Administrator DTR (Daily Time Record) Documentation

Table of Contents

1. Overview

The DTR (Daily Time Record) Module is a comprehensive time tracking and attendance management system for administrators. It allows you to view, manage, and monitor employee attendance records, clock in/out times, and generate detailed attendance reports.

What is DTR?

DTR stands for Daily Time Record - a record of when employees clock in and clock out of work each day.

Benefits:

  • ✅ Track employee attendance accurately
  • ✅ Monitor attendance patterns
  • ✅ Calculate overtime hours
  • ✅ Identify attendance issues early
  • ✅ Generate payroll reports
  • ✅ Ensure compliance and accountability

Key Components

DTR Module
│
├── Attendance Records
│   ├── Clock In Times
│   ├── Clock Out Times
│   ├── Duration Worked
│   └── Overtime Hours
│
├── Employee Records
│   ├── Personal Information
│   ├── Schedule Information
│   ├── Attendance History
│   └── Performance Metrics
│
├── Analysis & Reports
│   ├── Daily Reports
│   ├── Monthly Reports
│   ├── Attendance Analytics
│   └── Export Options
│
└── Management Tools
    ├── Filters
    ├── Search
    ├── Approval System
    └── Corrections/Adjustments

2. DTR Module Purpose

2.1 Primary Functions

The DTR module serves multiple critical functions:

Function 1: Attendance Tracking

Purpose: Record when employees work

What It Does:

  • Logs clock in time (employee arrival)
  • Logs clock out time (employee departure)
  • Calculates total hours worked
  • Identifies breaks and absences

Who Uses It:

  • Employees (to clock in/out)
  • Administrators (to monitor and manage)

Example:

Employee: Maria Santos (ID: EMP-00145)
Date: December 5, 2025

Clock In:  8:00 AM
Clock Out: 5:00 PM
Duration:  9 hours
Status:    Regular (no overtime)

Function 2: Attendance Management

Purpose: Administer and control attendance

What It Does:

  • Approve/reject late arrivals
  • Adjust incorrect entries
  • Handle special cases (sick leave, vacation)
  • Monitor attendance compliance
  • Track attendance trends

Who Uses It:

  • Department Managers (review team attendance)
  • HR Personnel (manage company-wide)
  • Administrators (system oversight)

Scenarios:

  • Employee clocked in late → Review and approve reason
  • Missing clock out → Manually adjust time
  • Sick leave request → Flag in DTR record

Function 3: Payroll Preparation

Purpose: Provide data for salary calculation

What It Does:

  • Calculate total hours per employee
  • Calculate overtime hours
  • Generate hours summary by month
  • Identify unpaid leave/absences
  • Create payroll reports

Who Uses It:

  • Payroll Department
  • Finance/Accounting
  • HR (for records)

Example:

Employee: John Doe
Month: December 2025

Regular Hours:     160 hours (40 hrs/week × 4 weeks)
Overtime Hours:    8 hours (4 days × 2 hrs)
Absences:          4 hours (1 day unpaid leave)
Total Paid Hours:  164 hours

Function 4: Performance Analysis

Purpose: Understand attendance patterns and reliability

What It Does:

  • Identifies frequent late arrivals
  • Tracks excessive absences
  • Monitors consistency
  • Flags problematic patterns
  • Provides insights for management

Example Metrics:

Maria Santos:
- On-time arrivals: 95%
- Average hours/day: 8.5 hours
- Absences: 2 days (1 month)
- Reliability: Excellent

Juan Cruz:
- On-time arrivals: 70%
- Average hours/day: 7.8 hours
- Absences: 8 days (1 month)
- Reliability: Needs Improvement

2.2 Business Benefits

Benefit Impact Example
Accuracy Correct payroll calculations No overpaying or underpaying
Compliance Meet legal requirements Labor laws compliance
Accountability Transparent tracking Employees know they're monitored
Analytics Data-driven decisions Identify staffing issues
Efficiency Reduced manual work Automated hour calculation
Fairness Objective evaluation No favoritism in attendance

3. Accessing DTR

3.1 How to Access the DTR Module

Step-by-Step:

