How to set up office locations, work timings, breaks, and out-of-office check-ins for attendance.
To start using the Attendance module, you must first:
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Set up your offices and define the geographical coordinates of each office.
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Define multiple workweeks if you have more than one workweek.
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Set up work timings for each office/team/employee where relevant.
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Enable image capturing to confirm employee identity if needed.
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Assign employees to their respective office locations, workweeks, and timings.
Let's go through each.
1 - Set up your offices
Under Settings > Configuration, go to the 'Company' section, and in the 'Offices' tab, click on the drop-down to edit or delete existing offices or click on Add New to create a new office location.
Now add your office location by inserting the name of your office and filling the same under location to automatically identify your office's geographic location from Google Maps.
Click here to get more details on setting up new offices.
2 - Define workweeks if you have multiple
Under Settings > Configuration > Company, edit your default Workweek if needed and click on Add New if you have multiple workweeks.
3 - Set up work timings for each office/team/employee
Under Settings >click on the 'Attendance' tab > Work Timings and adjust the settings of your default work timings. You can add new work timings by clicking on Add New and customizing it accordingly.
Please Note: Default work timing cannot be deleted.
Fill in the details of your work timings as required for attendance. You can also mark it as flexible work timing, and enable breaks and out-of-office check-ins as needed.
- Flexible work-timing: By enabling this you allow the employees to have the flexibility to choose when they start and end their workday. You can learn more about configuring flexible work timings by clicking here.
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Half-day: By checking this box you can mark this timing as a Half-day work timing (useful when you have Half day as an employee's working day)
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Late Arrival: Set the total number of minutes that an employee can check in late by. For eg. 30 minutes, so for an employee checking in later than 30 minutes of their shift start time, their check-in time will be highlighted in red in the attendance report.
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Early Departure: Set the total number of minutes that an employee can check out early by. For eg. 30 minutes, so for an employee checking out earlier than 60 minutes of their shift end time, their check-out time will be highlighted in red in the attendance report.
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Consider absent: Set the total number of minutes that an employee can check in late by, before they are considered absent for the day. For eg. 120 minutes, so for an employee checking in later than 120 minutes of their shift start time, their attendance for the day will automatically reflect as 'Absent' in the attendance report.
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Allow breaks: Set the total duration of a break that employees can take at any time in a single day. If employees exceed the allowed break duration, it will be highlighted in red in your attendance report.
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Allow out-of-office check-ins: Enabling this will allow employees to check in from home or other remote locations.How your organization define extra hours worked?
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Total hours: This would include any extra hours worked by the employee 'BEFORE AND AFTER' the shift timing. For eg. Shift timing is 09:00 AM to 06:00 PM, and the employee has checked in and out from 08:00 AM to 08:00 PM. The total 'extra hours worked' considered here would be 1 hour before the shift start timing + 2 hours after the shift end timing = 3 hours.
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After-work end time: This would include any extra hours worked by the employee 'ONLY AFTER' the shift timing. For eg. Shift timing is 09:00 AM to 06:00 PM, and the employee has checked in and out from 08:00 AM to 08:00 PM. The total 'extra hours worked' considered here would be only the 2 hours worked after the shift end timing.
4 - Enable Image Capturing on the app upon check-in if needed
Under Attendance, expand the General tab and turn on the image-capturing option as shown below. You'll be able to see captured images on attendance reports.
5 - Assign employees to their respective office locations, workweeks, and timings
Under the work tab on an employee's profile assign them to an office, workweek, work timing, and half-day work timing (if any) as shown below and save.
To enable check-in/out from multiple offices click here.
Now you have successfully set up attendance for your employees. Next, we will show you how to use check-ins on your mobile app and generate attendance reports where needed.