The Attendance Module is a comprehensive monitoring and management system that provides real-time visibility into employee attendance, presence tracking, and attendance analytics. It complements the DTR (Daily Time Record) module by offering a more dynamic, real-time view of who is present, absent, or late.
| Feature | Attendance Module | DTR Module |
|---|---|---|
| View Type | Real-time monitoring | Historical records |
| Update Frequency | Live (minutes) | Batch (10 minutes) |
| Primary Use | Current status | Payroll/Analysis |
| Data Focus | Today/This week | Month/Year data |
| Action Type | Quick notifications | Approvals/Corrections |
| Reporting | Dashboard/Summary | Detailed exports |
Attendance Module
│
├── Index View (attendance.index)
│ ├── Overall statistics
│ ├── Today's attendance summary
│ ├── Employee list with status
│ └── Quick actions
│
├── Monitoring View (attendance.monitoring)
│ ├── Real-time presence tracking
│ ├── Live clock in/out updates
│ ├── Department-based filtering
│ ├── Status indicators (present/absent/late)
│ └── Current activity feed
│
└── Show View (attendance.show)
├── Individual employee details
├── Today's attendance record
├── Historical view (last 7 days)
├── Detailed time tracking
└── Management actionsPurpose: Know who is at work right now
What It Does:
Who Uses It:
Use Cases:
Scenario 1: Facility Manager
"It's 9:30 AM. Who has arrived to the office?"
View: Attendance monitoring shows 45 out of 50 employees present
Scenario 2: Department Manager
"Is my team here for the 10 AM meeting?"
View: Check Sales department - 8 out of 8 present
Scenario 3: Security
"Who's in the building after hours?"
View: Monitor real-time and see which employees are still workingPurpose: Classify each employee's current status
Status Types:
PRESENT ✓
├─ Clocked in at normal time (before/at start time)
├─ Actively working
├─ Regular status
└─ Example: Clocked in at 8:00 AM
LATE ⏱
├─ Clocked in after standard start time
├─ Still present but marked late
├─ Requires approval/notation
└─ Example: Clocked in at 8:45 AM (when start is 8:00 AM)
ABSENT ✗
├─ No clock in record for the day
├─ No employee presence
├─ Possible leave/sick day
└─ Example: No activity recorded as of 10 AM
NOT YET CLOCKED IN ⏳
├─ Haven't clocked in yet today
├─ Time before expected clock in
├─ Not marked absent yet
└─ Example: 7:50 AM, before 8:00 AM start
ON BREAK ☕
├─ Clocked in but on authorized break
├─ Temporary absence
├─ Expected to return
└─ Example: Lunch break 12-1 PM
LEFT EARLY 🚪
├─ Clocked out before end of shift
├─ May have approval (medical, personal)
├─ Partial day work
└─ Example: Clocked out at 4:30 PM (when shift ends 5 PM)
ON LEAVE 📅
├─ Approved absence (vacation, sick, personal)
├─ Scheduled/pre-arranged
├─ Not counted as absent
└─ Example: Approved vacation dayStatus Indicators:
Visual Representation:
✓ Green circle = Present
⚠ Yellow circle = Late / On break
✗ Red circle = Absent
⏳ Gray circle = Not yet clocked in
📅 Blue circle = On approved leavePurpose: Understand attendance patterns and trends
Analytics Provided:
Today's Summary:
├─ Total employees: 250
├─ Present: 235 (94%)
├─ Late: 10 (4%)
├─ Absent: 5 (2%)
└─ On Leave: 0
