Attendance Management
Attendance Management
The attendance management interface is one of the most important operational interfaces in the system, allowing employees and management to accurately track daily attendance movements, verify employee compliance with work schedules, and calculate work hours, breaks, and overtime. The interface consists of a set of elements designed to facilitate data access and quick decision-making.
First: Main Interface Components
1. Header Section
Displays the page name "Attendance" and identifies the user's location within the system. It may also include:
- Back button
- Filtering options
- Export button
Use filtering options for quick search of specific records by date, department, or employee.
2. Attendance Quick Stats Dashboard
This dashboard provides an overview of attendance data and automatically calculates:
- Total daily work hours
- Total weekly hours
- Total monthly hours
- Total overtime
Data is updated dynamically when checking in, checking out, or modifying records.
Use this dashboard to quickly track your daily, weekly, and monthly performance.
Second: Attendance Management Table
The table represents the main tool for displaying employee check-in and check-out records. The table appears in an organized format containing the following columns:
1. Employee Name / Manager
Displays the name of the employee responsible for the record. Allows knowing who is the owner of the movement within the system.
2. Department
Shows the department the employee belongs to, facilitating filtering and understanding work density within each department.
The department can be used as a filter to display records of employees from a specific department only, facilitating review and management.
3. Date
Represents the date of the attendance movement, which is the basis of daily records.
Records can be filtered by date to display records for a specific day or time period.
4. Check In Time
The actual time when the employee started work. The system relies on it to calculate:
- Lateness
- Actual working hours
Make sure to check in on time to avoid lateness calculation. You can check in 5 minutes before the shift time.
5. Check Out Time
The actual time for ending the work day. If the employee has not checked out, the record appears with the status:
"Currently Working"
Not checking out may affect hours calculation and payroll. Make sure to check out at the end of the work day.
6. Break Duration
Total time deducted from working hours. Automatically subtracted from actual working hours.
The system automatically calculates break duration through break start and end recordings. Make sure to record the start and end of each break.
7. Late Hours
Calculated compared to the official shift start time. Only appears if the employee checked in late.
Repeated lateness may affect performance evaluation and payroll. It is recommended to adhere to shift schedules.
8. Overtime
Hours the employee worked beyond the shift end time. Automatically calculated based on company policies.
Overtime is automatically calculated and added to payroll according to company policy. Make sure to understand your company's overtime policy.
Third: Attendance Record Details
When clicking on any record in the table, a details page opens, providing a precise view of every movement made during the day.
1. Employee Information
Includes:
- Name
- Department
- Job title
- Current employee status (checked in – checked out – on break)
Employee status is automatically updated with each check-in, check-out, or break start/end recording.
2. Shift Information
Appears in a clear information box:
- Shift type
- Start and end time
- Official shift duration
The system uses this information as the basis for all time calculations.
Shift information is used as a reference for accurately calculating lateness, early departure, and overtime.
3. Daily Attendance Details
Check In Time
With check-in status (normal – late – early).
Check-in status is automatically determined based on comparing actual check-in time with shift start time.
Check Out Time
With an explanatory message if no check-out exists:
"Check out has not been recorded yet"
Not checking out may affect hours calculation and payroll. Make sure to check out at the end of the work day.
Actual Working Hours
Automatically calculated by the system:
Check Out Time – Check In Time – Break Periods
Actual working hours are the basis for calculating salary and overtime. Make sure recordings are accurate.
Break Time
Details of each break taken during the day, with the ability to view its start and end.
Late Hours
Shows the difference between check-in and shift time.
Early Leave
In case the employee leaves before the shift ends.
Overtime Hours
Time the employee worked after the shift end time.
Fourth: Activity Timeline
Displays a comprehensive timeline of every movement made during the day, including:
- Check in
- Check out
- Break start
- Break end
- Management modification
- Automatic check out due to inactivity
This section helps managers clearly analyze employee compliance.
The timeline displays all movements in precise chronological order, helping understand the workflow throughout the day.
Fifth: Record Editing Tools
The details interface allows managers to process records and correct any errors through:
Modify Check In Time
Change the time to reflect the actual work start.
It is recommended to document the reason for modification in notes to facilitate later review.
Modify Check Out Time
Modify or Delete Break Periods
Add Missing Movement
Such as adding a check-in or check-out.
Delete Duplicate or Incorrect Movements
After each modification, the system automatically:
- Recalculates daily working hours
- Recalculates lateness and early departure
- Updates overtime
- Updates financial impact on salaries
- Sends notification to employee (optional)
All modifications are logged in the system with the manager's name and modification time to ensure transparency and accountability.
Sixth: Work Hours Calculation Mechanism in the System
The system relies on the following rules:
1. Actual Working Time
Actual Working Time = Check Out Time – Check In Time – Breaks
If an employee checks in at 08:00, checks out at 04:00, and takes a 30-minute break, the actual working time = 7.5 hours.
2. Late Hours
Late Hours = Check In Time – Shift Start Time
If an employee checks in before the shift time, no lateness is calculated. Lateness is only calculated when checking in after the shift time.
3. Early Departure
Early Departure = Shift End Time – Check Out Time
Early departure is only calculated when checking out before the shift end time. If checking out after the shift time, overtime is calculated.
4. Overtime
Overtime = Work after official shift end time
Overtime is automatically calculated and added to payroll according to company policy. Make sure to understand your company's overtime policy.
Seventh: Practical Examples
Example 1: Late Employee + Overtime
Shift: 08:00 → 04:00
Check In: 08:25
Check Out: 04:10
Break: 30 minutes
System Displays:
- Lateness: 25 minutes
- Overtime: 10 minutes
- Working hours: 7 hours and 15 minutes
In this example, the employee was 25 minutes late but worked 10 minutes overtime after the shift end. The system automatically calculates both.
Example 2: Record Without Check Out
Record Shows:
"Currently Working"
Allows Manager to:
- Modify check out time
- Or automatically close the record at shift end
When check out is not recorded, the record remains open until the manager closes it or it is automatically closed at shift end.
Example 3: Long Uncounted Break
Check In: 08:00
Check Out: 04:00
Break: 60 minutes
Result:
Actual working hours = 7 hours
The system calculates: 8 hours (from 08:00 to 04:00) - 1 hour break = 7 actual working hours.
Eighth: System Alerts
The system displays clear messages when errors occur:
- Check out time is earlier than check in time
- Break is longer than working hours
- Cannot delete a main movement as it will break the record
- Cannot modify before specifying the appropriate shift
Ninth: Integration with the Complete System
Payroll
The following are sent:
- Lateness
- Overtime
- Absence
All attendance data is automatically sent to the payroll system for accurate monthly salary calculation.
Job Performance
Attendance affects:
- Compliance rate
- Performance indicators
Adhering to attendance and departure schedules improves job performance evaluation and increases promotion opportunities.
Leave
If the day is a leave day → no attendance record appears.
The system automatically checks approved leaves and prevents attendance recording on leave days.
Activity Monitoring
May be added to the record:
- Automatic check out
- Session end due to inactivity
The system automatically monitors activity. In case of prolonged inactivity, an automatic check out may be recorded.