Roster Management

How do I add shifts and assign weekends?

  • From your home page, go to Attendance > Shift Schedule > Add Shift

  • Add shift name in the box for Shift name
  • Choose the shift timings from the drop-downs for From and To
  • Check the boxes of the respective days for “Weekend definition”

  • Click Submit

You'll find the shift that's created under "Shifts". Shifts can also be color coded for better and quicker understanding of employees. 

Note : If you select Location based Weekend & Holidays then it will be based on the settings configured in "Company Profile".

What happens to the existing location-based weekends/holidays if shifts come into effect?

While creating shifts and shift-based weekends/holidays, it overrides the weekend/holiday definition for the location-based ones if they already exist for the account.

Example:

The XYZ organization serves clients pertaining to the US time zones and Australian ones.Its holidays are configured as per the respective shifts.In this case local (location-based) holidays are overridden, as shift-based weekends/holidays has its effect, even though it's the same work location.

When you add shift you'll find a note at the bottom of the page, "Creating shift-based-weekends will override Location-based-weekends if they already exist for this record."

How do I associate an employee to a shift?

An employee can be defined to a shift by the following options:

User shifts:

  • Go to Attendance > Shift schedule > User shifts

  • Click 'Associate Employee'
  • Select the employees from the drop down by clicking on the list icon

You may also select 'Location' and make employees of that location be included the Shift.

Note: The employees who belong to the location at the point of time when you associate the shift, will only be part of the shift. For eg. If you have selected 'California', then the employees who join in 'California' at the right that you associate the shift will be included as part of the shift. The ones who join after you have completed this association, will not be part of the Shift. To include them as part of the shift, you will have to either associate the employees by selecting 'Users' or click on 'Associate Employee' and select 'California' from 'Location' again, to make the new employees part of the shift.

  • Select the 'Shift name' from the drop-down
  • Provide From and To date

  • Click Submit

Shift Calendar:

  • Go to Attendance > Shift schedule > Shift calendar

You'll find the button “Associate user”. Once this button is clicked it'll lead you to the same steps as they're mentioned under 'User shifts'.

When does shift-based weekends/holidays take effect?

An employee working in shifts will be privileged with a pre-defined set of weekend/holidays according to the respective shift. For example, employees working in certain shifts will be privileged for respective holidays like Christmas, National Sorry Day, Thanksgiving Day, New Year and Boxing Day, whilelocal holidays aren't applicable. These employees will be eligible to take only the holidays that are configured for the respective shifts. 

Is it possible to change the time of a particular shift without affecting the previous data?

You can edit the shift timing using the edit icon of the shift. However, the shift time of all previous data will also get affected due to this change.

Is it possible to change the shift for a particular day directly in the calendar?

Yes. In such cases, the user's shift could be altered on the calendar without creating a new shift.

It could be configured via two options:

Directly on popup option

  • Go to Attendance > Shift schedule > Shift calendar
  • Under Calendar View, employees' shift details will be displayed as per respective days

  • Select the day, and click on the shift name to see a box with existing shift details 
  • Select the shift to which you need to map the particular day

Now the shift for that day will change.

Edit button

When you click Edit button, the following screen will appear:

 

Here you can change the shift for that day alone.

Where do I find the employee's shift details, if they're assigned to work in two different shifts in the same month?

Employees' shift details are displayed under two tabs: Shift Calendar and User shifts.

Shift calendar:

  • From your home page, go to Attendance > Shift schedule > Shift Calendar

You will find drop downs for Departments, work location, Employee, date.

  • Click the filter button
  • Use the Employee search tab to search for the desired Employee
  • Enter From and To date from the drop-down for calendar and hit search

You will be able to see the shift details of the employee for the entire month.

Employee Shift Mapping:

  • From your home page, go to Attendance > Shift Schedule > Employee Shift Mapping

Here, you will be able to see the different shifts to which the employee has been mapped for the particular month. Use the filter to search for a specific employee's shift details for the month or for the period chosen. 

Is it possible to have periodic shift changes made automatically?

Yes. This is possible with the help of the shift scheduler. The main function of the scheduler is to have the shifts changed automatically for selected employees, based on the frequency that is set. Follow the steps given below to add a scheduler.

  • From your home page, go to Attendance > Shift Schedule > Shift Rotation > Configure Rotation
  • Under Scheduler details, give a name for the schedule
  • Set a frequency for the schedule- for eg, if you select Monthly, and give a date, then the Shift scheduler will run every month on the given date
  • Enter the time at which you would like to have the scheduler triggered
  • In the next section 'Shift Rotation Details', under Shift Span, define the span of the shift - i.e, the period for which the Shift is applicable
  • Under "Applicable For", select the required option from the list of Roles, Departments, Designations, Location, User etc
  • Under Shift Rotation, select the shifts appropriately
  • Use the + icon to map more shifts

  • Click Submit

Note: An email notification will be sent to the employees whenever there is a change made to their shift.

Let us consider a scenario.

Let us assume that you would like to have the General Shift Team members of the Technical Support Team to be assigned to US Shift and US Shift Team members of the same team to be assigned to Australian shift on the 1st day of every month. You would also love to have the schedule triggered on 27th of every month for the following month.

