Shifts and Working Hours

How do I add shifts and assign weekends?

  • 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.


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."

  • Go to Attendance > Shift Schedule > Add Shift

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 user
  • Select the employee from the Applicable for drop-down
  • 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 shift-based weekends/holidays takes effect?

An employee working in shifts will be privileged with a pre-defined set of weekend/holidays according to the respective shift.


Shift-based holidays/weekends - Employees working in certain shifts will be privileged for respective holidays like Christmas, National Sorry Day, Thanksgiving Day, New Year and Boxing Day, whilst local holidays aren't applicable.

Weekends are defined according to the respective shift, which in turn depends on the factors like 24/7 work schedule.

How do I change the time for a particular shift without affecting the entire data?

If you have to change shift for a particular time, then you'll be adding a new shift only for that period.

  • Go to Attendance > Shift schedule > Choose the shift (Eg, British Summer time)

  • Select the timing for From ( Eg 3.00 pm) and To (Eg 10.00 pm)
  • Under Weekend Definition please check the box respective boxes

  • Click Submit

This way weekends for the previous or older shift wouldn't be affected.

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 a box with existing shift details and Edit button appears

  • Check (tick) the respective shift

Now the shift for that day would have been changed.

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.

Only a month's shift data could be displayed like it's seen in the image below:

Shift calendar:

  • Go to Attendance > Shift schedule > Shift calendar

  • Click the filter button
  • You'll find drop downs for Departments, work location, Employee, date
  • Enter From and To date from the drop-down for calendar

User Shifts:

  • Go to Attendance > Shift schedule > User shifts

How do I associate an employee in two different shift timings within the same cycle?

Consider the following scenario:

An employee is assigned to work on a specific shift, for eg, British summer time (2.00 pm – 10.00 pm) for a quarterly cycle from June 2016 to August 2016. Due to certain reasons, the employee needs to be in the Norfolk time zone (1.00 pm – 9.00 pm) for the month of July 2016 that falls in between the cycle.

In such scenarios it could be done via the tabs, User shifts & Shift calendar.

User Shifts:

  • Go to Attendance > Shift schedule > User shifts
  • The list of employees and the respective shifts are displayed according to the cycle
  • Click Associate User button
  • Choose the employee (Eg, Nathan Brooks) from the drop-down for Applicable for field
  • Select the shift (Eg, Norfolk Time zone) from the drop-down for Shift name field
  • Select date (from and to) from the drop-downs
  • Click Submit
  • In the next step, you'll be taken to the page, “Conflicts found for below user(s)” where the Existing shift (Eg, June 2016 to August 2016 assigned to British summer time) for that cycle will be displayed. Next to it displayed is Changed shift details (Eg, Norfolk time zone, 1st July 2016 - 31st July 2016), along with the split up of assigned shift for that quarter (Eg, British summer time, 1st June 2016 to 1st August 2016)
  • You'll find “Exclude” button next to the shift details
  • Click Submit

The same process could be done via shift calendar also. When you click "Associate user", it'll be followed up by the same screens and options, as it appears under User shifts. When you click the tab "Shift calendar", the complete roster of the employees for that cycle will be displayed.

Now, you'll find the existing and changed shift details on the calendar.

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

Geo-tracking is done when employees do a check-in on their mobile phone. This helps to know the location from where the Check-In has been done. 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. 

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 the employee would be working for a specific no. of hours (for eg, 8 hours)in a day, no matter at what time he marks his attendance.

Strict mode: This goes with the system, where an employee needs to mark his attendance at a fixed timing (for eg,9.30 am) according to the shift in which he works.


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.

Note: Overtime is applicable on both the Strict mode and the lenient mode. However, in strict mode, over time can be calculated only if the working hours of an employee is more than the total working hours fixed by the organization.The concept of deviation does not work for Strict mode.

In the lenient mode, both over time and deviation are applicable. If you have fixed 9 hours as full working day and attendance marking mode as lenient mode as per organizational policy, 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.

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.

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

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.

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 Setup(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 for any further assistance.

How can I get attendance marked for employees who are working from client location or from home?

The attendance of employees who work from client location or from home can be tracked through Attendance Regularization by giving them the option of editing their own attendance entries.

This can be done under Attendance > Settings > General Settings > Permissions

You can enable users to edit their attendance entries accompanied by a notification to be sent to reporting manager or to any other employee. This means that instead of doing a check-in an employee can click on the date enter check-in and check-out time manually. Follow the steps given below to do this

  • From your home page go to Attendance > Views > List View
  • Click on the edit icon (pencil icon) of the date for which you would like to edit the attendance entries
  • Edit the entries as required and click Save

This would trigger approval to the respective approvers (if approvals are configured), after which the attendance would be marked for the employee.

Alternatively, attendance regularization can be added via the Attendnace Regularization tab. Follow the steps as given below to do this.

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

By enabling employees to do this, you will be able to get attendance marked for employees even if they are not in office premises.

To have a control over the entries that are entered, you can set notifications to be sent and have approvals configured so that the managers are kept informed. 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)


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:


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


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 API link to configure the user ID Mapping.

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


How can I see the monthly status reports of all employees?

  • From Home, go to Attendance > Reports > Status Report
  • Use the Filter to select the month for which you need the report

  • SelectAll employees and hit search

You will be able to see the report of all employees for the entire month.

For hourly reports,

  • Go to Attendance > Reports > Hours Report
  • Select All employees and hit search

Go to Attendance > Reports > User Report

It is possible to see the monthly or hourly report of an individual in your organization using the User Report.

The report gives the complete report details of an individual user. It gives the full summary of a user's total working hours including the status, over time and the deviation time.

Steps to view and generate an user report

       1. Click Attendance > Reports > User Report

       2. Click Export to export the generated User Report

       3.     Click thefilter icon to generate User Report based on Employee Name, Date and click Search


The complete attendance summary of the particular user will be displayed including the over time and deviation time.

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 Home, go to Attendance > Settings > User Shift Mapping > Import
  • Select the respective file which has to be imported. The file should be in the specified format

  • Click Import File


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.