Attendance management overview

Attendance management overview

As shown below the attendance module covers a large number of processes.


While regular attendance can be captured / updated through multiple multiple methods as explained below there are two additional processes which can be also be used if employee is not coming to office but is working.
- Work from home : This is an optional feature which can be requested by the employee or submitted by his manager on his behalf. If an employee is working from home his status is updated and he is exempted from marking attendance – in this case standard shift timings are marked
- Tour request : A trip with visits for business purpose, has to be minimum one day, purpose of tour can be captured and tickets for travel and accommodation can be booked by the Travel desk

Attendance Recording

Attendance is recorded in EazeWork HRMS is required to be updated on a daily basis for all the employees. The level of detail at which attendance is recorded can be selected as per your company's requirement -
- Only the day beginning in time and day ending out times are recorded
- Employee's movement in and out of office is also recorded

For the attendance systems to work properly employees have to be mapped to correct shifts. A “Default Shift” is automatically created and all new employees are automatically mapped to this shift. If you want new joiners to be mapped to some other shift you need to create the shift and map it to the employees when their record is created. Shifts have the following attributes
- Start time, End time, Break times are clearly defined
- total time of the shift as defined by end time - shift duration cannot be more than 23:00 hours

Refer to article on Managing employee's shifts for details on how to map shifts.

Methods of recording regular attendance

There are five ways of recording attendance in EazeWork, you can read about each of them through articles shown below. The attendance method of an employee is visible in the Official Details section of HR Info > My Profile page and can be changed by the mapped HR Manager.

1. Attendance recording through mobile application
2. Attendance recording using the browser
3. Capturing attendance data from Biometric / Access card machines
4. Automatic attendance marking
5. Manual updation of attendance by HR / Managers
6. Attendance recording by managers on behalf of employee through mobile app

For employees the first three methods of marking attendance are available and a combination of these methods can also be mapped. For example - attendance method can be "Mobile+Web" or "Mobile+Biometric" or "Web+Biometric" or "Mobile+Web+Biometric".

Notes
Note - When Attendance Method is changed from any method to "Auto" then all the records which have Absent status are changed to Present.

Attendance regularization by Employees

There are two options for attendance regularization by employees -
1. Attendance Updation - Attendance updation process is used in the following scenarios
a) attendance for a past date has not been recorded by the employee
b) only In-time was recorded and Out-time was not recorded (and as per process both In and Out punches are needed)
d) In-time or Out-time which has been recorded have to be modified
d) Break data is to be corrected or new break data has to be created

2. Outdoor duty - This is used for regularization of attendance, in case of employee going out of office due to official work and he may or may not return back

Attendance regularization by Managers / HR Team

There are two scenarios in which attendance regularization needs to be done -

1. Employee has not marked attendance - Managers / HR Manager can update the missing attendance in bulk from Approve Attendance page. There are two options available
a) Bulk updation from page - using this method the system will update the in / out times and break times as per the data in the mapped shift
b) Bulk updation using excel - using this method you can choose to update the in / out time manually but you cannot update break data using this method.
Refer to the article on Bulk attendance updation by Managers and HR for more details.

2.  Employee has marked in time but has not marked the out time - Managers / HR Manager can update the pending attendance from Approve Attendance page. Refer to the article on Approving Attendance for more details.

Late Coming, Early Leaving and Short Working

1. Employee is considered late when the in-time is after the shift start time. Company might allow for a late coming allowance, e.g. if late coming allowance = 5 min and shift start time is 9:30 am then an employee punching in at 9:36 is considered 1 minute late.

2. Employee has considered to have early leaving when the out-time is before the shift end time. Company might allow for a early leaving allowance, e.g. if early leaving allowance = 5 min and shift end time is 6:30 pm then an employee punching out at 6:24 pm is considered 1 minute early leaving.

3. Short working is when actual hours worked are less than actual shift hours. Refer below for definition of actual hours worked and actual shift hours. Employees can review late coming and short working from Review Attendance Times widget on browser or from Attendance home page on the mobile app.

Leave deduction due to attendance shortfall

There are multiple options available to deduct leave based on absence, late coming or short working. Each can be used based on the level of automation company desires.

1. Manual deduction of LWP based on attendance / working hours shortfall - HR Managers can mark LWP based on short working hours in bulk. This option will not be available if option 2 below is in use.

2. Automatic deduction of leave based on attendance policies - you can create policies for deducting leaves based on a combination of late coming, working hours and working hours within shift hours which can be used to deduct the opening balance of leaves automatically. This option will not be available if option 1 above is in use.

3. Automatic deduction of leaves against absent records - system can be configured to deduct leaves automatically against days when employee's attendance is missing (status = Absent). Refer to the article on Leave deductions based on Attendance shortfall for more details

Controlling the time window in which employees can mark their attendance

If employees are marking attendance through the browser or through their mobile app then you can specify a time range outside which they cannot mark their attendance.
For example -
Shift Start Time : 9 am - You can specify that employees cannot mark their In-Time after 11 am
Shift End Time : 6 pm - You can specify that employees cannot mark their Out-Time before 5:50 pm
Refer to the article on Shift Management for details. The "Control In-Time" and "Control Out-Time" parameters are used for this purpose.

Review of Attendance History

Attendance / Work From Home / Tour / Outdoor Duty / Back-dated Attendance request history can be reviewed from Attendance History page.

Visibility of Attendance data

Attendance data is archived on a quarterly basis. At any point of time data for 6 quarters is visible in the main server. As the data for a quarter is created it is added and when data for the quarter is completed the 7th quarter in past is archived.
1. Location Tracking  - location of employees can be tracked through the mobile app provided this feature is configured and the right permissions are given by the employees
2. Linking Attendance data and Shift timings - understand how system interprets time stamps coming from biometric machines when a company has multiple shifts including night shifts
3. Attendance metrics - take a deeper dive to understand how working hours shortfall, late coming, early leaving is calculated

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