In this case, you can follow the steps as given below:

  • In the first section 'Scheduler Details', under Frequency, select Monthly and select the date as 27 of every month
  • Under Shift Duration, select 1 in the drop down

Once you select 1 in the drop down, the shift will be applicable from the 1st of the month until the Last day of the month. I.e - from the 1st day of the month until the last day of the month.

  • In the next section 'Shift Details', under 'Applicable for', from Roles, select 'Team Member' and from Department, select 'Technical Support'
  • Under Shift Cycle, select General Shift from the first drop down and US shift from the second drop down
  • Add another row using the + icon

  • Select US Shift from the first drop down and select Australian Shift from the second drop down

Tip: Learn how to configure shifts. Click here.

Note: The schedule will be run on the 27th of every month. The shift mapping configured will be carried out based on the shift that is existing on the day on which the scheduler runs. I.e - If an employee is in the General shift as on the 27th of the month, then this employee will be changed to the US shift and the ones who are in US shift as on 27th will be changed to Australian shift with effect from the 1st of the month. An email notification will be sent individually, to each member of the Technical Support team, who fall under the designation 'Team Member'', indicating the change of shift along with the date on which the Shift change is applicable.

I would like to add allowance for employees who are working on shifts. Is this possible?

If your organization functions on more than one shifts, you can have different rates added for different shifts. This Shift Allowance is apart from the pay that is given for the employees. Once you add Shifts Allowance, you can have the rate populated for each day for employees and export the data. This exported data can then be added to the pay of the employee.

To enable Shift Allowance, follow the steps given below

  • From your home page, go to Attendance > Settings > Shift Schedule > Shifts
  • Click on any existing shift or add a new shift
  • Under 'Shift Allowance', check the 'Enable' button
  • Enter the Rate per day for the shift

  • Click Submit

To define a minimum hours required for Shift Allowance, follow the steps given below

  • Go to Attendance > Settings > General Settings
  • Under 'Shift Settings', enter the number of hours, under 'Eligibility for Shift Allowance'

  • Click Submit

This means that employees should have clocked-in the minimum required hours to be eligible for Shift Allowance.

An employee has done a check-in on a particular day. However, there is no value under Shift Allowance for that employee. Why?

It could be due to two reasons

  • On any given day, there should be at least one check-in and check-out made by employee(s)
  • Under Settings, if there are minimum hours set to qualify for Shift Allowance, the employee should have completed it. Otherwise, the Shift Allowance will not show.

I want only the Reporting Manager to have permission to edit employee shifts. Is this possible?

You can have this condition satisfied under Attendance Settings

  • From your home page, go to Attendance > Settings
  • Under 'Shift Settings', go to View employee Shift mapping and enable it for Users
  • Go to 'Edit employee Shift mapping' and enable it only for Reporting Manager

This way, users/employees will be able to see their own shift details. However, Reporting Managers can see their subordinates' shift details and also edit shift mapping.

Organization Working Hours Configuration

Where can I define the working hours for my organization?

From Home, go to Attendance Tracker > Settings

Working hours is assigned according to the following modes:

Lenient mode: It applies in a norm, where the organization doesn't have a rigid mode as the employee needs to mark his attendance at one fixed time every day. In this mode a valid check-in or check-out in the system itself means that the employee will be marked as Present for the day. 

Strict mode: This goes with the system, where an employee should have completed a fixed no of hours to be marked as present for half-day and full day. This is a preferred mode of attendance marking if the organization does not want flexible hours of working.

General:

Under the General Section, you can enter the basic details.

  • Effective From:

    The attendance settings will be effective based upon the date selection.

  • Default Shift Timing:

    Select the default shift timing for your organization.

Working hours:

  • Total Hours Calculation: 

While calculating total working hours, you can either set First Check-in & Last Check-out mode or Every Valid Check-in & Check-out mode depending on your organization's working style.

First Check-in & Last Check-out:

This option calculates the time you first check-in and your last check-out time. In the intervening time, you can check-in and check-out multiple times which will not be taken into consideration.

Every Valid Check-in & Check-out:

This option calculates only the valid check-in & check-out entries. For example, if you check-in at 9:00 AM and check-out at 11:00 AM and again check-in at 12:00 PM, the system will calculate only the hours you were in the office (i.e., between 9:00 AM-11:00 AM) and will not calculate the hours from the time you check-out (11:00 AM-12:00 PM). You need to check-in again at 12:00 PM.

Break Time:

You can define a fixed break time for your organization here

Attendance Marking:

You have two modes and can set either of them.

  • Strict Mode: You can define the number of hours your employees should be present in the office for half Day and full Day attendance. The system will automatically update the attendance status as Half Day and Full Day accordingly.
  • Lenient Mode: Lenient Mode is for organizations that have flexible work hours. Let us assume that you have set 9 hours as working hours for your organization. In the lenient mode, if an employee checks in on a particular day, it means that the employee is present for the day.

Show Over/Deviation Time:

You can select this check box to show employees' overtime and deviation time.