This Week:
├─ Average attendance: 92%
├─ Average late arrivals: 8 per day
├─ Attendance trend: Improving ↑
└─ Problem areas: Sales dept (88%)
By Department:
├─ HR: 15/15 (100%)
├─ Sales: 35/40 (87.5%)
├─ Engineering: 48/50 (96%)
├─ Operations: 55/60 (91.7%)
└─ Support: 28/30 (93.3%)Purpose: Enable fast responses to attendance issues
Supported Actions:
For Individual Employees:
├─ Mark as present (if system error)
├─ Mark as absent (if overlooked)
├─ Approve lateness
├─ Send notification/reminder
├─ Flag for HR review
└─ Request documentation
For Groups:
├─ Send mass notification (meeting reminder)
├─ Alert department of low attendance
├─ Prepare for low staffing
└─ Trigger backup plans| Benefit | Impact | Business Value |
|---|---|---|
| Quick Response | Address issues in real-time | Reduce meeting delays, confusion |
| Staffing Visibility | Know who's available | Better task allocation |
| Security | Know who's in building | Safety, access control |
| Accountability | See actual presence | Fair performance evaluation |
| Pattern Detection | Identify chronic issues | Early intervention |
| Compliance | Document presence | Legal/audit requirements |
| Efficiency | No need to call/email | Save time and communication |
| Planning | Forecast absences | Resource planning |
Step-by-Step:
Log in to Admin Account
https://your-dtr-system.com/loginNavigate to Attendance
/admin/attendanceSelect View Type
URL Access:
Attendance Index: /admin/attendance
Attendance Monitoring: /admin/attendance/monitoring
Employee Details: /admin/attendance/{employeeId}/show
Employee Details: /admin/attendance/{employeeId}To access Attendance module, you must have:
| Permission | Role | Can Access |
|---|---|---|
| View Attendance | Admin | ✅ Yes |
| View Attendance | HR Manager | ✅ Yes |
| View Attendance | Department Manager | ✅ Limited (own dept) |
| View Attendance | Employee | ❌ No (only own record) |
| Edit Attendance | Admin | ✅ Yes |
| Edit Attendance | HR Manager | ✅ Yes |
| Edit Attendance | Dept Manager | ❌ No |
| Send Notification | Admin | ✅ Yes |
| Send Notification | HR Manager | ✅ Yes |
Recommended Browsers:
Screen Size:
Auto-Refresh:
The Attendance module has three main views:
┌─────────────────────────────────────────┐
│ ATTENDANCE MODULE │
├─────────────────────────────────────────┤
│ │
│ View 1: INDEX (Summary & List) │
│ ├─ Overall statistics │
│ ├─ Today's attendance summary │
│ ├─ Department breakdown │
│ ├─ Employee list with status │
│ ├─ Filters and search │
│ └─ Quick action buttons │
│ │
│ View 2: MONITORING (Real-time) │
│ ├─ Live presence dashboard │
│ ├─ Clock in/out feed │
│ ├─ Department filtering │
│ ├─ Status indicators (color-coded) │
│ ├─ Live notifications │
│ └─ Current activity timeline │
│ │
│ View 3: SHOW (Individual) │
│ ├─ Single employee details │
│ ├─ Today's attendance record │
│ ├─ 7-day attendance history │
│ ├─ Detailed time tracking │
│ ├─ Approval/action buttons │
│ └─ Historical trends │
│ │
└─────────────────────────────────────────┘Use INDEX View When You:
Use MONITORING View When You:
Use SHOW View When You:
The Index View is the main dashboard showing overall attendance summary and employee list.