  1. Log in to Admin Account

    • Go to: https://your-dtr-system.com/login
    • Enter admin username and password
    • Click "Sign In"

  2. Navigate to DTR

    • Look for "DTR" or "Time Records" in main menu
    • OR go directly to: /admin/dtr

  3. Select View Type

    • Choose view you need (see options below)

URL Access:

Admin Dashboard:  /admin/dashboard
DTR Module:       /admin/dtr
Employee Records: /admin/employees
Attendance:       /admin/attendance
Reports:          /admin/reports

3.2 Required Permissions

To access DTR module, you must have:

Permission Role Can Access
View DTR Admin ✅ Yes
View DTR HR Manager ✅ Yes
View DTR Department Manager ✅ Limited (own department)
View DTR Employee ❌ No
Edit DTR Admin ✅ Yes
Edit DTR HR Manager ✅ Yes
Edit DTR Department Manager ❌ No
Export DTR Admin ✅ Yes
Export DTR HR Manager ✅ Yes

3.3 Browser Requirements

Recommended Browsers:

  • ✅ Chrome (Version 90+)
  • ✅ Firefox (Version 88+)
  • ✅ Safari (Version 14+)
  • ✅ Edge (Version 90+)

Not Recommended:

  • ❌ Internet Explorer
  • ❌ Very old browser versions

Screen Size:

  • Best on 1920x1080 or higher
  • Works on tablet (768px+)
  • Mobile view available but limited functionality

4. DTR Interface Layout

4.1 Main Dashboard View

The DTR module main view displays attendance records in an organized format.

Layout Structure

┌───────────────────────────────────────────────────────────┐
│  DTR (Daily Time Records)        [Month ▼] [Year ▼]      │
├───────────────────────────────────────────────────────────┤
│                                                             │
│  [Search Box]  [Filter ▼]  [Export]  [Add Record]         │
│                                                             │
│  ┌─────────────────────────────────────────────────────┐   │
│  │ Employee Name    Date      Clock In  Clock Out Hours│   │
│  ├─────────────────────────────────────────────────────┤   │
│  │ Maria Santos     Dec 5     8:00 AM   5:00 PM   9 hrs│   │
│  │ John Doe         Dec 5     8:15 AM   5:30 PM   9 hrs│   │
│  │ Anna Cruz        Dec 5     9:00 AM   6:00 PM   9 hrs│   │
│  │ Robert Smith     Dec 5     7:45 AM   4:45 PM   9 hrs│   │
│  │                                                      │   │
│  │ [Previous]  Page 1 of 45  [Next]                    │   │
│  └─────────────────────────────────────────────────────┘   │
│                                                             │
└───────────────────────────────────────────────────────────┘

Main Components

Component Purpose Location
Title Show current module Top-left
Date Filters Select month/year Top-right
Search Box Find specific records Left side
Filter Dropdown Filter by status/type Center
Export Button Download data Right side
Add Record Button Create new record Right side
Data Table Display records Center
Pagination Navigate pages Bottom

4.2 Table Columns Explained

Column 1: Employee Name

Shows: Full name of the employee
Example: "Maria Santos"
Click to: View employee details/profile

Column 2: Date

Shows: Date of attendance record (MM/DD/YYYY)
Example: "12/05/2025"
Range: Can filter by month/year

Column 3: Clock In Time

Shows: Time employee arrived (HH:MM AM/PM)
Example: "8:00 AM"
Late? If after standard start time, marked as late

Column 4: Clock Out Time

Shows: Time employee departed (HH:MM AM/PM)
Example: "5:00 PM"
Early? If before standard end time, marked as early leave

Column 5: Total Hours

Shows: Total hours worked (calculated automatically)
Example: "9 hours"
Formula: Clock Out Time - Clock In Time - Breaks

Column 6: Status

Shows: Current record status
Options:
  ✓ Present - Employee worked full day
  ⚠ Late - Arrived after start time
  ⚠ Early Leave - Departed before end time
  ✗ Absent - No records for day
  ? Pending - Awaiting approval
  ✓ Approved - Admin approved

Column 7: Actions

Shows: Quick action buttons
Options:
  ⓘ View - See full details
  ✎ Edit - Modify record
  ✗ Delete - Remove record
  ✓ Approve - Approve pending record

4.3 Responsive Layout

The DTR module adapts to different screen sizes:

Device Layout Features
Desktop (1200px+) All columns visible Full functionality
Tablet (768px-1199px) Some columns hidden Collapsible sections
Mobile (< 768px) Card view Basic info only

5. Key Features

5.1 Real-Time Attendance Tracking

What It Does: Records are updated in real-time as employees clock in and out through the mobile app or web interface.