In the Strict Mode, if you have fixed 4 hours as half- day and 8 hours as full-day requirement, then if someone is present only for 7 hours, then the system will capture it as half-day present and half-day absent. Showing the 1 hour deficit under deviation time. If someone is present for 5 hours, then it will be shown as half-day peresent and half-day absent with the deficit 3 hours shown under deviation time. On the other hand, if someone has worked 10hours, then it will be shown as full day prsent with an over-time of 2hours.

In the lenient mode, if you have fixed 8 hours as minimum working hours required for a day, when an employee works for more than 9 hours, then it is calculated as overtime and anything less than 9 hours is calculated as deviation.

Maximum Hours: 

This is used to set maximum working hours for the employees. The maximum working hours can be fixed for both half and full working days. This option is very helpful when you need to set a limit for the working hours. By default, Maximum Hours is disabled. Click Enable to use this option. 

Note: If you have enabled over-time for your organizaiton and also enabled Maximum working hours, then over-time exceeding the maximum working hours fixed, will not be considered as over-time. 

Edit Older attendance entries: 

Click Edit older attendance entries to edit the older data. If there is a revision in the attendance marking hours per day, the data will be saved and applied to the older entries.

I would like to set minimum working hours for my organization based on Shift Hours.Is this possible?

Yes.This is possible by configuring settings under Attendance settings.

To do this,

  • From your Home page, go to Attendance > Settings
  • Click on 'General Settings'
  • Under working hours, set the Minimum hours required for the day to fall under either Strict mode or Lenient mode.
  • Click on 'Shift hours'.
  • Click 'Submit'

Now the working hours for your organization will be defined by your Shift hours.

If you have chosen 'Strict Mode', your hours for full day will be based on the whole duration of the shift and your half day will be based on the half of the total duration of the shift.

If you have chosen 'Lenient Mode', the duration of the shift will define the expected hours per day.

Can I change general attendance settings for a specific user?

  • From Home, go to Attendance > Settings > User Specific Settings > Add Settings
  • Provide specific Working Hours, permissions and other settings that you would like to define for the user

  • Click Save

    If you would like to edit the older attendance entries, click Edit Older Attendance Entries, enter the date range for which the change needs to be done and click Apply

Is it possible to set attendance settings that are applicable only for a specific shift?

To set attendance settings applicable to a specific shift,

  • From your Home page, go to Attendance > Settings > User/Shift Specific Settings > Add Settings
  • Type in the Settings name
  • Click on 'Shifts' under Settings type
  • Add the shift name for which you would like to configure settings
  • Provide specific Working Hours, permissions and other settings that you would like to define for the particular shift
  • Click 'Submit'

Now you have configured settings that are confined only to the specific shift.

Can I define flexible hours of work for my organization?

  • From Home, go to Attendance Tracker > Settings> General Settings
  • Under Working hours, you have Attendance Marking in two modes, Strict, and Lenient mode
  • Choose Lenient mode

  • Click Submit

Under lenient mode, if you define 8hours as the working hours of your organization, then anything above 8 hours will be captured as over-time (if over time is enabled) and anything lesser than 8hours will be captured as deviation.

What is the difference between strict and lenient mode?

The basic difference is that under Strict mode, an employee should have worked the whole day or half day that is defined by the organization to be marked as present. However, under lenient mode, by merely doing a check in, an employee is marked as present for the day.

Under Strict mode, if you have defined 4 hours for half day and 8 hours for a full day, an employee who works 5 hours will be considered to have been present for half-day only. Here, the extra one hour will not be accounted for. It will neither be captured as overtime nor deviation time. If you enable over time for strict mode, the system will consider it as over-time only if the total number of hours of work exceeds 8 hours . The concept of deviation does not work for strict mode.

Under lenient mode, if you define 8 hours as the working hours of your organization, then anything above 8 hours will be captured as overtime (if over time is enabled) and anything lesser than 8 hours will be captured as a deviation.

How do I view the location from which the employee has logged attendance?

In Zoho People, it is possible to track the location from which attendnace has been logged. Geo-tracking is done when employees do a check-in on their mobile phone or on web or from the Access Terminal. While the check-in done from Web and from Access Terminal will only show the location, the check-in that is done via mobile will show the complete address. You can also see the map when you click on the location icon.  Follow the steps given below to view the location from where, the Check-In is done.

  • From your home page, go to Attendance > Views
  • Click on the attendance entry for which you need to see the location
  • Hover your mouse over the check-in time

You will be able to see the location details from where the check-in has been done. You can also view the map by clicking on the location icon. For web check-in, location can also be viewed based on IP range. 

What is the implication of Pay Days/Hours Calculation under 'Settings'?

This Settings helps you define whether you would like to include Weekends/Holidays and Leave while calculating the Days/Hours for Pay calculation.

If you select to Include Weekends/Holidays/Leave, then the 'Payable Hours/Payable Days' will be inclusive of the Weekends, Holidays and Leave in the period.

