# Manage attendance

# Introduction

The Attendance Management module is your central hub for tracking, managing, and processing employee attendance records. Whether you need to manually add attendance entries, import bulk data, filter records for specific periods, or reprocess attendance after making corrections, this module provides all the tools you need in one place.

# Primary info

In this page we can add new attendance, import attendance, reprocess attendance, filter attendance, Edit attendandance ,Delete Records ,View Attendance

# Viewing Your Own Attendance

To view attendance, Click on the date link in the table or click the edit icon on respective row.

# Adding New Attendance Records

Use this feature when employees forget to punch in/out or when you need to manually record attendance for any reason.

# Step-by-Step Guide

Step 1: Access the Add Attendance Screen

Click the "Add New Attendance" button from the main attendance screen.

Step 2: Fill in the Basic Information

You'll see a form with the following fields:

# Required Fields:

Attendance Date (Required)
- Select the date for which you're recording attendance
- Future dates are disabled
- Format: DD/MM/YYYY
Employee (Required)
- Start typing the employee name or code
- Select from the dropdown list
- Only active employees appear in the list

Step 3: Add Attendance Logs

The system provides 5 empty log rows by default. Fill in the details for each punch in/out:

For each log entry, you can specify:

Transaction Date
- The actual date of the punch
- Auto-fills with the attendance date when you click the field
- Can be different from attendance date (for night shifts)

Status (Required if log is filled)
- IN - Employee punch in
- OUT - Employee punch out
- Dropdown selection

Time (Required if other fields are filled)
- Enter the punch time in 24-hour format
- Format: HH:MM (e.g., 09:00, 14:30)
- The system automatically adds the colon after you type two digits
- Invalid times (like 25:00 or 09:00 AM) will show an error
- Tooltip available with help information

Function Key (Optional)
- F1 - Normal Entry (default)
- F2 - Lunch Break
- F3 - Business Out
- F4 - Personal Out
- Helps categorize different types of breaks or outings

Device (Required if log is filled)
- Select the device used for punching
- Dropdown lists all configured attendance devices
- Defaults to the first device when focused

Step 4: Add More Logs (If Needed)

Click the "Add New Log" link to add additional rows if you need more than 5 entries.

Step 5: Remove Unwanted Logs

Click the trash icon next to any log row to remove it.

Step 6: Add Remarks

Remarks (Required, minimum 5 characters)
- Type a detailed explanation for the manual entry
- Must be at least 5 characters long
- Examples: "Employee forgot to punch in", "Manual correction for system error"

Step 7: Save

Click the Save button to create the attendance record.

The system will:

Validate all required fields
Check for duplicate entries
Create the attendance logs
Process the attendance automatically
Show a success message

# Importing Attendance Records

The import feature allows you to bulk upload attendance data from an Excel file, perfect for updating multiple records at once.

# Step-by-Step Guide

Step 1: Open Import Screen

Click the "Import Attendance" button from the main attendance screen.

Step 2: Download the Template

Click the Download Template button
The system downloads a pre-formatted Excel template
Save the template to your computer

Step 3: Upload the Filled Template

Click the Import Attendance Sheet button
Select your filled Excel file
The system uploads and validates the data

# Filtering Attendance Records

The filter feature helps you find specific attendance records by date range and employee groups.

# Step-by-Step Guide

Step 1: Open Filter Screen

Click the Filter button from the main attendance screen.

Step 2: Select Date Range

Click on the "Select Dates" field
Choose a start date and end date
The range defaults to the last month
Future dates are disabled
Format: DD/MM/YYYY

Step 3: Select Employee Groups

Click the "Select Employee Groups" dropdown
Choose one or more employee groups
Options include:
- Employees Under Me - Your direct reports
- All Groups - Select specific employee groups
You can select multiple groups
Type to search for specific groups

Step 4: Select Individual Employees

After selecting groups, the system shows all employees in those groups:

Employee Cards display:
- Profile photo or initials
- Full name and employee code
- Email address
- Selection status (checkmark or X)
Search Employees:
- Type in the search box to filter employees
- Searches by name and employee code
- Clear to show all employees again
Select All checkbox:
- Check to select all displayed employees
- Uncheck to deselect all
Click individual cards to toggle selection:
- Selected cards show blue background with checkmark
- Unselected cards show white background with X
Counters show:
- Available Employees: Total in the list
- Selected Employees: Number selected

Step 5: Apply Filter

Click the Confirm button to apply the filter.

The system will:

Show only matching attendance records
Display filter applied status
Show a Refresh button to reload data
Update the URL with filter parameters (you can bookmark or share filtered views)

Step 6: Clear Filter

Click the Clear Filter button to:

Remove all filters
Show all attendance records
Return to the default view

# Editing Attendance Records

You can modify any attendance record to correct errors or add missing information.

# Step-by-Step Guide

Step 1: Access the Edit Screen

Click the edit icon (pencil) in the Actions column of any attendance record.

Step 2: View Attendance Details

The edit screen shows comprehensive information in sections:

# Basic Information

Employee name and code
Attendance date
Work hours summary
Status (Present, Absent, Late In, etc.)
Shift information

# Attendance Process Data

Start and end times
Total hours worked
Late hours
Early out hours
Overtime details
Deduction information

# Process Details

First punch/last punch calculations
Total break time
Worked hours
Shift details

# Process Logs

A table showing all attendance logs for the day:

Transaction date
Time
Status (IN/OUT)
Device used
Function key
Remarks

Step 3: Edit or Delete Logs

In the Process Logs section:

Click the edit icon to modify a log
Click the delete icon to remove a log
The system reprocesses attendance after changes

Step 4: Create New Log

Click the "Add New Log" link to:

Open the log editor
Add a new attendance log
Specify all required fields
Save to update the attendance

Step 5: Log Editor

When editing or adding logs, a dialog appears with:

Transaction Date: When the punch occurred
Time: Punch time in HH:MM format
Attendance Date: The attendance date (disabled, for reference)
Status: IN or OUT selection
Device: Device used for punching
Remarks: Reason for the change (min 5 characters)
Function Key: F1-F4 (only for OUT status)

Step 6: Save Changes or Cancel Changes

Click Save to:

Validate the data
Update the log
Reprocess attendance automatically
Show success message

Click Cancel to:

Confirm cancellation
Discard unsaved changes
Return to the attendance detail view

# Reprocessing Attendance

Reprocessing recalculates attendance based on the latest attendance logs and policies. Use this after making changes to ensure all calculations are correct.