Manual Check-In / Check-Out

Purpose

The Manual Check-In / Check-Out feature allows employees to record their attendance by manually checking in when they start work and checking out when they finish work.

This attendance method is available when Manual Timesheets is selected as the active timesheet configuration. Attendance records created through manual check-in and check-out are used to calculate employee working hours, attendance status, overtime, and attendance reports.

Employees can record attendance directly from the Attendance screen or manually select a specific date and time when attendance editing is permitted by system settings.

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Create

Prerequisites

Before employees can perform manual attendance:

1. Manual Timesheets must be enabled.

2. Shift Categories must be configured.

3. Shifts must be assigned to employees.

4. Employees must have permission to access Attendance functions.

5. Workplace, Route, QR Code, or IP restrictions (if enabled) must be satisfied.

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Configure Manual Timesheets

Step 1: Enable Manual Timesheets

1. Navigate to Timesheets & Leave → Settings → Timesheet Settings.

2. Select Manual Timesheets.

3. Click Save.

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Configure Employee Shifts

Step 2: Create Shift Categories

1. Create one or more Shift Categories.

2. Define working hours and break times.

Step 3: Assign Employee Shifts

1. Create employee shifts.

2. Assign shifts to employees.

Employees can begin attendance once shifts have been assigned.

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Perform Check-In / Check-Out

Method 1: Attendance Screen

Step 1: Open Attendance

1. Navigate to Timesheets & Leave → Attendance.

Step 2: Open Check-In / Check-Out

1. Click Check-In / Check-Out.

Step 3: Record Attendance

1. Click Check-In when starting work.

2. Click Check-Out when ending work.

The attendance transaction is recorded immediately.

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Method 2: Manual Date and Time Selection

Step 1: Open Attendance

1. Navigate to Timesheets & Leave → Attendance.

Step 2: Open Attendance Time Selector

1. Click the Clock icon.

Step 3: Select Attendance Information

1. Select the desired date.

2. Select the desired time.

3. Choose either:

   • Check-In

   • Check-Out

Step 4: Save

1. Confirm the attendance transaction.

The selected attendance record is created.

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View

Employees and authorized users can view attendance information through:

• Attendance Screen

• Attendance Reports

• Check-In/Check-Out History

• Employee Attendance History

• Attendance Summary Reports

Displayed information includes:

• Check-in times

• Check-out times

• Working hours

• Attendance status

• Shift information

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Edit

Attendance records may be editable depending on system configuration and user permissions.

Step 1: Open Attendance

1. Navigate to Timesheets & Leave → Attendance.

Step 2: Locate Attendance Record

1. Select the attendance record to modify.

Step 3: Update Attendance Information

1. Modify the check-in or check-out time.

2. Save the changes.

Updated attendance data is reflected in attendance calculations.

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Delete

Attendance deletion permissions depend on organizational policies and user permissions.

Step 1: Open Attendance

1. Navigate to Timesheets & Leave → Attendance.

Step 2: Select Attendance Record

1. Locate the attendance entry.

Step 3: Delete Record

1. Click Delete.

2. Confirm the action.

The attendance record is removed from attendance calculations.

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Field Descriptions

Field	Description
Check-In	Records the employee's start time for work.
Check-Out	Records the employee's end time for work.
Attendance Date	Date associated with the attendance transaction.
Attendance Time	Time associated with the attendance transaction.
Clock Icon	Opens manual date and time selection for attendance entry.
Shift	Assigned work schedule used for attendance evaluation.
Working Hours	Calculated duration between check-in and check-out.
Attendance Status	Attendance outcome determined by attendance rules and shift schedules.

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Workflow Rules

Manual Attendance Rules

• Manual attendance is available only when Manual Timesheets is the active timesheet method.

• Employees record attendance using Check-In and Check-Out actions.

• Attendance records are used to calculate working hours.

Check-In Behavior

When an employee selects Check-In:

1. The system records the attendance start time.

2. Attendance validation rules are applied.

3. Attendance is associated with the employee's assigned shift.

Check-Out Behavior

When an employee selects Check-Out:

1. The system records the attendance end time.

2. Working hours are calculated.

3. Attendance reports are updated.

Working Hour Calculation

The system calculates working hours using:

Working Hours = Check-Out Time − Check-In Time

Additional calculations may consider:

• Lunch breaks

• Shift schedules

• Additional Work Hours

• Overtime policies

Shift Assignment Logic

• Attendance is evaluated against the employee's assigned shift.

• Shift start and end times provide the expected working schedule.

• Attendance reports compare actual attendance against assigned shifts.

Late Arrival Rules

If an employee checks in after the scheduled shift start time:

• The system may record a late arrival according to attendance policies.

• Approved Late for Work requests may be considered during attendance evaluation.

Early Departure Rules

If an employee checks out before the scheduled shift end time:

• The system may record an early departure according to attendance policies.

• Approved Go Home Early requests may be considered during attendance evaluation.

Attendance Status Logic

Attendance status is determined using:

• Assigned shifts

• Check-in times

• Check-out times

• Approved leave requests

• Holidays

• Attendance policies

Overtime Calculation Rules

Working hours exceeding scheduled shift hours may contribute to overtime calculations based on organizational policies.

Notification Rules

Attendance notifications may be generated when:

• Employees check in.

• Employees check out.

• Attendance reminders are configured.

• Approval-based attendance actions occur.

System Automation Rules

Depending on system configuration:

• Automatic check-out may occur if employees forget to check out.

• Reminder notifications may be sent when employees fail to check in.

• Attendance records are automatically included in attendance reporting.

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Status Behavior

Attendance Status

Status	Description
Checked In	Employee has successfully checked in.
Checked Out	Employee has successfully checked out.
Late	Employee checked in after the scheduled shift start time.
Early Departure	Employee checked out before the scheduled shift end time.
Present	Employee completed attendance according to attendance policies.

Attendance Completion Status

Status	Description
Check-In Only	Employee has checked in but not yet checked out.
Check-In and Check-Out Completed	Attendance cycle is complete.

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Synchronization

Data created in this screen is synchronized with:

• Attendance Management

• Employee Attendance History

• Shift Scheduling

• Work Shift Table

• Additional Work Hours

• Leave Management

• Attendance Reports

• Overtime Management

• Payroll Processing

• Workforce Analytics

Attendance records are immediately reflected throughout the Attendance & Leave Management module.

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Important Notes

• Manual attendance requires Manual Timesheets to be enabled.

• Employees should have assigned shifts before recording attendance.

• Attendance records are used to calculate working hours, attendance status, and overtime.

• Attendance behavior may be restricted by Workplace, Route, QR Code, GPS, or IP-based attendance settings.

• Manual date and time selection is available only when permitted by attendance settings.

• Attendance records contribute to payroll calculations, attendance reporting, and workforce analytics.

• Automatic check-out and attendance reminders may be applied if configured in Attendance Settings.

• Attendance records should be reviewed regularly to ensure payroll and reporting accuracy.