Features:

  • ✅ Instant clock in/out recording
  • ✅ GPS location tracking (optional)
  • ✅ Photo capture for verification (optional)
  • ✅ Automatic status calculation
  • ✅ Alerts for unusual patterns

Example:

Employee clocks in at 8:05 AM
↓
System records clock in time immediately
↓
Status marked as "Late" (if start time is 8:00 AM)
↓
Manager notified of late arrival
↓
Record appears in DTR dashboard

5.2 Automated Hour Calculation

What It Does: System automatically calculates total hours worked, breaks, and overtime.

Features:

  • ✅ Automatic total hours calculation
  • ✅ Break deduction (default 1 hour unpaid)
  • ✅ Overtime calculation (hours beyond 8/day)
  • ✅ Rounding rules (customizable)
  • ✅ Accuracy to minute

Example:

Clock In:   8:00 AM
Clock Out:  5:30 PM
Break:      1 hour (12:00 PM - 1:00 PM)

Calculation:
  Total Time:     9.5 hours (8:00 AM to 5:30 PM)
  Less Break:     1.0 hour
  Work Hours:     8.5 hours
  Overtime:       0.5 hours (beyond standard 8 hours)

5.3 Advanced Filtering

What It Does: Filter records by various criteria to find specific data quickly.

Filter Options:

By Employee:
  - Individual employee
  - Department
  - Work location
  - Job position

By Status:
  - Present
  - Late
  - Absent
  - Early Leave
  - Pending Approval

By Date:
  - Specific date
  - Date range
  - Month/Year
  - Last 7/30/90 days

By Hours:
  - Overtime records
  - Short days
  - Regular 8-hour days
  - All records

Example Filter Scenario: "Show me all employees who were late in December 2025"

  1. Filter by Month/Year: December 2025
  2. Filter by Status: Late
  3. Results: List of all late arrivals for the month

5.4 Search Functionality

What It Does: Search for specific records by multiple criteria.

Search By:

  • ✅ Employee name (first or last)
  • ✅ Employee ID
  • ✅ Date
  • ✅ Specific time
  • ✅ Status

Search Examples:

"Maria"           → Find all records for employees named Maria
"EMP-00145"       → Find records for specific employee ID
"12/05/2025"      → Find all records for specific date
"Late"            → Find all late arrivals
"8:00"            → Find records with clock in/out at 8:00

5.5 Record Management

View Records:

  • Click on a record to see full details
  • View detailed employee information
  • See location (if available)
  • Check approval status

Edit Records:

  • Correct erroneous times
  • Add missing clock in/out
  • Update status manually
  • Add notes/remarks

Delete Records:

  • Remove duplicate entries
  • Delete test/invalid records
  • Requires confirmation to prevent accidents

Approve Records:

  • Review pending records
  • Approve or reject
  • Add approval notes
  • Track approval history

5.6 Export and Reporting

What It Does: Export DTR data for analysis, payroll, or archiving.

Export Formats:

  • ✅ CSV (Excel compatible)
  • ✅ PDF (for printing)
  • ✅ Excel (.xlsx with formatting)
  • ✅ JSON (for data systems)

Export Options:

  • Current page only
  • All filtered results
  • Entire month/year
  • Custom date range
  • Selected columns only

What's Included:

  • Employee name and ID
  • Dates and times
  • Total hours
  • Status and notes
  • Manager approval status

5.7 Approval Workflow

What It Does: Manages the review and approval process for attendance records.

