Type Settings page.
3. Click Add on the left to add a major leave type.
4. Optional: Perform one of the following operations for major leave type.
   • Edit — Move the cursor over the major leave type and click to edit the major leave type.
   • Delete — Select one major leave type and click Delete on the left to delete the major leave type.
5. Click Add on the right to add a minor leave type.
6. Optional: Perform one of the following operations for minor leave type.
   • Edit — Move the cursor over the minor leave type and click to edit the minor leave type.
   • Delete — Select one or multiple major leave types and click Delete on the right to delete the selected minor leave type(s).

Synchronize Authentication Record to Third-Party Database

The attendance data recorded in client software can be used by other system for calculation or some other operations. You can enable synchronization function to apply the authentication record from client software to the third-party database automatically.

Steps

1. Enter Time & Attendance module.
2. Click Attendance Settings → Third-Party Database.
3. Set Apply to Database switch to on to enable synchronization function.
4. Set the required parameters of the third-party database, including database type, server IP address, database name, user name and password.
5. Set table parameters of database according to the actual configurations.
   1. Enter the table name of the third-party database.
   2. Set the mapped table fields between the client software and the third-party database.
6. Click Connection Test to test whether database can be connected.
7. Click Save to test whether database can be connected and save the settings for the successful connection.
   • The attendance data will be written to the third-party database.
   • During synchronization, if the client disconnects with the third-party database, the client will try to reconnect every 30 min. After reconnected, the client will synchronize the data recorded during the disconnected time period to the third-party database.

Configure Break Time

You can add break time and set start time, end time, duration, calculation mode and other parameters for the break. The added break time can also be edited or deleted.

Steps

1. Click Time & Attendance → Timetable. The added timetables are displayed in the list.
2. Select an added timetable or click Add to enter setting timetable page.
3. Click Settings in the break time area to enter break time management page.
4. Add break time.
   1. Click Add.
   2. Enter a name for the break time.
   3. Set related parameters for the break time.
      • Start Time / End Time — Set the time when the break starts and ends.
      • No Earlier Than / No Later Than — Set the earliest swiping time for starting break and the latest swiping time for ending break.
      • Break Duration — The duration from start time to end time of the break.
      • Calculation
        • Auto Deduct — The fixed break duration will be excluded from work hours.
        • Must Check — The break duration will be calculated and excluded from work hours according to actual check-in and check-out time.
          • Note: If you select Must Check as calculation method, you need to set attendance status for late or early returning from break.
5. Click Save to save the settings.
6. Optional: Click Add to continue adding break time.

Configure Attendance Calculation Accuracy

To calculate the attendance data accurately, you can set the attendance calculation accuracy for different attendance items, including the minimum unit for attendance calculation and round-off control rule. For example, you can set the minimum unit as 1 hour for leave duration, and set the round-off control rule as round up.

Steps

1. Enter the Time and Attendance module.
2. Click Attendance Settings → Advanced Function to enter the Advanced Function page.
3. Set the minimum units for different statistic items.
4. Set the round-off control rules for different statistic items.
5. Click Save.

Example

Set the minimum unit as 1 hour and the round-off control rule as round down for overtime duration, and if the overtime duration is less than 1 hour, it will be calculated as 0. If the overtime duration is 1.5 hour, it will be calculated as 1 hour.

Configure Report Display

You can configure display contents displayed in the attendance report, such as the company name, logo, date format, time format, and mark.

Steps

1. Enter Time & Attendance module.
2. Click Attendance Statistics → Report Display.
3. Set the display settings for attendance report.
   • Company Name — Enter a company name to display the name in the report.
   • Date Format / Time Format — Set the date format and time format according to the actual needs.
   • Attendance Status Mark in Report — Enter the mark and select the color. The related fields of attendance status in the report will display with the mark and color.
   • Weekend Mark in Report — Enter the mark and select the color. The weekend fields in the report will display with the mark and color.
4. Click Save.

