Attendance

Last updated: 2026-03-29

Attendance Overview

The Attendance module is an electronic timeclock for your staff. It allows employees to clock in when they start working and clock out when they finish. The system automatically calculates their hours worked, adjusts for their personal timezone, and verifies their physical location using GPS to ensure they are actually at the job site.

When Do I Use This?

  • Daily Routine: Employees use this module every day to record their start and end times.
  • Location Verification: When you need to ensure off-site or field employees are at the correct location before they can clock in.
  • Timesheet Review: When managers or accountants need to review hours worked for payroll processing.
  • Approvals: When a manager needs to review and approve hours for an employee who clocked in outside of their designated work area.

How To Use

Clocking In and Out

Employees use the same button to start and end their shift.

  1. Navigate to HR → Attendance → Dashboard.
  2. Select your current Job (if you hold multiple roles).
  3. Click the Sign button.
  4. If prompted by your web browser or mobile phone, Allow Location Access. The system needs this to verify you are at the job site.
  5. To clock out at the end of your shift, return to the screen and click Sign again. The system will automatically calculate your total hours.

Reviewing Timesheets

Managers and HR staff can pull up timesheets to see a history of attendance.

  1. Go to the Attendance Dashboard.
  2. Click on Attendance Report.
  3. Filter by the employee or job to view their clock-in times, clock-out times, and total hours. Times are automatically shown in the employee's local timezone.

Approving Attendance (For Managers)

If an employee clocks in far away from their assigned job site, the system flags the entry as "Not Approved". Managers must review these manually.

  1. Pending approvals will appear on the manager's dashboard.
  2. Review the employee's logged location versus the required job site location.
  3. If valid (e.g., they were running a work errand), you can manually mark the attendance as Approved.

Configuring Strict Location Rules (HR/Admin)

  1. Go to the Attendance Dashboard and open Settings.
  2. Check the Reject Invalid Attempt box if you want the system to completely block employees from clocking in/out if they are not at the correct job site.
  3. Click Save.

Field Descriptions

Attendance Record

Field Name Description
Job The specific role or assignment the employee is clocking time for.
Time Start The exact date and time the employee clocked in.
Time End The exact date and time the employee clocked out.
Hours Automatically calculated time worked (Time End minus Time Start). If an employee forgets to clock out and exceeds double their standard shift hours, this may reset to 0 to trigger a manual review.
Approved Checked automatically if the employee was within the allowed GPS radius of the job site when clocking in and out. If unchecked, a manager must review it.
Latitude / Longitude / Accuracy The GPS coordinates and location accuracy of the employee's device. Captured once at clock-in and again at clock-out.
Device & IP Details Technical details (like the phone or computer model and internet address) used to ensure secure and authentic clock-ins.

System Settings

Field Name Description
Reject Invalid Attempt If turned on, the system will not record the clock-in/out at all if the employee is outside the allowed physical area. If turned off, the system records the time but marks it as "Not Approved" for a manager to review later.
Active Determines if this settings profile is currently in use by the company.
Tip: If an employee's hours show as "0" but they definitely worked, check if they forgot to clock out! The system prevents unrealistic shifts (like a 24-hour shift for a standard 8-hour job) by resetting the hours so a manager can correct it.
Note on Privacy: Location data is only captured at the exact moment the employee clicks the "Sign" button. The system does not continuously track an employee's location throughout the day.
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