The 'Payable Days/Hours' will reflect under 'Expected Payable Days/Hours'. Consider that your total working days in a week is 5 days. Then, the total expected payable days for a month will be 4 x 5. If you include Weekends, it means that your total expected payable days for a month will be total number of days in the month. If you include Leave also here, then the leave applied under 'Paid' leave type category for the month will also be included for pay calculation. However, the Pay will be made according to the days worked. Hence, the Payable Days will be the total of Worked Days and the Paid Off (Weekends/Holidays/Leave).

Consider that your total working hours per day is 8 hours. In this case, if you have included Weekends, then it means your total expected payable hours for a month will be 30 x 8. In other words, the Organization expects to pay for 30 x 8 hours. However, the Pay will be made according to the hours worked. Hence, the Payable hours will be the total of Worked Hours (clocked in hours) and the Paid off (Weekends/Holidays/Leave)

Is there a way to view a comparison of hours of work done against expected hours of work?

Configuring a pay period will help you capture hours of work done by employees against the expected hours fixed by the Organization.

Once you have configured the pay period, the details of worked hours will be captured every month/week according to the from and to days set and you will be able to see them under Attendance > Views >Overtime View

  • From and To - This refers to the from date and the To date
  • Previous Balance - This is the balance hours of the previous month/week
  • Expected Hours - Expected Hours - This is the total hours of work expected of an employee. (This is calculated based on the working hours you set for your organization under Attendance > General Settings > Working Hours > Minimum Hours required for the day. For eg, if you have given 8hours as working hours, then depending on the pay period, the total hours will be 8 x total no of days in the pay period including weekends)
  • Payable Hours - This refers to the total hours clocked in. This will be derived from the check-in and check-out done
  • Paid Hours - This is the number of hours for which the organization pays the employee.

 TipIt is good to remember the following equation to understand how Paid Hours gets calculated by default.

If Expected hours = Payable Hours, then Paid Hours = Payable Hours

If Expected Hours > Payable Hours, then Paid Hours = Payable Hours

If Expected Hours < Payable Hours, then Paid Hours = Expected Hours. In this case, if you would like to pay for the Payable hours, then you can manually edit the Paid Hours column accordingly.

  •  Adjustment Hours - Here, you can manually enter values in order to tally the balance.

For example - If expected Hours = 150:00 and Payable Hours = 160:00, there is a balance of 10:00hours. This will by default show under Balance Hours. However, if you do not want to pay for these 10:00 hours, then you can manually enter -10 under Adjustment Hours to nullify the balance.

  • Balance Hours - This shows the total number of balance hours for which the employee needs to be paid.

Let us take an use case to understand this better. Let us assume that the Pay Period is from the 20th of a month to the 19th of the next month.

Assume that you have set 8hours as working hours for your organization.

Scenario 1:

Consider a scenario where, the Previous Balance is nil. The Expected hours and worked hours are equal. Now, the Adjustment Hours and Balance Hours will be calculated as follows.

Previous Balance

Expected Hours

Payable Hours

Paid Hours

Adjustment Hours

Balance Hours

0:00

240:00 (30days as per pay period
configured x8hours per day)

240:00

240:00

0:00

0:00

Scenario 2:

Let us assume that the Payable Hours is less than the Expected Hours. In this case, the calculation will be done as shown in the table below.

Previous Balance

Expected Hours

Payable Hours

Paid Hours

Adjustment Hours

Balance Hours

0:00

240:00

230:00

230:00

0:00

0:00

Scenario 3:

Let us assume that the Payable hours is more than the Expected Hours. Then the calculation will be done as shown below.

Previous Balance

Expected Hours

Payable Hours

Paid Hours

Adjustment Hours

Balance Hours

0:00

240:00

250:00

240:00

0:00

10:00

In this case, the table for next month will be as shown below.

Previous Balance

Expected Hours

Payable Hours

Paid Hours

Adjustment Hours

Balance Hours

10:00

240:00

230:00

240:00

0:00

0:00

The reason why Paid Hours is the same as Expected Hours is because, the system will automatically total the worked hours with Balance Hours if any. Hence, paid hours will be 230 + 10. I.e 240 Hours

Scenario 3.b:

In the same scenario (scenario 3), if you do not want the Balance Hours to be carried forward, then the table will be as follows.

Previous Balance

Expected Hours

Payable Hours

Paid Hours

Adjustment Hours

Balance Hours

0:00

240:00

250:00

240:00

-10:00

0:00

You can manually edit the Adjustment Hours and nullify the Balance Hours.

Once you have these details ready, you can also use it for your payroll processing with the help of the Overtime Report. (Attendance > Reports > Overtime Report)

Compensatory-off and Over Time

What does Marked for TOIL (Time Off in Lieu) mean?

TOIL(Time Off in Lieu) refers to the hours of work that is done during weekends or holidays. TOIL can be recorded so that compensatory off can be taken by the employees, provided, your organization supports it.

Marked for TOIL refers to the number of hours that are recorded as TOIL by employees.

What is the difference between overtime and TOIL (Time Off in Lieu)?

Over time refers to the number of hours of work an employee does beyond the actual working hours defined by the organization.

TOIL (Time Off in Lieu) refers to the work done during weekends, leave or holidays.

