Attendance tracking is the process of accurately recording and monitoring the hours employees work at a company. This includes tracking the hours between when an employee enters and leaves the workplace, any overtime hours worked, and any time not performed due to absences or other reasons. Maintaining accurate attendance records is essential for proper payroll processing and compliance with labor laws and regulations.
In our HR platform, you can track employee working hours and overtime and manage attendance policies.
The first step towards consistent attendance management is to create an attendance policy and assign it to a specific location. This policy will then be automatically applied to all added or moved employees between locations.
Create attendance policies
To ensure consistent time and attendance management, follow these steps to create an attendance policy and assign it to a specific location:
To create an attendance policy, go to the Settings section.
Find and select Attendance policies in the list of settings.
In the Attendance policies section, click the New policy button.
Give the policy a name that reflects its purpose or the location for which it is being created.
Enable break tracking
You can enable break tracking for your team with a simple checkmark. This feature allows you to accurately track and manage employee breaks, ensuring compliance with labor regulations. To enable break tracking, follow these steps:
Choose the policy you wish to configure for break tracking or create a new policy if it doesn't exist yet.
In the policy settings section, find the Break enabled parameter and check the box next to it to enable this feature.
Click on the Save button to save the modifications you made to the policy.
Additionally, you can limit daily break durations by setting a maximum break time for each day. Policies offer flexible break duration options, including 30 minutes, 1 hour, 1.5 hours, or 2 hours. This option is available but not required.
Now, break tracking will be activated for your team, allowing you to accurately monitor your employees' breaks and comply with labor regulations.
Enable autofill entries and autofill breaks
Enable autofill for your employees by checking a box. This useful feature allows employees to automatically fill in their worked hours for the previous dates of the month.
Enable automatic population of break hours for each working day of the week by checking the Autofill breaks box. Those assigned to this policy will have the option to use the autofill feature for their break hours.
If they forget to log their hours, no worries! They can simply click the Autofill button in the Clock in tab, pick the work and break hours, and hit Apply. This will fill in all the past dates, but the future ones won't be filled out.
Assign policy to the location
Choose the location this policy will apply to from the available options. For example, if you select Poland as the location, this policy will be automatically applied to all employees who have Poland listed as their location in their profiles.
Exclude employees from policy
If you need to exclude certain employees from a policy, you can add a condition to ensure these employees are not subject to the policy's rules. Here's how to do it:
Go to the policy settings and add a specific condition to exclude the employee from the application of this policy.
Identify the employees to be excluded based on criteria such as department, role, or individual names.
By adding exclusion conditions, you can customize the application of the policy to fit your company's unique needs, ensuring flexibility and precision in policy enforcement.
Permissions to manage attendance
In the Roles & Permissions section, under Edit role/New role → Company → Time, there’s a checkbox labeled Manage attendance. Users with access to Manage attendance permission:
Have access to Attendance tab.
Can track attendance on any employee within the company.
Can nudge employees to submit their timesheet.
Export the reports on the worked hours in Excel and .csv format.
Additional resources
For a guide on how to track time and submit the timesheet as an employee, see Manage your attendance.
For a guide on how to manage attendance in the system as a manager, see Manage attendance on the company level.
For a guide on how to adjust the expectancy of work hours a day, refer to How to change expectancy of working hours.