People Help

Attendance Tracker

A powerful attendance management system is a vital part of any organization. Zoho People provides you a powerful and user-friendly attendance management system that helps you to track your employees' time and attendance in an effective way.

Benefits of Attendance Management System

  • Simple and easy-to-use web-based tool.
  • Automatic online sync.
  • Customizable settings.
  • Graphical representation of reports.
  • Eliminates paper work.
  • Saves great deal of time.

Click the links below to learn more about the configuration process of the Attendance Tracker, employee attendance entry details and the report generation of attendance records.

Attendance Settings

Zoho People offers flexible and customizable options to configure the Attendance module according to your organization needs and requirements. You can set IP restriction for your organization, allow web check-in/check-out, set minimum working hours for half day and full day, add multiple different shifts based on locations and map user ID with the attendance terminals to automatically synchronize the employee attendance. Please read below the functions of each settings before configuring the Attendance module for your organization.

General Settings

General Settings

General settings help you to configure some basic settings for your organization. They are as follows.

Effective From: Select a date from the Calendar when the Attendance Module should take effect.

Default Shift Timing: Select a default shift timing for your organization.

Working Hours

Total Working Hours Calculation: Attendance Module enables you to include/exclude the intervals such as tea breaks and meal breaks for the total working hours calculation.

Total Working Hours for Report Calculation: Attendance Module enables you to exclude break timings from the total working hours for report calculation.

Minimum Working Hours for Full day & Half day: You can configure the minimum working hours for half day and full day. The system will automatically update the attendance status as 'Half Day' and 'Full Day' accordingly.

Permission

Web Check-in/Check-out: Attendance Module can be integrated with the Attendance Terminals in your organization, using API. If you want to allow simultaneous check-in and check-out via both attendance terminals and web portal, you can enable this option.

Allow users to edit their attendance entries This will allow your employees to edit their own attendance entries. You can also notify your Administrator when it is modified.

Show attendance report page You can choose to show the attendance report page to Admin or Reporting Manager. For Reporting Manager, only his/her team members' report will be displayed. For Admin, whole organization's report will be displayed.

Shift Details

Your organization may have branches located in different countries around the world. So, work timings will also differ. Attendance Module allows you to add multiple shifts based on locations.

How to Add Shift

  1. Log in as Admin
  2. Go to Attendance tab and click 'Attendance Settings'.
  3. Go to 'Shift Details'.
  4. Click 'Add Shift'.
  5. Enter the Shift name and the 'From' and 'To' timings.
  6. Click 'Add'.

User Shift Mapping

User Shift Mapping allows you to schedule and map fixed shift for individual users in your organization. It helps you to map a specific shift for an individual user or group of users using 'Import' option. For example, if you have departments like Engineering Department, Technical Support Department, Testing Department you can map each department users under respective shifts based on their work timings. A user can be mapped to only one fixed shift. All other users will be in the default general shift.

How to map shift for user?

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Settings'.
  3. Go to 'User Shift Mapping'.
  4. Click 'Add User Shift Mapping'.
  5. Enter the Employee ID or Employee Name of the user for whom you would like to map the shift.
  6. Select the Shift that you want to map it for the user.
  7. Click Add.

Note:

  • A user can be mapped to only one fixed shift and each user has to be mapped individually.

How to import users for user shift mapping?

Instead of mapping shift for each user individually, you can just import bulk users and map shifts for users at a time. It makes it more easier and simpler for you to map shifts for group of users. Import takes only less time and once you import, users will automatically be mapped to the respective shifts.

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Settings'.
  3. Go to 'User Shift Mapping'.
  4. Click 'Import'.
  5. Choose the file from your computer that you would like to import.
  6. The file should be in the specified format.
  7. Click 'Import File'.

Important:

  • The file should be in XLS & CSV formats.
  • Please 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.

User ID Mapping

You can seamlessly integrate your attendance terminals with Zoho People's Attendance module, using the API. Simply swipe your ID card through a reader or punch card at the terminals and the system will automatically record your in-time and out-time. Not just that! It will automatically calculate the total number of hours worked, thus reducing manpower and the time needed to verify the attendance data. Here is the API link to configure the user ID Mapping

How to Map User ID

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Attendance Settings'.
  3. Go to 'User ID Mapping'.
  4. Click 'Add User ID Mapping'.
  5. Enter the name or ID of an employee.
  6. Enter a unique Mapper ID.
  7. Click 'Add'.