The days that are marked for TOIL can be utilized later by applying for compensatory off. 

How can I track the number of days that are marked for TOIL (Time Off in Lieu) by employees?

  • From Home, go to Attendance > Reports
  • Go to Days summary report

Under Marked for Toil, you will see the number of days each employee has marked for toil to be utilized later.

Restrictions and Regularization

Can I disable the web check-in for employees?

Yes, it is possible to disable the web check in for employees.

  • From Home, go to Attendance Tracker > General Settings > Permissions

Web check-in/check-out

Enabling this option will let your employees do a web check in. You can disable the web check in for your employees by clicking disable here.

How can I prevent employees from marking attendance from outside the office?

Adding IP restrictions will help you achieve this.

If there is an IP range specified by your administrator, then your employees will not be able to mark their attendance from anywhere outside the range. IP restrictions can be set based on roles. 

  • Click Settings (gear icon) > User Access Control > Allowed IPs > Add IP Restriction
  • Give the IP range
  • Choose the Module

  • Under Applicable for, choose the Role and click Save

You can set IP restrictions for three modules - Attendance, Time Tracker and File storage.

Note: When Configuring IP restrictions, we always recommend using Static IP Addresses as the Dynamic IP Address gets refreshed in every 72 hours. Hence please check with your ISP to get a Static Public IP address to implement the same in Zoho People. Please do let us know at support@zohopeople.com for any further assistance.

Is it possible to define a location range within which employees can mark their attendance?

Yes. This is possible with geo-restriction. You can set a range on the map and prevent employees from marking their attendance from any range that is outside the one which is specified by the organization. This restriction can be set even for specific teams, designations etc making it useful for you to track attendance of specific teams like sales, Marketing etc.

Follow the steps given below to do this.

  • From your home page, go to Settings (gear icon) > User Access Control > Geo Restriction

  • Click on Add Geo Restriction

You will be able to see your current location by default.

  • Use the Search tab to search for the starting location of your range

  • Use the drawing tool (choosing from a variety of shapes like circle, rectangle, polygon etc) bar at the right hand side to select the range
  • Click on the 'Show My Location' icon to come back to current location
Tip : Use the delete layers icon in the drawing tool bar to delete a selection that has been made erroneously. Click Save after deleting and use the shapes to define your range again.
  • Give a name and select the Roles, Departments, Designations, Locations/ Users where the geo range is applicable
  • Under 'Modules', select the required modules and click Submit

  Using IP restriction, you can only define a particular IP address from which employees can access the modules. However, using geo restriction, you can define a range (in location) within which the modules can be accessed.

Note: You can enable both IP restrictions and geo restriction for your organization and make them applicable for employees based on the need.

I would like to enable attendance to be marked for a particular employee from another location of our organization and also from his/her residence. Is this possible?

Yes. In this scenario, you can create two types of geo restrictions.

  1. Office location
  2. From home

To define geo-restriction for another location of your organization, follow the steps given below.

  • From your home page, go to Attendance > Geo Restriction > Add Geo Restriction
  • Use the Search tab to search for the starting location of your range
  • Use the drawing tool (choosing from a variety of shapes like circle, rectangle, polygon etc) bar at the right hand side to select the range
  • Click on the 'Show My Location' icon to come back to current location
  • Give a name. For eg - Location II
  • Under 'Applicable For', go to Users and select the Employee
  • Under 'Modules', select 'Attendance'
  • Click Submit

To define the next geo restriction (work from home), follow the same steps as above and in the range, select the employee's residence range.

Now, the employee will be able to mark attendance from the other location of your organization and also from his/her residence.

Is it possible to edit/delete geo-restriction?

Yes. You can make changes to a geo-restriction which has been added. Follow the steps given below.

  • From your home page, go to Attendance > Geo Restriction
  • Hover your mouse and select the edit icon of the geo restriction

  • Make the changes and click Submit

To delete :

  • From your home page, go to Attendance > Geo Restriction
  • Hover your mouse and select the delete icon of the geo restriction

Sometimes, employees forget to do a check-in. Is there a way to get the attendance recorded on these days automatically?

When an employee does not mark attendance for a particular day, it is captured as Absence with the help of the 'Absent Scheduler'. This will show under a leave type called 'Absent' for the employee in the leave - list view. The employee can then convert this to leave (under any of the leave types) by clicking on 'Convert to leave'.

Follow the steps given below to add an 'Absent Scheduler'.

  • From your home page, go to Attendance > Settings > Absent Scheduler > Add Schedule

  • Enter details like Scheduler Name, Time etc
  • Under 'Attendnace Date' drop down, select the number of days before the current/scheduled date that should be captured as Absence

For eg - If you would like to have the Absence of the previous day captured, then select 1 from the drop down.

  • Under Applicable For, select the Roles, Department, Designation etc for which the scheduler should run.

Note: If you do not select anything here, then the scheduler will be applicable for the entire organization.

  • Click Submit

Now, the scheduler will capture the absence and show it under a leave type called 'Absent' which can be converted either as leave or as 'On-duty', based on the organizational needs.