┌──────────────────────────────────────────────────────────┐
│ Attendance [Date] [Today] │
├──────────────────────────────────────────────────────────┤
│ │
│ STATISTICS CARDS (Top Section) │
│ ┌──────────┐ ┌──────────┐ ┌──────────┐ ┌──────────┐ │
│ │ Present │ │ Late │ │ Absent │ │ Leave │ │
│ │ 245 │ │ 10 │ │ 5 │ │ 3 │ │
│ │ (94%) │ │ (4%) │ │ (2%) │ │ (1%) │ │
│ └──────────┘ └──────────┘ └──────────┘ └──────────┘ │
│ │
│ FILTERS & ACTIONS │
│ [Search: ________] [Dept ▼] [Status ▼] [Export] │
│ │
│ EMPLOYEE LIST │
│ ┌────────────────────────────────────────────────────┐ │
│ │ Name Dept Status Clock In Time Worked │ │
│ ├────────────────────────────────────────────────────┤ │
│ │ Maria Santos Sales ✓Present 8:00 AM 1 hr 23m │ │
│ │ John Doe Eng ✓Present 8:15 AM 1 hr 8m │ │
│ │ Anna Cruz HR ⏱ Late 8:45 AM 28 min │ │
│ │ Robert Smith Ops ✗Absent -- -- │ │
│ │ Sarah Johnson Sales ✓Present 7:55 AM 1 hr 28m │ │
│ │ │ │
│ │ [Previous] Page 1 of 10 [Next] │ │
│ └────────────────────────────────────────────────────┘ │
│ │
└──────────────────────────────────────────────────────────┘┌──────────────────┐
│ Present │
│ ████████████ │
│ 245 │
│ (94% of 260) │
└──────────────────┘What It Shows:
Includes:
Example Meaning: "245 out of 260 total employees are at work today"
┌──────────────────┐
│ Late │
│ ████ │
│ 10 │
│ (4% of 260) │
└──────────────────┘What It Shows:
Definition of Late: Clocked in after standard start time (usually 8:00 AM)
Example Meaning: "10 employees arrived after 8:00 AM today"
┌──────────────────┐
│ Absent │
│ ██ │
│ 5 │
│ (2% of 260) │
└──────────────────┘What It Shows:
Possible Reasons:
┌──────────────────┐
│ On Leave │
│ ██ │
│ 3 │
│ (1% of 260) │
└──────────────────┘What It Shows:
Types of Leave:
Column 1: Employee Name
Shows: Full name of employee
Click to: View full details (show view)
Sortable: Yes (A-Z or Z-A)
Example: "Maria Santos"Column 2: Department
Shows: Which department employee belongs to
Options: Sales, Engineering, HR, Operations, Support, etc.
Filterable: Yes (can filter by dept)
Example: "Sales"Column 3: Status
Shows: Current attendance status
Options:
✓ Present (green)
⏱ Late (yellow)
✗ Absent (red)
📅 On Leave (blue)
⏳ Not Yet Clocked In (gray)
Example: "✓ Present"Column 4: Clock In Time
Shows: Time employee clocked in (HH:MM AM/PM)
Blank if: Not clocked in yet
Format: 24-hour format or AM/PM
Example: "8:00 AM" or "08:00"Column 5: Time Worked
Shows: How long employee has been working
Updated: Every minute
Format: Hours and minutes (X hr Y min)
Example: "1 hr 23 min"
Calculated: Current time - Clock in timeColumn 6: Actions
Shows: Quick action buttons
Options:
ⓘ View - See full details
✎ Edit - Modify clock times
✓ Approve - Approve late arrival
✗ Reject - Reject/question absence
🔔 Notify - Send message to employeeToday (Default)
├─ Shows current date's attendance
├─ Live updating
└─ Example: December 5, 2025
Specific Date
├─ Choose any past date
├─ Shows historical data
└─ Example: December 4, 2025
Date Range
├─ Select start and end date
├─ Shows multiple days
└─ Example: Dec 1-5, 2025
This Week
├─ Shows last 7 days
├─ Includes weekends
└─ Example: Nov 29 - Dec 5
This Month
├─ Shows all days in current month
├─ Updated monthly
└─ Example: All of DecemberAll Departments (Default)
├─ Shows all employees
└─ No filtering
Sales Department
├─ Shows only Sales employees
└─ Count: 40 employees
Engineering Department
├─ Shows only Engineering employees
└─ Count: 50 employees
HR Department
├─ Shows only HR employees
└─ Count: 15 employees
Operations Department
├─ Shows only Ops employees
└─ Count: 60 employees
[+ Add more departments as needed]All Statuses (Default)
├─ Shows all employees
└─ No filtering
Present Only
├─ Shows clocked in employees
└─ Count: Varies
Late Only
├─ Shows late arrivals
└─ Count: Varies
Absent Only
├─ Shows no-shows
└─ Count: Varies
On Leave Only
├─ Shows on vacation/sick
└─ Count: VariesUsage: Type to search
Searches: Employee name, ID, email
Results: Live as you type
Example:
Type "Maria" → Shows all employees with Maria
Type "EMP-001" → Shows specific employee
Type "Sales" → Shows dept nameExample Reading:
Today's Attendance Summary:
Present: 245 (94%) ✓ Good
Late: 10 (4%) - Acceptable
Absent: 5 (2%) - Expected
On Leave: 3 (1%) - Planned
Conclusion: Good attendance dayExample Output:
Late Arrivals Today:
Maria Santos - 8:45 AM (45 min late)
John Doe - 8:30 AM (30 min late)
Anna Cruz - 8:15 AM (15 min late)
Robert Smith - 8:50 AM (50 min late)
Sarah Johnson - 8:10 AM (10 min late)Example:
Sales Department Attendance:
Total employees: 40
Present: 36 (90%)
Late: 3 (7.5%)
Absent: 1 (2.5%)
Action: Sales department below targetExample:
Search: "Maria"
Results:
- Maria Santos (Sales, Present)
- Maria Garcia (HR, Absent)
- Maria Rodriguez (Ops, Late)The Monitoring View provides a real-time dashboard of live attendance activity.
