Attendance & Leave Settings

Purpose

The Attendance & Leave Settings screen allows administrators to configure core attendance, work route, annual leave cycle, and automated notification settings within the Thulo Attendance & Leave Management module.

These settings control how employees record attendance, how workplace and route-based attendance is validated, how annual leave balances are calculated, and how automated approval reminder notifications are processed.

This screen serves as the central configuration area for attendance behavior, leave cycle management, and attendance-related automation.

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Edit

To configure Attendance & Leave Settings:

Step 1: Open Settings

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

2. Select Settings.

3. Open Attendance & Leave Settings.

Step 2: Configure Attendance Settings

1. Configure attendance notification recipients.

2. Enable or disable attendance editing options.

3. Configure attendance validation methods.

4. Set automatic checkout rules.

5. Configure attendance reminder notifications.

6. Configure customer notification settings.

7. Configure work route permissions.

Step 3: Configure Work Route Settings

1. Enter the Google Maps API Key.

2. Verify location services configuration.

Step 4: Configure Annual Leave Settings

1. Select the start month for the annual leave cycle.

Step 5: Configure Automated Notification Settings

1. Set the daily execution time for approval expiration notifications.

Step 6: Save Changes

1. Click Save to apply the configuration.

All changes become effective immediately unless otherwise specified.

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View

Administrators can view all attendance, leave cycle, work route, and notification automation settings configured for the organization.

These settings determine the system-wide behavior of attendance recording and leave processing.

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Field Descriptions

Field	Description
Attendance Notice Recipient	Defines the user(s) who receive notifications whenever employees check in or check out.
Allows Edit Check-In / Check-Out Time	Allows employees to manually select attendance times during check-in or check-out.
Allows to Choose an Older Date	Allows employees to create attendance records for previous dates.
Allow Attendance by Coordinates	Enables workplace-based attendance validation using geographic coordinates.
Allow Attendance by Route	Enables route-based attendance validation using assigned work routes.
Auto Checkout Method	Defines how the system automatically checks out employees when they forget to check out.
Value of X	Defines the number of hours used by the selected Auto Checkout method. Valid values range from 1 to 24 hours.
Send Notification to User if Check-In Forgotten	Enables automated reminders when employees fail to check in on time.
After	Specifies the number of minutes after shift start before a reminder notification is sent.
Send Email to Customer When Staff Check In/Out at Customer Location	Sends email notifications to customers when employees check in or check out at route points linked to customer records.
Allow Employees to Create Work Points	Allows employees to create route points within Work Routes.
Google Maps API Key	API key used for route mapping, location tracking, and coordinate validation.
Start Month for Annual Leave Cycle	Defines the first month of the organization's annual leave entitlement cycle.
Hour of Day to Perform Automatically to Send Notification of Approval Expiration	Defines the daily system execution time for approval expiration reminder notifications.

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Workflow Rules

Attendance Processing Rules

• Attendance settings apply only when the active Timesheet Form is Manual Timesheets.

• These settings do not apply to Task-Based Timesheets or Imported Timesheets.

• Attendance records are generated through employee check-in and check-out activities.

Check-In / Check-Out Behavior

Attendance Notice Recipient

• When recipients are selected, the system sends notifications whenever employees check in or check out.

• If no recipient is selected, no attendance notifications are generated.

Edit Check-In / Check-Out Time

When enabled:

• Employees can manually choose their attendance time during check-in or check-out.

When disabled:

• The system automatically records the current server time as the attendance timestamp.

Attendance for Previous Dates

When enabled:

• Employees can perform attendance actions for past dates.

When disabled:

• Attendance can only be recorded for the current date.

• Previous dates are unavailable for attendance actions.

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Workplace and Route Attendance Rules

Allow Attendance by Coordinates

When enabled:

• The Workplace Management functionality becomes available.

• Attendance validation can be performed using configured workplace coordinates.