We have started using the Absent Scheduler from this month. However, I would like to run this for entries of a day in the previous month. Is this possible?

Yes. This is possible. Follow the steps given below.

  • From your home page, go to Attendance > Settings > Absent Schedule
  • Click the execute icon (play icon) of the scheduler that is already running
  • Under 'Attendance Day', select the day for which the schedule has to be run and click Execute

Now, the scheduler will run for that day alone in the previous month and employees who have not marked attendance on this day will be marked as 'Absent'

Note: The execution of this scheduler will follow the same filters (Location, Designation, Users etc).

Is there a way in which employees can edit their own attendance entries?

The need to edit an attendance entry is very common and you can enable employees to edit their own attendnace entries by following the steps given below.

  • From your home page, go to Attendance > Settings > General Setttings
  • Under Permissions, go to 'Edit their Own entries' and click Enable
  • Check the 'Notify' box and enter the desired email id,  if you would like to notify any other employee of this

  • Check the 'Notify Reporting Manager' box, if you would like to have the Reporting Manager notified via email

It is good to understand that, enabling this option will give the control to the employees any of their attendance entries. There is another option, wherein, you can exercise control over the attendance entries edited by employees. Attendance Regularization lets employees edit their entries, while you still maintain the control by having approvals configured whenever an edit is made. This way, the attendance entry will reflect in Attendance > Views only after the request is approved. Follow the steps given below to have Attendance Regularization configured.

  • From your home page, go to Attendance > Regularization > Add Request
  • Select the Employee name from the drop down
  • Enter the Check-In and Check-Out time 
  • Click Save 

To have a control over the entries that are entered, you can  have approvals configured. Approvals can be configured under Attendance > Settings > Regularization > Add Approval.

Approvals and Permissions

Where can I assign permissions for managers to see and edit subordinates attendance data?

  • Go to Attendance > General settings > Permissions
  • Enabling Show all check-in/check-out entries will help you track exact hours of work of employees including break timings

  • Enabling Reporting managers to edit their subordinates' entries will let managers edit their subordinates' entries

You can also have notifications sent when entries are edited.

How can I create approvals for attendance?Can I configure approvals for attendance entries that are edited by employees?

  • From home go to Setup > Approval
  • Click Add Approval
  • Enter Name of the Approval

  • You can set a Criteria if needed. You can also set more than one criteria by using the Add new icon (add icon)

Approvals

You can either configure approver or allow the system to auto approve or auto reject the record based on the criteria requirements.

Follow the steps given below to configure an approver:

  • Click Configure Approver
  • In the first tab, there are various options given out of which, you can select one

Reporting To - Approval goes to the Reporting To of the employee

Department Lead of the Login User - Approval goes to the Department Lead of the user who is sending the approval request

Approver based on Role - Approval goes to the people who are in the role that is selected

Department Head - Approval goes to the head of the chosen department

Department Members - Approval goes to the members of the Department of the user

Employee - When this option is chosen, then the user can choose the name of a particular employee for the approval to be sent to

Project Managers - Approval goes to all Project managers

Allow Employees to Choose the Approver when adding a record - In this option, the employee has the option to select who the approver is, while the record is being added

Note: Approvals can be set up to five levels of Reporting To 

Check the 'Enable follow-up option for this approval' if you would like to do a follow-up for the approval.

When you click on this, you can define if the follow up has to be a one-time or a repeat follow-up and define the number of days after which the follow-up needs to be done.

Under 'Message template details', you can define the follow-up email template:

In From, you can either select Perform performing this action or give an email id

In To, you have the options listed below:

System options

Approver - If you select this option, the email will go to the Approver who is configured

Team mail id of the person performing this action - If you select this option, the follow-up email will be sent to the Team mail id of the person who submitted the approval request

Person performing this action - If you select this option, the email will be sent to the person who sent request for approval

Reporting Manager of login user - If you select this option, the email will be sent to the Reporting manager of the person who submitted the approval request

User list

This option pulls out the list of all users. You can select the person who needs to receive the follow-up email. You can also search user here.

Role List

This option pulls out the list of all roles. You can select the role to which the follow-up email needs to be sent to.You can also do a search here.

Department List

This option pulls out the list of all departments. You can either select a department or do a search.

You can also check the Notify All box to send a mail to everyone in the Organization.

Once you are done with the From and To, you can proceed to enter a Cc, Bcc and Reply-To, if it's required.

Provide a subject for the email.

Create a message using the Available merge fields as shown in the image below:

ClickSave

Added to the steps mentioned above, approvals for attendance entries could also be configured via Attendance > Settings > Regularization > Add approval

  • From Home, go to Attendance > Settings > Regularization > Add Approval
  • Provide Name of the Approval
  • Click Set Criteria and define  criteria. The approval process will be triggered when the set criteria requirements are satisfied
  • For attendance regularization, we have developed specified criteria such as Attendance Day, Description, Employee ID, In Time, Out Time, New Status, Total Hours, Status and Total Hours
  • Click Configure Approver to approve/reject the record based on the criteria requirements
  • Click Enable follow-up option for this approval to do a follow-up from the approval trigger date
  • Click Configure Email Template to configure the email which will be sent during the approval process

  • Click Save

Note:

Attendance absent entries in leave will get removed if the respective managers approved entries for the corresponding days.