┌──────────────────────────────────────────────────────────┐
│ Real-Time Monitoring (Live) [Dept ▼] │
├──────────────────────────────────────────────────────────┤
│ │
│ LIVE STATISTICS (Top) │
│ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐ │
│ │ Present │ │ Late │ │ Absent │ │
│ │ 245 │ │ 10 │ │ 5 │ │
│ └─────────────┘ └─────────────┘ └─────────────┘ │
│ │
│ LIVE CLOCK IN/OUT FEED │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ 10:15 AM - Anna Cruz clocked in (Late: 2h 15m) │ │
│ │ 10:12 AM - John Smith clocked in (Late: 2h 12m) │ │
│ │ 10:05 AM - Sarah Johnson clocked out (5h worked) │ │
│ │ 10:02 AM - Mike Davis clocked in (Late: 2h 2m) │ │
│ │ 9:58 AM - Lisa Wong clocked in (On-time) │ │
│ │ 9:55 AM - Robert Brown clocked out (4h 55m worked) │ │
│ │ │ │
│ │ [Load More Previous Events] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ DEPARTMENT PRESENCE (Bottom Left) │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Department Present Late Absent % │ │
│ │ Engineering 48 2 0 96% │ │
│ │ Sales 35 3 2 88% │ │
│ │ HR 15 0 0 100% │ │
│ │ Operations 55 4 1 92% │ │
│ │ Support 28 1 2 93% │ │
│ │ Finance 24 0 0 100% │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ EMPLOYEE STATUS (Bottom Right) │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Name Status Time Worked Actions │ │
│ │ Maria Santos ✓Present 2h 15min [...] │ │
│ │ John Doe ✓Present 2h 10min [...] │ │
│ │ Anna Cruz ⏱ Late 2h 5min [Approve] │ │
│ │ Robert Smith ✗Absent -- [...] │ │
│ │ Sarah Johnson ✓Present 2h 2min [...] │ │
│ │ │ │
│ │ [More Employees...] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ⟲ Auto-refreshing every 2 minutes │
│ │
└──────────────────────────────────────────────────────────┘Feed Entry Format:
[Time] - [Employee Name] clocked [in/out] ([Additional Info])
Examples:
10:15 AM - Anna Cruz clocked in (Late: 2h 15min)
└─ At 10:15 AM, Anna clocked in
She is 2 hours 15 minutes late (should start at 8:00 AM)
10:05 AM - Sarah Johnson clocked out (5h worked)
└─ At 10:05 AM, Sarah left work
She worked 5 hours total since clock in
9:55 AM - Lisa Wong clocked in (On-time)
└─ At 9:55 AM, Lisa clocked in
She arrived before 8:00 AM start time (on time)
4:30 PM - Mike Davis clocked out (Overtime: 1h 30min)
└─ At 4:30 PM, Mike clocked out
He worked overtime (beyond 8 hour day)Monitor Live Activity:
Spot Trends:
Quick Decisions:
The top statistics cards update in real-time:
Time: 8:00 AM
Present: 150/250
Late: 0
Absent: 5
On Leave: 3
Time: 8:15 AM (person clocks in)
Present: 151/250 (updated)
Late: 1 (updated)
Absent: 4 (updated)
On Leave: 3
Time: 8:30 AM (more people arrive)
Present: 235/250
Late: 12
Absent: 2
On Leave: 3Shows real-time attendance by department:
Department Present Late Absent Working%
────────────────────────────────────────────────
Engineering 48 2 0 96% ✓ Excellent
Sales 35 3 2 88% ⚠ Fair
HR 15 0 0 100% ✓ Perfect
Operations 55 4 1 92% ✓ Good
Support 28 1 2 93% ✓ Good
Finance 24 0 0 100% ✓ Perfect
────────────────────────────────────────────────
TOTAL 205 10 5 93% ✓ Overall GoodUses:
Department Filter:
All Departments (Shows all)
Engineering Only (Shows only eng)
Sales Only (Shows only sales)
HR Only
Operations Only
Support OnlyStatus Filter:
All Statuses
Present Only
Late Only
Absent Only
On Leave OnlyThe Show View displays detailed information for a single employee's attendance.