Allow Attendance by Route

When enabled:

• The Work Routes functionality becomes available.

• Attendance validation can be performed based on assigned route locations.

Route Priority Rule

If both of the following settings are enabled:

• Allow Attendance by Coordinates

• Allow Attendance by Route

Then:

• If an employee is assigned to a workplace and also has a route assigned on a particular day, the system prioritizes Route-Based Attendance.

• Route validation takes precedence over workplace coordinate validation.

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Auto Checkout Rules

The Auto Checkout feature automatically checks out employees who forget to perform a checkout action.

Administrators can choose one of the following methods:

After X Hour(s) of End Shift

• The system automatically checks out the employee after the specified number of hours following the scheduled shift end time.

Login Time + X Hour(s)

• The system automatically checks out the employee after the specified number of hours from the user's login time.

Check-In Time + X Hour(s)

• The system automatically checks out the employee after the specified number of hours from the recorded check-in time.

Auto Checkout Value Rules

• X must be between 1 and 24 hours.

• The configured value is applied consistently across all employees subject to auto checkout.

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Forgotten Check-In Notification Rules

When enabled:

• The system monitors attendance against scheduled shift start times.

• If an employee fails to check in, a reminder notification is sent after the configured number of minutes.

When disabled:

• No reminder notifications are sent.

Example

If:

• Shift Start Time = 9:00 AM

• Reminder After = 30 Minutes

The system sends a reminder notification at 9:30 AM if the employee has not checked in.

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Customer Notification Rules

When enabled:

• Customers receive email notifications when employees check in or check out at route points linked to customer records.

This applies only when:

• The route point's Related To value is set to Customer.

When disabled:

• No customer notifications are sent.

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Work Route Creation Rules

When enabled:

• Employees can create route points within Work Routes.

When disabled:

• Only authorized users can create route points.

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Annual Leave Cycle Rules

The Annual Leave Cycle determines how leave entitlements are accumulated and reset.

Leave Accrual Logic

• The selected start month becomes the first month of the leave cycle.

• Leave allocations, annual entitlement calculations, and leave balance tracking follow the configured cycle.

Leave Reset Logic

At the end of the annual cycle:

• Maximum annual leave entitlement is reset.

• Remaining leave balances are reset to zero.

Example

If:

• Start Month = March 2026

Then:

• Leave cycle begins on March 1, 2026.

• Leave cycle ends on February 28, 2027.

• Annual leave balances are reset after the cycle ends.

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Notification Automation Rules

The system automatically executes approval expiration reminder jobs each day.

Approval Expiration Notification

• The configured time determines when the system checks for expired approvals.

• Reminder notifications are automatically sent to the designated approvers.

Example

If:

• Hour of Day = 3

Then:

• The system executes the approval reminder process every day at 3:00 AM.

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Synchronization

Data configured in this screen is synchronized with:

• Attendance Management

• Employee Attendance

• Check-In / Check-Out Processing

• Workplace Management

• Work Routes

• GPS Attendance

• QR Code Attendance

• Leave Allocation

• Leave Entitlement Rules

• Leave Balances

• Leave Approval Workflow

• Employee Notifications

• Customer Notifications

• Approval Processing

• Attendance Reports

• Payroll Processing

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Important Notes

• Attendance settings are only applicable when Manual Timesheets is the active timekeeping method.

• Route attendance takes precedence over workplace attendance when both methods are enabled and applicable.

• Automatic checkout should be configured carefully to avoid inaccurate attendance records.

• The Google Maps API Key is required for route mapping, location tracking, and coordinate-based attendance validation.

• Changing the annual leave cycle may affect future leave entitlement calculations and leave balance resets.

• Customer notifications are only triggered for route points associated with customer records.

• Automated approval expiration notifications depend on the system scheduler (Cron Job) running successfully.

• Attendance notifications, reminder notifications, and customer notifications are subject to the organization's notification settings and delivery channels.