Add Timetable

On the timetable page, you can set the start-work time, end-work time and set attendance rules for being late and leaving early, etc.

Steps

1. Click Time and Attendance → Timetable to enter the timetable settings page.

2. Click Add to enter Basic Settings page.

3. Create a name for the timetable.

   You can click the color icon beside the name to customize the color for the valid timetable on the time bar on the bottom of the page.

4. Select the timetable type.

   • General — Suitable for general attendance scene, which requires the fixed start-work time and end-work time, and you can set valid check-in/out time, allowable timetable for being late and leaving early.
   • Flexible — Suitable for man-hour shift, which does not requires the check-in/out time and only requires the staffs' working time (from the start time you set) is equal or greater than the predefined work hours.

5. Select calculation method.

   • First Check-in & Last Check-out — The first check-in time is recorded as start work time and the last check-out time is recorded as the end-work time.
   • Each Check-In/Out — Each check-in time and check-out time is valid and the sum of all periods between adjacent check-in and check-out time will be recorded as the valid working duration. You need to set Valid Auth. Interval for this calculation method. For example, if the interval between card swiping of the same card is less than the set value, the card swiping is invalid.

6. Optional: Set Get Check-in/out Status from Device switch to on to calculate according to attendance status of the device.

   Make sure the device support this function if you need to enable this.

7. If you select General as the timetable type, set the related attendance time parameters as the following:

   • Start/End-Work Time — Set the start-work time and end-work-time.
   • Valid Check-in/out Time — On the time bar, adjust the yellow bar to set the timetable during which the check-in or check-out is valid.
   • Calculated as — Set the duration calculated as the actual work duration.
   • Late/Early Leave Allowable — Set the timetable for late or early leave.

8. If you select Flexible as the timetable type, set the related attendance time parameters as the following:

   • Working Hours — The staffs' working hours should be equal or greater than the set value.
   • Start Time of Timetable — Calculate the working hours of each day from the set value. For example, if you have set the working hours as 8 hours, and the start time of timetable as 9:00 am, and the staff A checked-in at 8:00 am and checked-out at 5:00 pm (effective working hours are 9:00 am to 5:00 pm, totally 8 hours), the attendance result for staff A will be calculated as normal.

9. Optional: Select break time to exclude the duration from work hours.

   You can click Settings to manage break time. For more details about configuring break time, refer to Configure Break Time.

10. Click Save to add the timetable.

11. Optional: Perform one or more following operations after adding timetable.

    • Edit Timetable — Select a timetable from the list to edit related information.
    • Delete Timetable — Select a timetable from the list and click Delete to delete it.

Add Shift

You can add the shift for the shift schedule.

Before You Start

Add a timetable first. See Add Timetable for details.

Steps

1. Click Time & Attendance → Shift to enter shift settings page.
2. Click Add to enter Add Shift page.
3. Enter the name for shift.
4. Select the shift period from the drop-down list.
5. Select the added timetable and click on the time bar to apply the timetable.
6. Click Save. The added shift lists on the left panel of the page. At most 64 shifts can be added.
7. Optional: Assign the shift to organization or person for a quick shift schedule.
   1. Click Assign.
   2. Select Organization or Person tab and check the desired organization(s) or person(s) box. The selected organizations or persons will list on the right page.
   3. Set the effective period for the shift schedule.
   4. Set other parameters for the schedule.
      • Check-in Not Required — Persons in this schedule do not need to check-in when they come to work.
      • Check-out Not Required — Persons in this schedule do not need to check-out when they end work.
      • Scheduled on Holidays — On the holidays, this schedule is still effective and the persons needs to go to work according to the schedule.
      • Effective for Overtime — The persons' overtime will be recorded for this schedule.
   5. Click Save to save the quick shift schedule.