How can I do a follow-up for approvals to be done?

You will see that there is a check box to enable follow up for the approval

  • Go to Setup (gear icon)  > Approval
  • Click Add Approval

When you click on this, you can define if the follow up has to be a one-time or a repeat follow-up and define the number of days after which the follow-up needs to be done.

Integration, Reports,and Import-Export

How can I integrate my attendance device with Zoho People? What is user ID mapping?

You can integrate your attendance device with Zoho People by making use of APIs. In order to sync your device's attendance entries with your employee's attendance records in Zoho People , you need to have a common format between your device and your Zoho People account. There are already two parameters identified which are employee ID and email ID.In the absence of these two parameters, you can sync the unique ID it with your Zoho People account.

Here is the list of APIs to integrate your attendance device with Zoho People. 

Steps of User ID mapping

  • From Home, go to Attendance > Settings > User ID Mapping > Add User ID Mapping
  • Provide Employee ID or Employee Name and Mapper ID

  • Click Add  

What are the pre requisites for attendance device integration?

We support MS SQL SERVER , MS Access and MYSQL database and the same query format as mentioned below.

Query Requirements:

Please generate the below query format in order to fetch the information from your MS SQL server database.

Please find the sample table schema attached below for your reference

Software that needs to be installed:

Please have the below mentioned software readily installed in your server system where the database is located.

For Apache tomcat 8

  • Go to https://tomcat.apache.org/download-80.cgi
  • Click on 32-bit/64-bit Windows Service Installer Under Core

For Java 8

  • Go to http://www.oracle.com/technetwork/java/javase/downloads/jdk8-downloads-2133151.html
  • Download a JDK file under Java SE Development Kit 8u121 that suits your windows configuration

I would like to print the attendance report of Employee Profiles for a particular day. Is this possible?

Follow the steps given below to print this report.

  • From your home page, go to Attendance > Reports > Daily Report
  • Click the filter and under Date, select the desired date
  • Under 'User/Employee Profile' drop down, select Employee Profiles and hit search

You will be able to see the attendance details of employee profiles for the selected date alone.

  • Click on the ellipsis icon and select Print to print the report.

How do I export a report of the employees who came in late on a particular date?

The Early/Late Bird Report in Attendance module can help you get this report. Follow the steps given below.

  • From your home page, go to Attendance > Reports > Early/Late Bird Report
  • Click on filter and select the desired date

  • Hit Search

You will be able to see the details time of first check-in and last check-out, Shift details etc. Apart from this, you will be able to see hours mentioned against the columns Entry and Exit with clear division on Early and Late for both the Entry and the Exit columns.

  • Click on the ellipsis icon and select export

Note: Export should be in .xls/.csv format

Is it possible to obtain a report on the latecomers of a particular shift of a specific location?

Follow the steps given below to extract this report.

  • From your home page, go to Attendance > Reports > Early/Late Bird Report
  • Click the filter and select the desired date
  • Select the desired location from 'Location' drop down

  • Select the desired shift from the 'Shifts()' drop down and hit Search

You will be able to see the employee(s) name(s) with the number of hours of delay mentioned under the Entry > Late column. 

I would like to view a report on the attendance details of the active users of a particular team for a period of one month. Is this possible?

This is possible with the help of Status Report. Follow the steps given below.

  • From your home page, go to Attendance > Reports > Status Report
  • Click the filter and select desired department under the 'Department' drop down
  • Click 'Advanced' and select 'Users' under 'Users/Employee Profiles' drop down
  • Give the date range under From and To

  • Hit Search

How do I view a report capturing the total number of hours of work done by a particular department for a month?

The Hours Report will help you view this. Follow the steps given below.

  • From your home page, go to Attendance > Reports > Hours Report
  • Click on the filter, and under 'Department' drop down, select the desired department
  • Under 'Hours Type', select whether you want to see the 'Payable hours' or the 'Worked Hours'

Note: 'Worked Hours' refers to the hours clocked-in by the Employee. 'Payable Hours' includes Weekends, Leave , Holiday along with the Worked hours of the employee.

 

  • Give the date range under 'From' and 'To' and hit Search

I would like to know the total number of days an employee has been present in a particular month. Is this possible?

Follow the steps given below to be able to get this report.

  • From your home page, go to Attendance > Reports > Days Summary Report
  • Click on the filter
  • Under 'Employee' drop down, use the search tab to search for the desired employee

  • Give the date range under 'From' and 'To' and hit Search

You will be able to see the total number of days worked by the particular employee in the month selected.

Note: Expected Payable Days - This refers to the number of days in the selected month that the Organization requires the employee to work.

Payable Days - a. Worked Days - This refers to the days on which the employee has worked. This will be derived from the check-in and check-out

                          b. Paid Off - This refers to the Paid Weekends and Holidays. This is dependant on the Settings defined. Click here to know more about this Settings.

