Staff attendance and the check-in desk

Staff attendance answers "who was at work on this day?" You can mark the list yourself, or let staff check in with a PIN at a check-in desk. Both end up in the same record and the same monthly report.

Two rules keep the numbers honest. A day nobody marked stays Not marked. It is never counted as absent on its own. And approved leave shows as On leave without anyone entering it.

Mark the day

HR → Staff Attendance shows one day at a time.

Each row has the Employee, a Status, the time In and Out, and Remarks. The statuses are Present, Late, Absent, Half day and On leave. Attendance cannot be marked for a day that has not come yet.

To mark quickly:

• Change the Status on a row, and enter the times if you want them.
• Tick several rows and use Mark selected as…. You see "Marked".
• Use Mark the rest as… and choose Present or Absent. Everyone not marked yet, and not on leave, is set to that. You see "12 employees marked".

Use the filters for Category, Department and Not marked yet to see who is left.

The top bar and the More menu also give you the Check-in desk, the Monthly report, Import attendance (a file, with a preview), Export (CSV), Export (Excel) and Print for the day.

Set the working day

Open More → Settings.

Click Submit. You see "Settings saved".

The check-in desk

HR → Check-in Desk is a screen to leave open on the secretary's computer or a tablet at the gate.

1. Each person needs a check-in PIN of 4 to 6 digits. Set it on their employee page, under Check-in PIN (see Add and manage employees).
2. The person types their PIN and taps Check in / out.
3. The first time that day they are checked in, and marked Present, or Late if it is after the start time plus the grace minutes.
4. The next time that day they are checked out and the time out is saved.
5. A third time shows that they are already done for the day.

The desk tells the person their name and the result. Someone who is on approved leave, or has left the school, is told so instead. After several wrong PINs, the desk stops for a minute ("Too many wrong PINs. Wait a minute and try again."), so a PIN cannot be guessed.

Do not share PINs. Two people cannot have the same PIN. If someone forgets theirs, set a new one on their employee page.

The monthly report

HR → Staff Attendance Report (or Monthly report on the attendance page) shows one row per person for a month.

The columns are Present, Late, Half days, Absent, On leave, Not marked and Attendance (a percentage). The percentage counts present and late days (half a day for a half day) out of the days marked present, late, half day or absent. Leave and unmarked days are left out. Filter by Category, and use Export or Print.

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