Calculating Attendance
The system allows you to calculate attendance days for employees over a specified time period. The system calculates the expected and actual working hours and the status of each day based on shifts and entered attendance records.
Before You Begin
Make sure you have the “Calculate Daily Attendance” permission in your assigned role.
Steps to Calculate Attendance
- From the main menu, click “Attendance.”
- Click “Attendance Days.”
- Click the “Calculate Attendance” button.
- The calculation screen appears. Enter the time period range:
- From (Required): Select the calculation start date from the calendar.
- To (Required): Select the calculation end date from the calendar.
- Select the criterion for determining which employees to include — choose one of the following: Select by Rules (Default): Select employees based on grouped criteria — all fields are optional:
- Branch: Select the required branch or leave as “All Branches.” This field only appears if the Branch feature is enabled on the account.
- Designation: Select the required job title or leave as “All Designations.”
- Department: Select the required department or leave as “All Departments.”
- Shift: Select the required shift or leave as “All Shifts.”
Select Employees: Select one or more employees directly from the search field.
- If you want the automatic calculation to replace days that were previously entered manually, enable the “Override Manually Entered Attendance Days” option.
The system remembers this selection — if you enable it now it will be pre-enabled in future calculation runs.
- Click the “Calculate” button.
What Does the System Calculate?
For each day and each employee, the system:
- Checks whether the day is a public holiday or day off.
- Identifies the applicable shift, if an allocated shift exists for the employee, it overrides the main shift.
- Calculates and categorizes attendance signs: the first sign in the sign-in window is saved as the Sign In, and any subsequent signs as Repeated Sign In. The last sign in the sign-out window is saved as the Sign Out, and any earlier signs as Repeated Sign Out.
- Determines the day status: Present when both sign-in and sign-out are recorded, Sign In Only or Sign Out Only when only one is present, Absent when no attendance is recorded, checking first for an applicable attendance permission or leave — or Leave / Day Off based on the employee’s leave policy.
- Calculates expected and actual working hours.
- Calculates attendance delay taking into account the grace period defined in the shift.
- Calculates early departure.
After the Calculation Completes
A success message appears: “Days from [date] to [date] calculated successfully.“ You are automatically redirected to the Attendance Days list filtered by the date range and employees specified in the calculation criteria.
An attendance permission cannot be deleted if it has already been used in a calculation.