                          c. Total - This is the total of Worked Days and Paid Off

Expected Working Days - This refers to the total no of days in the month the Organization wants an employee to work. This is dependant on Pay Day/Hours Calculation Settings. Click here to know more.

Worked Days - This is further divided into 'Present' and 'On Duty'. The total is shown under the Total column

Paid Off - This refers to the Weekends, Holidays and Leave which fall under the 'Paid' category

Unpaid Off - This refers to the Leave days and 'Absent' days for which the organization doesnot pay the employee

I want to download a report with the total number of hours of work done by Employee Profiles in a particular location. Is this possible?

The Hours Summary Report gives this details. Follow the steps given below to generate this report.

  • From your home page, go to Attendance > Reports > Hours Summary Report
  • Click on filter and select the desired location under 'Location' drop down
  • Give date range under From and To
  • Click on 'Advanced' and select 'Employee Profiles' under Users/Employee Profiles drop down and hit Search

You will be able to see the report as required.

  • Click on the ellipsis icon and select 'Download as PDF' to download this report.

Note: In this report,

  • Expected Payable Hours refers to the Working hours that the Organization expects. This is dependant on Settings that are defined under Pay Hours/Days Calculation. For eg, if the total working hours is 8hours, then the Expected Payable Hours for a week will be 5 x 8 = 40hours if weekends are not included. If Weekends are included under Settings, then the Expected Payable Hours will be 7 x 8 = 56 hours.
  • Payable Hours - This refers to the actual hours for which payment should be made. Payable Hours is a total of Worked Hours and Paid Off (Paid Weekends & Holidays)
  • Expected Working Hours - refers to the hours that your organization would like to consider as working hours. I. e - 5 x 8 =40 hours for a week. (Considering the fact that employee do not do any work on weekends - whether included in the Settings or not)
  • Worked Hours - This is the total of hours of days which are marked as 'Present' or 'On Duty'
  • Paid Off Hours - This refers to the hours of Leave/Holiday/Weekend for which the Organization pays
  • Unpaid Off Hours - This is the total of 'Deviation' hours and hours that are logged under the category 'Unpaid' leave. The 'Deviation' here, refers to the number of hours that is deficit for a full working day. For eg, if an employee clocks in only two hours in a day, then the deviation for that day will be 6 hours. This 'Deviation' hours works irrespective of the 'Deviation' option enabled or disabled under Settings.
  • Overtime - This is the number of extra hours of work done beyond the normal working hours. This is irrespective of whether Overtime is enabled or disabled under Settings

I would like to see complete attendance details of an employee including check-in, check-out time, shift details etc for a particular month. Is this possible?

The User Report helps you with this information. Follow the steps given below to generate this report.

  • From your home page, go to Attendance > Reports > User Report
  • Using the search tab, select the desired employee
  • Click the filter and select the date range

  • Hit Search

Note: Here, the 'Payable Hours' refers to the total hours which are Payable for the employee according to the Settings defined under Pay Hours/Day Calculation.

You can see the detailed attendance report.

How can I import attendance details?

Importing attendance details is an easy way to have employee attendance onto the system with minimal time consumption.

  • From your home page, go to Attendance > Views
  • Click on the ellipsis icon and select Import

  • Choose the file to be imported

  • Map the fields, handle duplicates and click Next

Your file is imported now.

How can I export attendance entries?

Follow the steps given below to export.

  • From your home page, go to Attendance > Views
  • Click on the ellipsis icon and select Export
  • Select the format (.xls/.csv)
  • Check the option 'Include all check-in/check-out entries' if you would like to have every check-in and check-out exported

  • Click Export

Is there a way to export Attendance details of all Users at one shot?

Yes. This is possible with the User Report. Follow the steps given below to do this.

  • From your home page, go to Attendance > Reports > User Report
  • Click on the ellipsis icon and select 'Export'
  • Check the box 'Include all user entries for export'
  • Click on the desired/required location, department and shift for which you want to export User Entries
  • Click 'Export'
    • Note: Export can be done in .xls or .csv format.

      How can I import shift details?

      Instead of mapping shift for every individual user, you can use import bulk users and map shifts for users at once. This method is simple and easy to map shifts for a large group of users. Once the import is performed, user name gets automatically mapped to the respective shifts.

      • From your home page, go to Attendance > Shift Schedule> Employee Shift Mapping
      • Click on the ellipsis icon and select Import
      • Click Import File
      • Select the respective file which has to be imported. The file should be in the specified format

      \

      Note:

      The file should be in XLS & CSV formats.

      Ensure that your file size does not exceed 5 MB.

      In the case of XLS files, only MS Excel 97 - 2003 formats are supported.

      First row of the given file will be treated as field names.

      Unexpected errors may occur if the XLS file contains any special controls like combo filters or images embedded within it.

      Duplicate records if found, will be handled during the import.

      Date values should be in the same format as specified in the Organization Settings page.

      Other date formats will be ignored.

      Import can also be done in another method as explained below.

      • From your home page, go to Attendance > Shift Schedule > Shift Calendar
      • Click on the ellipsis icon and select Import
      • Click 'Import File' and select the file to be imported