Attendance

Attendance has two views:

• Pending: what is waiting for someone to act.
• All: every work day in a date range.

The number beside Attendance in the sidebar is how much is pending. Supervisors see the shifts they supervise. Managers, admins and the owner see everyone.

How hours count

Each work day shows three figures:

Figure	What it is
Rostered	How long the shift was due to run. Empty for flexible hours or no shift.
Worked	Clock in to clock out, after any corrections.
Counts	What goes towards pay. It is 0 until the hours are signed off. Shown under All.

Compare Worked with Rostered before you sign off.

If the app clocked a different length and a time was later corrected, select the row to see Clocked in app.

Hours inside the shift’s allowances count straight away. Hours with any flag below, except No clock-out, wait for a sign-off.

Flags

Flag	What happened
Late	Clocked in after the start, by more than the allowance.
Early in	Clocked in before the start, by more than the allowance.
Left early	Clocked out before the finish, by more than the allowance.
Late out	Clocked out after the finish, by more than the allowance.
No clock-out	Clocked in and did not clock out before the shift’s missed clock-out limit.
Not rostered	Clocked in with no shift assigned.
Flexible shift	On a shift with flexible hours. Every day needs a sign-off.
Off site	Clocked outside every location, on a shift set to Any location.
Manual	A time was added or corrected by hand.
Worked on a leave day	Approved leave covered the whole shift, and the person worked anyway.
Worked during leave	Some of the hours fall inside approved leave.

The first four show by how much, for example Late 12m.

The allowances are set on each shift. Approved leave changes when someone is expected. See Leave.

Pending

Hours waiting for a sign-off

1. Check the times and the flags, and compare Worked with Rostered. Select the row to see who recorded what.
2. Select Sign off.
3. Enter a Reason, for example agreed overtime, then select Sign off.

The hours now count towards pay. The reason and your name stay on the day.

When you cannot sign these hours, the row shows who can instead of the button:

• Needs a manager, Needs an admin or Needs the owner: the hours belong to someone at or above your role. An admin can sign off the owner’s hours.
• No clock-out: add the clock-out first.

Rejected attempts

Clock ins and outs that were not accepted. Each row shows why, the nearest location, how far away the person was and the GPS accuracy.

Why	What it means
Outside all locations	Not inside any location in use.
No GPS signal	The phone sent no position.
Already clocked in	Tried to clock in while still clocked in.
Not clocked in	Tried to clock out with nothing to clock out of.
Subscription inactive	Your trial or subscription had lapsed.
Organisation suspended	Your organisation was not active.
Pay period closed	The day is in a closed pay period.

Select Mark reviewed once you have dealt with it. This clears it from the count. It does not add any hours. You cannot review your own attempt. The owner is the exception, and has to enter a Note.

If the person really was at work, add a record for that day. If people on site keep being refused, widen the location’s radius.

Missing clock-outs

People who clocked in and did not clock out in time. To fix one:

1. Select Add clock-out on the row. The person, the work day and Clock out are already filled in.
2. Enter the Time. The row may show a Suggested clock-out time to start from.
3. Enter a Reason and select Save and sign off or Save.

The row leaves the list. After Save, the hours appear under Hours waiting for a sign-off.

All

Set From and To, then narrow by Employee, Shift, Location, Flag or Day status. The view opens on the current month.

The three totals above the list cover the whole range: Worked in this range, Counts towards pay and Waiting for sign-off.

The Sign-off column shows Waiting for sign-off, Signed off or Not clocked out. It is empty for hours that needed no sign-off.

On each row you can Sign off if the hours are waiting for you, or Open day. To export what you see, see Export.

A lock beside a work day means it is in a closed pay period and cannot be changed. See Pay periods.

Open a day

A day shows the Hours and every Record behind them: each clock in and out, whether it came from the App or is Manual, when it was recorded, the location and the distance.

You can also get here from Employees: select a name, then Open day, or pick a date under Open another day.

A day in a closed pay period shows Pay period closed instead of Add a record, and its records have no Correct or Void. See Pay periods.

Add a record

For a clock in or out that was missed.

1. Select Add a record.
2. Choose the Kind: Clock in or Clock out.
3. Enter the Date and Time, in your organisation’s time zone.
4. Check the preview of the work day this would make.
5. Enter a Reason, then select Save.

The time cannot be in the future. A clock-out needs a clock-in before it.

If the preview lists problems, the button reads Save anyway. The change can still be refused when you save.

Hours with a manual record need a sign-off. You can sign off hours you entered for someone else. The audit trail shows that the same person entered and signed them.

Save and sign off appears when the record completes a clock in and clock out, and you are allowed to sign off that person’s hours. It saves the record and signs the hours off in one step, with your Reason as the sign-off reason.

Save only saves the record. The hours wait under Hours waiting for a sign-off for you or someone else.

Correct a record

To change the time on a record:

1. Select Correct on the record.
2. Enter the new Date and Time.
3. Enter a Reason, then select Save, or Save and sign off when it is offered.

A correction cannot turn a clock in into a clock out. Void it and add a new record instead.

Void a record

For a clock that should not count, such as a double clock in.

1. Select Void on the record.
2. Enter a Reason, then select Void record.

Nothing is deleted. The original stays on the day under Earlier versions, and every change is in the audit trail.

A rejected attempt cannot be corrected or voided. Add a new record instead.

Let employees add their own missed records

Admins and the owner can let employees add missed clock ins and outs in the app.

1. Open Settings, then Attendance rules.
2. Tick Employees can add their own missed records.
3. Set How many days back they can go, from 1 to 366.
4. Select Save changes.

Someone senior still has to sign each one off. See Add a missed entry.