Manage Shift Schedule

Shift work is an employment practice designed to make use of all 24 hours of the clock each day of the week. The practice typically sees the day divided into shifts, set periods of time during which different shifts perform their duties.

You can set department schedule, person schedule, and temporary schedule.

Set Department Schedule

You can set the shift schedule for one department, and all the persons in the department will be assigned with the shift schedule.

Before You Start

In Time & Attendance module, the department list is the same with the organization. You should add organization and persons in Person module first. See Person Management for details.

Steps

1. Click Time & Attendance → Shift Schedule to enter the Shift Schedule Management page.

2. Click Department Schedule to enter Department Schedule page.

3. Select the department from the organization list on the left.

   If Include Sub Organization is checked, when selecting the organization, its sub organizations are selected at the same time.

4. Select the shift from the drop-down list.

5. Check the checkbox to enable Multiple Shift Schedules.

   After checking Multiple Shift Schedules, you can select the effective time period(s) from the added time periods for the persons in the department.

   Multiple Shift Schedules: It contains more than one time periods. The person can check in/out in any of the time periods and the attendance will be effective. If the multiple shift schedules contains three time periods: 00:00 to 07:00, 08:00 to 15:00 and 16:00 to 23:00. The attendance of the person adopting this multiple shift schedules will be effective in any of the three time periods. If the person checks in at 07:50, it will apply the nearest time period 08:00 to 15:00 to the person's attendance.

6. Set the start date and end date.

7. Set other parameters for the schedule.

   • Check-in Not Required — Persons in this schedule do not need to check-in when they come to work.
   • Check-out Not Required — Persons in this schedule do not need to check-out when they end work.
   • Scheduled on Holidays — On the holidays, this schedule is still effective and the persons needs to go to work according to the schedule.
   • Effective for Overtime — The persons' overtime will be recorded for this schedule.

8. Click Save.

Set Person Schedule

You can assign the shift schedule to one or more persons. You can also view and edit the person schedule details.

Before You Start

Add department and person in Person module. See Person Management for details.

Steps

1. Click Time & Attendance → Shift Schedule to enter the Shift Schedule page.

2. Click Person Schedule to enter Person Schedule page.

3. Select the organization and select the person(s).

4. Select the shift from the drop-down list.

5. Check the checkbox to enable Multiple Shift Schedules.

   After checking the Multiple Shift Schedules, you can select the effective timetable(s) from the added timetables for the persons.

   Multiple Shift Schedules: It contains more than one timetables. The person can check in/out in any of the timetables and the attendance will be effective. If the multiple shift schedules contains three timetables: 00:00 to 07:00, 08:00 to 15:00 and 16:00 to 23:00. The attendance of the person adopting this multiple shift schedules will be effective in any of the three timetables. If the person checks in at 07:50, it will apply the nearest timetable 08:00 to 15:00 to the person's attendance.

6. Set the start date and end date.

7. Set other parameters for the schedule.

   • Check-in Not Required — Persons in this schedule do not need to check-in when they come to work.
   • Check-out Not Required — Persons in this schedule do not need to check-out when they end work.
   • Scheduled on Holidays — On the holidays, this schedule is still effective and the persons needs to go to work according to the schedule.
   • Effective for Overtime — The persons' overtime will be recorded for this schedule.

8. Click Save.

Set Temporary Schedule

You can add a temporary schedule for the person and the person will be assigned with the shift schedule temporarily. You can also view and edit the temporary schedule details.

Before You Start

Add department and person in Person module. See Person Management for details.