Approval States:

Draft/Pending
    ↓ (Manager reviews)
Approved OR Rejected
    ↓ (If rejected, sent back for revision)
If Approved → Locked (cannot be edited)
If Rejected → Returned to employee for correction
    ↓
Resubmitted
    ↓ (Manager reviews again)
Final Status

Who Approves:

  • ✅ Department Managers (own team)
  • ✅ HR Managers (all employees)
  • ✅ System Administrators (all employees)

Approval Requirements:

  • Manager review within 5 business days
  • Comment required if rejecting
  • Email notification sent to employee

6. Managing Employee Records

6.1 Viewing Individual Records

Steps:

  1. Search for Employee

    • Click Search box
    • Type employee name or ID
    • Press Enter or click Search

  2. Find the Record

    • Locate the record in the table
    • Look for the date you need

  3. View Details

    • Click on the record/employee name
    • Opens detailed view with:
      • Clock in time (with photo if available)
      • Clock out time (with photo if available)
      • Location information
      • Any approval notes
      • History of changes

Example:

Search for: "Maria Santos"
Results show:
  Dec 5, 2025 - 8:00 AM to 5:00 PM - 9 hours - Approved ✓
  Dec 4, 2025 - 8:15 AM to 5:30 PM - 9 hours - Pending ⏳
  Dec 3, 2025 - 7:45 AM to 4:45 PM - 9 hours - Approved ✓

6.2 Editing Records

When to Edit:

  • Employee forgot to clock out
  • Incorrect time entered
  • System error recorded wrong time
  • Adjustment needed for special circumstances

How to Edit:

  1. Find the Record

    • Search or filter to locate record
    • Click on the record

  2. Click "Edit" Button

    • Opens edit form
    • All fields editable

  3. Make Changes

    • Update Clock In time
    • Update Clock Out time
    • Update break duration
    • Add notes explaining change

  4. Save Changes

    • Click "Save" button
    • System recalculates hours
    • Edit is logged in history

Edit Form Example:

┌─────────────────────────────┐
│ Edit Record                  │
├─────────────────────────────┤
│ Employee: Maria Santos       │
│ Date: December 5, 2025       │
│                              │
│ Clock In:  [ 8:00 AM    ]    │
│ Clock Out: [ 5:00 PM    ]    │
│ Break:     [ 1 hour     ]    │
│                              │
│ Notes:                       │
│ ┌──────────────────────────┐ │
│ │ System error corrected   │ │
│ └──────────────────────────┘ │
│                              │
│ [Cancel] [Save Changes]      │
└─────────────────────────────┘

Permissions:

  • ✅ Admins can edit any record
  • ✅ HR Managers can edit any record
  • ✅ Department Managers limited to own team
  • ❌ Employees cannot edit (submit requests instead)

6.3 Adding Manual Records

When to Add:

  • Employee wasn't able to clock in/out (system down)
  • New hire starting mid-month
  • Make up time for sick leave that was approved
  • Holiday work that wasn't recorded

How to Add:

  1. Click "Add Record" Button

    • Usually top-right of page
    • Opens new record form

  2. Fill in Employee

    • Select employee from dropdown
    • OR search by name/ID

  3. Enter Time Details

    • Select date
    • Enter clock in time
    • Enter clock out time
    • System auto-calculates hours

  4. Add Notes

    • Explain why record added
    • Reference (leave request #, etc.)

  5. Submit for Approval

    • Click "Submit"
    • Record goes to appropriate manager

Manual Entry Form:

┌────────────────────────────────┐
│ Add New DTR Record              │
├────────────────────────────────┤
│ Employee: [Search/Select]       │
│ Date:     [ Dec 5, 2025    ]    │
│ Clock In: [ 08:00 AM       ]    │
│ Clock Out:[ 05:00 PM       ]    │
│ Break:    [ 01:00 hour     ]    │
│                                 │
│ Reason:                         │
│ [System was down - employee   ] │
│ [clocked in on paper time     ] │
│                                 │
│ [Cancel] [Create Record]        │
└────────────────────────────────┘

6.4 Deleting Records

When to Delete:

  • Duplicate entries
  • Test/training records
  • Data entry errors
  • Accidental entries

How to Delete:

  1. Find the Record

    • Search or filter
    • Locate the record to delete

  2. Click "Delete" Button

    • Warning message appears
    • "Are you sure?"