IP Restrictions

Zoho People's Attendance module is an online attendance management system and your employees can access it from any part of the world. Zoho People helps you to restrict your employees from accessing the Attendance module outside your company, by setting up the IP restriction. This will avoid proxy entries and prevent employees accessing the Attendance module from external IP addresses.

How to Add IP Restriction

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Attendance Settings'.
  3. Go to 'IP Restrictions'.
  4. Click 'Add IP Restrictions'.
  5. Enter your organization's external IP address in the From and To Fields.
  6. Click 'Add'.

Import Attendance Details

You can easily import employee attendance data from third party applications into Zoho People's Attendance Module.

How to import attendance details

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Attendance Settings'.
  3. Go to 'Import Attendance Details'.
  4. Click 'Choose File' and select the file to be imported from your computer.
  5. Click 'Import File'.

Attendance Entry

Zoho People's Attendance Module enables you to check-in and check-out via web portal. Employees can simply log their check-in time and check-out time and Administrators can track employees' attendance every week and every month. The Attendance management tool perfectly calculates the time duration between every check-in and check-out. You can also export the attendance details of your employees in XLS format.

How to log entry in the Attendance Module

  1. Go to Attendance tab and click 'Attendance Details'.
  2. Tap 'Check-in' and 'Check-out' while entering and leaving office.

How to view employee attendance details

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Attendance Details'.
  3. From the filter section, choose the month and enter the name of the employee.
  4. You can choose either 'List View' or 'Tabular View' to view the attendance details.
  5. List view will just let you view the attendance details whereas Tabular view will let you edit the attendace details.
  6. You can also export the attendance details of an employee in XLS format.

How do I (Admin) manually log attendance for my employees

Attendance Tracker enables you to manually log attendance for your employees for past days. For example, if your employees forget to check-in or check-out, you (Administrators) can manually log attendance for them, based on the request. Here's how you can do it:

How to manually log attendance for past days

  1. Log in as Admin.
  2. Go to 'Attendance Tracker'.
  3. Click 'Entry'.
  4. Go to Tabular view.
  5. From the filter option, select the employee name and the month.
  6. Click Edit icon under 'Actions'.
  7. Manually log time.
  8. Click 'Update'.

Setting Time Zone

Employees can set their respective time zones in the attendance 'Entry' section. Once set, attendance will be generated for each employee based on the configured time zones.

How to set time zone

  1. Log in to your account.
  2. Go to 'Attendance Tracker'.
  3. Click 'Entry'.
  4. At the right side of the page, click the time zone format. Your current time zone will be displayed.
  5. Click the drop down list and choose your current time zone.
  6. To scroll up or down, place your mouse pointer over the up and down arrow keys.

Attendance Report

Attendance Report gives you an accurate graphical report of your employee attendance details. Get daily reports and custom reports for individual employees, departments and locations. You can also export the attendance report data in XLS format.

Daily Report

The Daily Report will list all employees' attendance details for the day, or other date/period you specify. You can view the daily report in List view and Chart view. The report is color-coded for Absent, Present, Leave and Holiday. It allows you to generate daily report for a specific department, location and for a specific time period. You can also export daily reports in XLS format.

Custom Report

Generate custom reports for individual employees, locations, departments and time period.

How to generate daily report

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Report'.
  3. Go to 'Daily Report'.
  4. Customize the filter and click 'Search' to generate daily report.
  5. You can export the generated report, if needed.

How to generate custom report

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Report'.
  3. Go to 'Custom Report'.
  4. Customize the filter and click 'Search' to generate custom report.
  5. You can export the generated report, if needed.

User Report

User 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. Any user who has the 'Admin' role can access the User Report.

How to view User Reports?

  1. Log in as Admin.
  2. Go to Attendance tab and click 'Report'.
  3. Go to 'User Report'.
  4. Type in the employee name in the 'Filter Box' and choose the dates and click 'Search'.
  5. The complete attendance summary of the particular user will be displayed including the over time and deviation time.

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