Employee Records

Configuration

This screen contains configuration settings specific to the Time module. From this screen you can change the following settings

• Employee can change current time during punch in and punch out: Set this to “yes” to allow the time to be changeable when employees are using the Punch In / Punch Out screen otherwise set this to “no”.
• Require employee location: Set this to “yes” to obtain the user’s location when they Punch In or Punch Out otherwise set this to “no”. Setting this option to “yes” adds a few seconds to the Punch In and Punch Out process and is set to “no” by default.
• Timesheet basis: This determines how the time available for assignment among projects and task on the timesheet is determined. Select “Actual Hours” to base it on the actual hours recorded for the employee, otherwise it will be based on the total contracted hours for the employee calculated using the start and end times of the employee’s current shift.
• Auto Clock-Out after: This is the maximum number of hours which an employee is allowed to stay clocked-in before being automatically clocked out. The default is 18 hours.
• Remote Clock-in/Clock-out Confirmation: Set this to yes if you want the system to send a confirmation message to the employee once they have been successfully clocked in or out outside of the portal i.e. finger print machine, App etc
• Lateness Alert: Set this to “yes” to alert relevant recipients when a user clocks-in late and outside of the grace period
• Before Hours Alert: Set this to “yes” to alert relevant recipients when a user clocks-in before resumption time and outside of the grace period
• After Hours Alert: Set this to “yes” to alert relevant recipients when a user clocks-in after closing time and outside of the grace period
• Grace Period: This is the extra time (in minutes) within which an alert will not be sent for the relevant alert.
• Send Attendance Alert To: Set to 1^st Level Managers” to send alert to the employee’s immediate managers, “1^st and 2^nd Level Managers” to send alert to the employee’s immediate managers and the managers of each manager.
• Other Recipients: Add recipients to the list who will get notification when an employee’s attendance alert is triggered. Enter part of an employee’s name and click the search button to search for the employee. Once found, click the “Add Recipient”

Import Records

The system supports bulk importation of employee attendance from a CSV file, this is provides a way to integrate the data provided by external time management systems such as magnetic cards or contactless cards where employees touch / swipe in and touch / swipe out as the leave the company premises. The system can process up to 1,000 individual attendance records at a time and such data is automatically validated and integrated into the system.

From this screen, you will be able to import attendance records using the provided CSV file. Follow the steps below to import attendance records

• Navigate to the import attendance screen by clicking Time > Attendance > Import Records
• Download the sample import file if you don’t already have it by clicking the link under the “Upload Steps” section. Note: If you have data extracted from a magnetic card reader or biometric device, you should download the “import file generator” instead. Once the file opens in Excel you must enable macros for it to work properly.
• Fill in the fields using the field description below
  • FullName: This is the full name of the employee namely, first, middle and last name. This field is compulsory
  • PunchInDate: This is the attendance start date. This field is compulsory
  • PunchInTime: This is the attendance start time. This field is compulsory
  • PunchInNote: Any related notes to the punch in event
  • PunchOutDate: This is the attendance end date. This field is compulsory
  • PunchOutTime: This is the attendance end time. This field is compulsory
  • PunchOutNote: Any related notes to the punch out event
• Save the file to a location of your choice
• From the Import attendance screen, click the “browse” button
• Select the save file from the chosen location
• Click the “upload” button

The file will now be processed and you will be invited to download a file containing the result of the operation.

Note: If the import file contains more than 1,000 entries then only the first 1,000 entries will be processed. To process more than 1,000 entries, split into multiple upload files.