Steps

1. Click Time & Attendance → Shift Schedule to enter the Shift Schedule Management page.
2. Click Temporary Schedule to enter Temporary Schedule page.
3. Select the organization and select the person(s).
4. Click one date or click and drag to select multiple dates for the temporary schedule.
5. Select Workday or Non-Workday from drop-down list. If Non-Workday is selected, you need to set the following parameters.
   • Calculated as — Select normal or overtime level to mark the attendance status for temporary schedule.
   • Timetable — Select a timetable from drop-down list.
   • Multiple Shift Schedule — It contains more than one timetables. The person can check in/out in any of the timetables and the attendance will be effective. If the multiple shift schedules contains three timetables: 00:00 to 07:00, 08:00 to 15:00 and 16:00 to 23:00. The attendance of the person adopting this multiple shift schedules will be effective in any of the three timetables. If the person checks in at 07:50, it will apply the nearest timetable 08:00 to 15:00 to the person's attendance.
   • Rule — Set other rule for the schedule, such as Check-in Not Required, and Check-out Not Required.
6. Click Save.

Check Shift Schedule

You can check the shift schedule in calendar or list mode. You ca also edit or delete the shift schedule.

Steps

1. Click Time & Attendance → Shift Schedule to enter the Shift Schedule Management page.
2. Select the organization and corresponding person(s).
3. Click or to view the shift schedule in calendar or list mode.
   • Calendar — In calendar mode, you can view the shift schedule for each day in one month. You can click the temporary schedule for one day to edit or delete it.
   • List — In list mode, you can view the shift schedule details about one person or organization, such as shift name, type, effective period and so on. Check the shift schedule(s), and click Delete to delete the selected shift schedule(s).

Manually Correct Check-in/out Record

If the attendance status is not correct, you can manually correct the check-in or check out record. You can also edit, delete, search, or export the check-in or check-out record.

Before You Start

• You should add organizations and persons in Person module. For details, refer to Person Management.
• The person's attendance status is incorrect.

Steps

1. Click Time & Attendance → Attendance Handling to enter attendance handling page.

2. Click Correct Check-In/Out to enter adding the check-in/out correction page.

3. Select person from left list for correction.

4. Select the correction date.

5. Set the check-in/out correction parameters. Select Check-in and set the actual start-work time. Select Check-out and set the actual end-work time.

   You can click to add multiple check in/out items. At most 8 check-in/out items can be supported.

6. Optional: Enter the remark information as desired.

7. Click Save.

8. Optional: After adding the check-in/out correction, perform one of the following operations.

   • View — Click or to view the added attendance handling information in calendar or list mode.
     • Note: In calendar mode, you need to click Calculate to get the attendance status of the person in one month.
   • Edit
     • In calendar mode, click the related label on date to edit the details.
     • In list mode, double-click the related filed in Date, Handling Type, Time, or Remark column to edit the information.
   • Delete — Delete the selected items.
   • Export — Export the attendance handling details to local PC.
     • Note: The exported details are saved in CSV format.

Add Leave and Business Trip

You can add leave and business trip when the employee want to ask for leave or go on a business trip.

Before You Start

You should add organizations and persons in the Person module. For details, refer to Person Management.

Steps

1. Click Time & Attendance → Attendance Handling to enter attendance handling page.

2. Click Apply for Leave/Business Trip to enter adding the leave/business trip page.

3. Select person from left list.

4. Set the date(s) for your leave or business trip.

5. Select the major leave type and minor leave type from the drop-down list.

   You can set the leave type in Attendance Settings. For details, refer to Configure Leave Type.

6. Set the time for leave.

7. Optional: Enter the remark information as desired.

8. Click Save.

9. Optional: After adding the leave and business trip, perform one of the following operations.

   • View — Click or to view the added attendance handling information in calendar or list mode.
     • Note: In calendar mode, you need to click Calculate to get the attendance status of the person in one month.
   • Edit
     • In calendar mode, click the related label on date to edit the details.
     • In list mode, double-click the filed in Date, Handling Type, Time, or Remark column to edit the related information.
   • Delete — Delete the selected items.
   • Export — Export the attendance handling details to local PC.
     • Note: The exported details are saved in CSV format.

Calculate Attendance Data

You need to calculate the attendance data before searching and viewing the overview of the attendance data, employees' detailed attendance data, employees' abnormal attendance data, the employees' overtime working data, and card swiping log.