┌──────────────────────────────────────────────────────────┐
│ Maria Santos (EMP-00145) │
│ Sales Department | Senior Sales Executive │
├──────────────────────────────────────────────────────────┤
│ │
│ TODAY'S ATTENDANCE │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Status: ✓ Present │ │
│ │ Clock In: 8:00 AM (On-time) │ │
│ │ Clock Out: [Still working - 5h 23m] │ │
│ │ Work Duration: 5 hours 23 minutes │ │
│ │ Expected End: 5:00 PM │ │
│ │ Time Until End: 16 min │ │
│ │ Notes: -- │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ QUICK ACTIONS │
│ [✓ Approve] [✎ Edit] [🔔 Notify] [More Options ▼] │
│ │
│ 7-DAY ATTENDANCE HISTORY │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Date Status Clock In Clock Out Hours Notes│ │
│ ├──────────────────────────────────────────────────────┤ │
│ │ Dec 5 (Fri) ✓ 8:00 AM [Working] 5h 23m - │ │
│ │ Dec 4 (Thu) ✓ 8:15 AM 5:30 PM 9h 15m Late│ │
│ │ Dec 3 (Wed) ✓ 7:55 AM 5:00 PM 9h 5m - │ │
│ │ Dec 2 (Tue) ✓ 8:00 AM 4:45 PM 8h 45m Early│ │
│ │ Dec 1 (Mon) ✗ -- -- -- Absent│ │
│ │ Nov 30(Sun) - -- -- -- Weekend│ │
│ │ Nov 29(Sat) - -- -- -- Weekend│ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ATTENDANCE METRICS (Last 30 days) │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Attendance Rate: 94.7% (22 days out of 23 working) │ │
│ │ On-Time Rate: 86.4% (19 out of 22 days) │ │
│ │ Late Arrivals: 3 times │ │
│ │ Absences: 1 day │ │
│ │ Early Departures: 2 times │ │
│ │ Overtime Hours: 8 hours 30 minutes │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└──────────────────────────────────────────────────────────┘Shows current day's details:
| Item | Meaning |
|---|---|
| Status | ✓ Present, ⏱ Late, ✗ Absent, 📅 On Leave |
| Clock In | Time employee clocked in, marked late if applicable |
| Clock Out | Time clocked out, or "[Still working - Xh Ym]" |
| Work Duration | Total hours worked so far |
| Expected End | Standard shift end time |
| Time Until End | How much longer until shift end |
| Notes | Any special notes/approvals |
Example 1: Regular Day
Status: ✓ Present
Clock In: 8:00 AM (On-time)
Clock Out: 5:15 PM
Duration: 9h 15m
Notes: Approved overtime
Example 2: Late Arrival
Status: ⏱ Late
Clock In: 8:45 AM (45 min late)
Clock Out: 5:45 PM
Duration: 9h
Notes: Pending approval
Example 3: Still Working
Status: ✓ Present
Clock In: 8:00 AM (On-time)
Clock Out: [Still working - 5h 23m]
Expected End: 5:00 PM
Time Until End: 16 minutes
Notes: On schedule
Example 4: Absent
Status: ✗ Absent
Clock In: -- (No record)
Clock Out: -- (No record)
Duration: --
Notes: No documentationAvailable buttons for immediate actions:
| Action | Purpose | When to Use |
|---|---|---|
| ✓ Approve | Approve late arrival | Lateness has acceptable reason |
| ✎ Edit | Modify clock times | Error in recorded times |
| 🔔 Notify | Send message to employee | Need to communicate |
| ⚠ Flag | Flag for HR review | Issue needs investigation |
| 📄 View DTR | Open DTR record | Need detailed history |
Shows attendance records for last 7 days:
Column Headers:
Date: Day of week and date (clickable for details)
Status: ✓/⏱/✗ Attendance status
Clock In: Time employee arrived
Clock Out: Time employee left
Hours: Total hours worked
Notes: Special notes/status
Example Row:
Dec 5 (Fri) ✓ 8:00 AM [Working] 5h 23m --
Interpretation:
- Friday, December 5, 2025
- Status: Present
- Arrived at 8:00 AM (on time)
- Currently still working
- Has worked 5 hours 23 minutes so far
- No special notesPatterns to Notice:
Consistent on-time arrivals:
All days show 8:00 AM or earlier
Indicator: Good employee reliability
Mix of late arrivals:
Some days late, some on-time
Indicator: Inconsistent punctuality
Early departures:
Multiple days ending before 5:00 PM
Indicator: Check if approved or problematic
Absences:
One or more days missing
Indicator: May need documentationKey statistics for last 30 days:
| Metric | Meaning | Good Range |
|---|---|---|
| Attendance Rate | % of days worked vs. available | 95%+ |
| On-Time Rate | % of days arrived on-time | 90%+ |
| Late Arrivals | Number of times late | < 3 |
| Absences | Number of full days absent | < 2 |
| Early Departures | Number of times left early | < 2 |
| Overtime Hours | Extra hours beyond 8/day | Varies by role |
Rating Scale:
95-100% ✓✓✓ Excellent
90-94% ✓✓ Good
85-89% ✓ Fair
80-84% ⚠ Needs Improvement
< 80% ✗✗ PoorThe attendance module provides actionable insights:
Week of Nov 29 - Dec 5:
Nov 29: 92% attendance
Nov 30: 93% attendance
Dec 1: 90% attendance
Dec 2: 91% attendance
Dec 3: 94% attendance
Dec 4: 93% attendance
Dec 5: 94% attendance
Trend: Improving ↑ (staying around 93%)
Analysis: Attendance is steady and slightly improvingDecember 2025 Analysis:
Departments with Issues:
Sales: 85% attendance (Target: 95%)
Problem: High absence rate
Action: Review department scheduling
Operations: 90% attendance (Target: 95%)
Problem: Several late arrivals
Action: Check for transit issues
Engineering: 98% attendance (Target: 95%)
Status: Excellent, no action needed
Chronic Issues:
Maria Santos: Late 4 times in December
John Doe: Absent 3 times in December
Anna Cruz: Late 6 times in December
Action Plan:
1. Follow up with Anna Cruz (most problematic)
2. Review with John Doe's manager
3. Offer Maria flexible schedule optionPattern 1: Monday Absences
Observation: 8% of total absences occur on Mondays
Possible Reason: Weekend extensions, recovery time
Action: Monitor and address
Pattern 2: Friday Early Departures
Observation: 15 employees leave at 4:00 PM on Fridays
Possible Reason: End of week, approved flexible hours
Action: Verify all approvals
Pattern 3: Seasonal Late Arrivals
Observation: October-November has more late arrivals
Possible Reason: Weather, holiday preparation
Action: Plan ahead for December
Pattern 4: Department-Specific Issues
Observation: Sales dept always lower attendance
Possible Reason: Travel-heavy position, customer meetings
Action: Adjust expectations for this deptData:
Operations consistently below 90% attendance
Meetings often delayed due to late arrivals
Peak lateness: 9:00-9:30 AM window
Analysis:
Start time too early?
