Attendance

Purpose

The Attendance screen allows employees to record their daily check-in and check-out activities using a mobile device.

When Manual Timesheets is enabled, employees can use this screen to register attendance based on their assigned workplace location. The system validates the employee's GPS location against the assigned workplace before allowing attendance to be recorded.

Attendance records created through this screen are used for:

• Working hour calculations

• Attendance tracking

• Shift compliance monitoring

• Overtime calculations

• Attendance reporting

• Payroll-related attendance processing

This screen is intended for employees who perform attendance using coordinate-based location validation.

Create

Prerequisites

Before employees can use coordinate-based attendance, the following configuration must be completed:

1. Manual Timesheets must be enabled.

2. Allow Attendance by Coordinates must be enabled.

3. A workplace must be created.

4. A workplace must be assigned to the employee.

5. GPS location services must be enabled on the employee's mobile device.

Employee Check-In

Step 1: Open Attendance

1. Navigate to Timesheets & Leave from the left sidebar.

2. Select Attendance.

Step 2: Start Attendance

1. Click the Check-In / Check-Out button.

Step 3: Record Attendance

1. Click Check-In.

The system validates the employee's location and records the attendance if validation is successful.

Employee Check-Out

Step 1: Open Attendance

1. Navigate to Timesheets & Leave → Attendance.

Step 2: Start Attendance

1. Click the Check-In / Check-Out button.

Step 3: Record Attendance

1. Click Check-Out.

The system validates the employee's location and records the checkout time if validation is successful.

View

Employees can view their attendance actions and current attendance status from the Attendance screen.

Attendance records generated from successful check-in and check-out activities are available for attendance tracking and reporting.

Field Descriptions

Workflow Rules

Attendance Processing Rules

The Attendance screen uses location-based validation when:

• Manual Timesheets is enabled.

• Attendance by Coordinates is enabled.

• The employee has an assigned workplace.

Check-In / Check-Out Behavior

During attendance processing:

1. The employee initiates a check-in or check-out action.

2. The system obtains the employee's current GPS location.

3. The system retrieves the assigned workplace location.

4. The distance between both locations is calculated.

5. Attendance validation is performed.

If validation succeeds:

• Attendance is recorded.

• Check-in or check-out is completed successfully.

If validation fails:

• Attendance is rejected.

• An appropriate validation message is displayed.

Workplace Validation Rules

Employees must:

• Have a valid workplace assignment.

• Be physically located within the configured workplace radius.

Attendance is only permitted when both conditions are satisfied.

Shift Assignment Logic

• Attendance records are evaluated against the employee's assigned shift schedule.

• Check-in and check-out activities contribute to attendance calculations for the scheduled shift.

• Working hours are calculated using attendance records and shift information.

Attendance Status Logic

Successful attendance contributes to employee attendance status calculations, including:

• Present

• Late Arrival

• Early Departure

• Absent

• Overtime

Status determination depends on the organization's attendance policies and assigned shift schedules.

Overtime Calculation Rules

• Recorded attendance hours may be compared against scheduled shift hours.

• Additional worked time may contribute to overtime calculations according to configured attendance policies.

Payroll Integration Behavior

• Attendance records generated from check-in and check-out activities can be used for payroll-related attendance calculations.

• Working hours derived from attendance records are available for reporting and payroll processes.

GPS Validation Rules

• GPS location must be available during attendance processing.

• The employee's location is validated against the assigned workplace coordinates.

• Attendance validation uses the configured workplace radius.

Employee Assignment Rules

• Employees without workplace assignments cannot perform coordinate-based attendance.

• Workplace assignments are managed through Workplace Allocation.

Status Behavior

Successful Attendance

When:

• Workplace assignment exists.

• Employee is within the allowed radius.

Result:

• Check-in or check-out is recorded successfully.

Location Not Allowed

When:

• Employee location is outside the configured workplace radius.

The system displays:

"Your current location is not allowed."

This indicates that the employee is not physically located within the permitted attendance area.

Unknown Location

When:

• The employee does not have an assigned workplace.

The system displays:

"Location information is unknown."

This indicates that the employee has not been assigned a workplace for attendance validation.

Synchronization

Data created in this screen is synchronized with:

• Attendance Management

• Employee Attendance History

• Workplace Management

• Workplace Allocation

• Shift Scheduling

• Work Shift Table

• Attendance Reports

• Overtime Management

• Payroll Processing

• Employee Self-Service

Attendance records are immediately available throughout all related attendance processes.

Important Notes

• A mobile device with GPS functionality is required for coordinate-based attendance.

• Manual Timesheets must be enabled before employees can use this attendance method.

• Workplace-based attendance requires Allow Attendance by Coordinates to be enabled.

• Employees must be assigned to a workplace before attendance validation can occur.

• Attendance is only permitted when employees are located within the configured workplace radius.

• GPS permissions must be granted on the employee's device for location validation to function correctly.

• If the employee is outside the permitted attendance area, the system displays "Your current location is not allowed."

• If the employee has not been assigned a workplace, the system displays "Location information is unknown."

• Attendance records generated through this screen are used throughout attendance tracking, reporting, and payroll-related processes.