Automatically Calculate Attendance Data

You can set a schedule so that the client can calculate the attendance data automatically at the time you configured every day.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Settings → General Rule.
3. In the Auto-Calculate Attendance area, set the time that you want the client to calculate the data every day.
4. Click Save.

Manually Calculate Attendance Data

You can calculate the attendance data manually by setting the data range.

Steps

1. Enter the Time & Attendance module.

2. Click Attendance Statistics → Calculate Attendance.

3. Set the start time and end time to define the attendance data range.

4. Set other conditions, including department, person name, employee No. and attendance status.

5. Click Calculate.

   It can only calculate the attendance data within three months.

6. Perform one of the following operations.

   • Correct Check-in/out — Click Correct Check-in/out to add check-in/out correction.
   • Report — Click Report to generate the attendance report.
   • Export — Click Export to export attendance data to local PC.
     • Note: The exported details are saved in CSV format.

Attendance Statistics

You can check the original attendance record, generate and export the attendance report based on the calculated attendance data.

Get Original Attendance Record

You can search the employee's attendance time, attendance status, check point, etc. in a time period to get an original record of the employees.

Before You Start

• You should add organizations and persons in Person module and the persons has swiped card. For details, refer to Person Management.
• Calculate the attendance data.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Statistics → Original Records.
3. Set the attendance start time and end time that you want to search from.
4. Set other search conditions, such as department, person name, and employee No.
5. Optional: Click Get from Device to get the attendance data from the device.
6. Optional: Click Reset to reset all search conditions and edit the search conditions again.
7. Click Search. The result displays on the page. You can view the employee's required attendance status and check point.
8. Optional: After searching the result, perform one of the following operations.
   • Generate Report — Click Report to generate the attendance report.
   • Export Report — Click Export to export the results to the local PC.

Generate Instant Report

It supports to generate the a series of attendance reports manually to view the employees' attendance results.

Before You Start

Calculate the attendance data.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Statistics → Report.
3. Select a report type.
4. Select the department or person to view the attendance report.
5. Set the start time and end time during which the attendance data will be displayed in the report.
6. Click Report to generate the statistics report and open it.

Custom Attendance Report

The client supports multiple report types and you can pre-define the report content and it can send the report automatically to the email address you configured.

Steps

1. Enter the Time & Attendance module.
2. Click Attendance Statistics → Custom Report.
3. Click Add to pre-define a report.
4. Set the report content.
   • Report Name — Enter a name for the report.
   • Report Type — Select one report type and this report will be generated.
   • Report Time — The time to be selected may vary for different report type.
   • Person — Select the added person(s) whose attendance records will be generated for the report.
5. Optional: Set the schedule to send the report to the email address(es) automatically.

   1. Check the Auto-Sending Email to enable this function.

   2. Set the effective period during which the client will send the report on the selected sending date(s).

   3. Select the date(s) on which the client will send the report.

   4. Set the time at which the client will send the report.

      Example

      If you set the effective period as 2018/3/10 to 2018/4/10, select Friday as the sending date, and set the sending time as 20:00:00, the client will send the report at 8 p.m. on Fridays during 2018/3/10 to 2018/4/10.

      Make sure the attendance records are calculated before the sending time. You can calculate the attendance data manually, or set the schedule so that the client can calculate the data automatically every day. For details, refer to Calculate Attendance Data.

   5. Enter the receiver email address(es).

      • Note: You can click to add a new email address. Up to 5 email addresses are allowed.

   6. Optional: Click Preview to view the email details.

6. Click OK.
7. Optional: After adding the custom report, you can do one or more of the followings:
   • Edit Report — Select one added report and click Edit to edit its settings.
   • Delete Report — Select one added report and click Delete to delete it.
   • Generate Report — Select one added report and click Report to generate the report instantly and you can view the report details.