Transit issues?
Need later shift option?
Decision:
✓ Offer flexible start time (8:00-8:30 AM window)
✓ Provide transit assistance
✓ Monitor for next month
Expected Outcome:
Attendance improves to 95%+
Meetings start on timeData:
Engineering dept: 98% attendance
Finance dept: 100% attendance
Sales dept: 85% attendance
Analysis:
Engineering and Finance are excellent
Sales needs improvement
Decision:
✓ Recognize Engineering and Finance teams
✓ Share their best practices
✓ Provide incentives for Sales improvement
✓ Set target: 95% by month end
Expected Outcome:
Sales improves through motivation
Other teams stay excellent
Overall company attendance reaches 96%Employee: Anna Cruz
Data (Last 30 days):
On-time rate: 70%
Late arrivals: 9 times
Absences: 2 days
Overtime: 0 hours
Analysis:
Chronic lateness is issue
Not making up time with overtime
Attendance pattern is problematic
Decision:
✓ Schedule meeting with Anna
✓ Discuss specific challenges
✓ Create improvement plan
✓ Monitor weekly for next month
✓ Document performance
Expected Outcome:
Identify root cause
Improve to 90%+ on-time rate
Or take formal action if no improvementWhen to Use:
Steps:
Approval Note Example:
"Approved - Medical appointment this morning.
Employee notified in advance."
or
"Approved - Traffic accident on main route.
Employee called at 8:15 AM."When to Use:
Steps:
Edit Example:
Original:
Clock In: 8:00 AM
Clock Out: 5:00 PM
Issue: Employee forgot to clock out at 5:00 PM,
actually left at 6:00 PM
After Edit:
Clock In: 8:00 AM (UNCHANGED)
Clock Out: 6:00 PM (CORRECTED)
Note: "Corrected clock out - employee worked until 6 PM"When to Use:
Steps:
Notification Examples:
Alert: Missing Clock Out
Subject: Attendance Reminder
Message: "Hi Maria, we notice you didn't clock out
today. Please update your record in the
system when you get a chance. Thank you!"
Reminder: Late Arrival
Subject: Attendance Follow-up
Message: "Hi John, you arrived late today at 8:45 AM.
Please let your manager know if there are
issues that need addressing."
Congratulation: Perfect Attendance
Subject: Great Work!
Message: "Congratulations Anna! You've maintained
perfect on-time attendance this month.
Keep up the excellent work!"When to Use:
Steps:
Flag Reasons:
- Chronic lateness
- Excessive absences
- Inconsistent attendance
- Suspected clock fraud
- Policy violation
- Other (requires explanation)Contains:
Date: December 5, 2025
Statistics:
Present: 245 (94%)
Late: 10 (4%)
Absent: 5 (2%)
On Leave: 3 (1%)
Employee List:
Name Dept Status Clock In Work Hours
Maria Santos Sales Present 8:00 AM 5h 23m
John Doe Engineer Present 8:15 AM 5h 8m
Anna Cruz HR Late 8:45 AM 4h 45m
[... 200+ more employees]Use For:
Contains:
Week of Nov 29 - Dec 5, 2025
Daily Breakdown:
Mon (Nov 29): 90% present, 5% late, 5% absent
Tue (Nov 30): 92% present, 4% late, 4% absent
Wed (Dec 1): 93% present, 3% late, 4% absent
Thu (Dec 2): 91% present, 5% late, 4% absent
Fri (Dec 3): 94% present, 3% late, 3% absent
Weekly Average: 92% attendance
Trend: Stable
Issues: None significantContains:
December 2025 Department Breakdown
HR Department:
Total Employees: 15
Attendance: 100%
On-Time Rate: 100%
Performance: Excellent
Sales Department:
Total Employees: 40
Attendance: 85%
On-Time Rate: 82%
Performance: Needs Improvement
[Continue for each department]Goal: See who's at work right now
Steps:
What You'll See:
Right now (1:45 PM, Dec 5):
- 245 out of 250 employees present
- 10 employees marked late
- 5 employees absent
- 3 on approved leaveGoal: Approve or address lateness
Steps:
Example:
Employee: Maria Santos
Clock In: 8:45 AM (Late)
Manager approves with note:
"Doctor's appointment confirmed.
Employee notified in advance."
Record updated: Approved ✓Goal: Follow up on missing employee
Steps:
Example Follow-up:
Employee: John Doe
Status: Absent today (Dec 5)
Check History:
- Absent Dec 1 (Monday)
- Present Dec 2-4
- Absent Dec 5 (Thursday)
Pattern: Absences are Mondays and Fridays
Action: Schedule meeting to discuss attendanceGoal: Create report for management review
Steps:
Report Usage:
Goal: Fix attendance patterns
Steps:
Example Issue Resolution:
Issue: Anna Cruz has 9 late arrivals in December
Root Cause Analysis:
- Ask Anna about challenges
- Late arrives: 8:45-9:15 AM
- Pattern suggests morning issues
Solutions:
1. Flexible start (8:00-8:30 window)
2. Arranged carpool
3. Work-from-home option 2 days/week
Follow-up:
Monitor next 30 days for improvementGoal: Get data for analysis or payroll
Steps:
Common Export Uses:
Payroll Department:
- Export all November attendance
- Use to calculate hours
- Generate payment data
HR/Management:
- Export monthly summary
- Review performance
- Document for evaluations
Finance:
- Export overtime data
- Calculate labor costs
- Budget planning
Compliance:
- Export complete month
- Archive for audit
- Meet legal requirementsSymptoms:
Solutions:
Check auto-refresh setting
Refresh page manually
Clear browser cache
Check internet connection
Try different browser
Symptoms:
Solutions:
Employee hasn't clocked in yet
Clock in failed silently
System delay
Employee ID mismatch
Symptoms:
Possible Causes:
Filter is applied
Rounding in percentages
Real-time changes
Different date/time
Symptoms:
Solutions:
Check permission level
Record is locked
Record is too old
System restriction
Symptoms:
Solutions:
Clear filters and start over
Verify selection
Check filter compatibility
Try search instead
Refresh page
Symptoms:
Solutions:
Try different format
Download again
Use different application
Check file size
Contact IT
Symptoms:
Possible Causes:
Timezone issue
Break duration
Rounding
Manual entry
System error
✅ For Best Experience:
⏱️ Typical Response Times:
🔄 Auto-Refresh Behavior:
Q: Why is there a delay in real-time monitoring?
A: System updates every 1-2 minutes for performance. There's slight natural lag between clock in/out and system update. Refresh manually for immediate updates.
Q: Can employees see the monitoring dashboard?
A: No. Only admins and managers can see real-time monitoring. Employees can only see their own attendance record.
Q: What if an employee clocks in after the workday starts?
A: They're marked as "Late" in the system. Manager can approve if there's valid reason, or address if repeated issue.
Q: How far back does attendance history go?
A: Typically 1-2 years in the system. Contact IT for older records.
Q: Can I see who clocked out early?
A: Yes. Filter by time worked or look for clock out before expected shift end.
Q: What's the difference between Attendance and DTR modules?
A: Attendance shows real-time/current view, DTR shows historical records. Both work together.
Q: How is "On-Time Rate" calculated?
A: Days clocked in at/before start time ÷ Total working days × 100%
Q: Can the monitoring view alert me of issues?
A: Yes. Set up notifications to alert for excessive late arrivals or absences.
The Attendance Module helps you:
✅ Monitor real-time employee presence
✅ Track attendance patterns and trends
✅ Identify and address issues quickly
✅ Maintain compliance records
✅ Support HR decision-making
✅ Improve overall attendance rates
✅ Recognize strong performers
✅ Generate reports for analysis
Key Takeaways:
Best Practices:
📌 Quick Links
/admin/attendance/admin/attendance/monitoring/admin/attendance/{id}/show/admin/dtr/admin/reportsDocumentation Version: 1.0
Last Updated: December 5, 2025
Status: ✅ Complete