  3. Confirm Deletion

    • Click "Yes, Delete" to confirm
    • Click "Cancel" to abort

  4. Record is Deleted

    • Removed from system
    • Logged in audit trail
    • Cannot be recovered

⚠️ Warning:

  • Deletion is permanent
  • Cannot be undone
  • Use carefully!

Best Practice: Instead of deleting approved records, mark them as "Void" or "Invalid" to maintain audit trail.

6.5 Approving Records

Who Can Approve:

  • ✅ Department Managers (own team records)
  • ✅ HR Managers (any employee)
  • ✅ System Administrators (any employee)

How to Approve:

  1. Filter by "Pending" Status

    • Shows only records awaiting approval
    • Makes it easier to find what needs action

  2. Review the Record

    • Check if times look reasonable
    • Look for any notes or flags
    • Compare to employee's normal schedule

  3. Click "Approve" Button

    • Record marked as approved
    • Employee notified
    • Cannot be edited after approval

  4. Add Comments (Optional)

    • Note why approved
    • Flag anything unusual
    • Helpful for future reference

If Something Looks Wrong:

  • Don't approve
  • Click "Reject" or "Request Changes"
  • Add note explaining issue
  • Send back to employee to correct

Approval Workflow Example:

Morning: Employee submits DTR record for review
  Status: Pending Approval

Manager checks record: All details look correct
  Clicks: "Approve"
  Adds note: "Approved - looks good"

Employee receives notification: Record approved

Record status: Approved ✓
  Cannot be edited
  Can be used for payroll

7. Filters and Search

7.1 Using Filters

Filter by Date:

Month Filter:
  Current month (December)
  Specific month (January, February, etc.)
  Date range (Dec 1 - Dec 15)

Year Filter:
  Current year (2025)
  Previous years (2024, 2023, 2022)

Filter by Status:

Present: Only records of days employee worked full day
Late: Only records where employee arrived after start time
Early Leave: Only records where employee left early
Absent: Only days with no record
Pending: Only records awaiting approval
Approved: Only approved records
Rejected: Only rejected records

Filter by Employee:

Single Employee: Select one employee name
Department: All employees in specific department
  HR Department
  Sales Department
  Operations Department
  Engineering Department
Location: All employees at specific location
  Manila HQ
  Cebu Branch
  Davao Office
Job Title: All employees with specific position
  Manager
  Developer
  Analyst
  Clerk

Filter by Hours:

Overtime: Only days with overtime hours
Short Days: Only days with less than 8 hours
Full Days: Only days with exactly 8 hours
Extended Days: Only days with 9+ hours

How to Apply Filters:

  1. Click Filter button or dropdown
  2. Select filter criteria
  3. Click Apply or Search
  4. Results update automatically

Combining Filters:

You can combine multiple filters:

Example 1:
  Month: December 2025
  Status: Late
  Department: Sales
  Result: All late arrivals in Sales department in December

Example 2:
  Date Range: Dec 1-15, 2025
  Status: Approved
  Hours: Overtime
  Result: All approved overtime records in first half of December

7.2 Using Search

Search Bar Location:

  • Usually at top of DTR table
  • Quick access search box

What You Can Search:

Employee Name:
  Type "Maria" → Find all records for employees named Maria
  Type "Santos" → Find all records for employees with last name Santos

Employee ID:
  Type "EMP-00145" → Find records for specific employee ID

Date:
  Type "12/05/2025" → Find all records for December 5, 2025

Time:
  Type "8:00" → Find records with 8:00 clock in/out

Status:
  Type "Late" → Find all late arrival records
  Type "Approved" → Find all approved records

Search Tips:

✅ DO:
  - Type at least 3 characters for name search
  - Use full date format (MM/DD/YYYY)
  - Search is case-insensitive
  - Can combine search with filters

❌ DON'T:
  - Search with partial employee ID
  - Use time without AM/PM if needed
  - Type invalid characters
  - Expect real-time results (allow 1-2 seconds)

Search Examples:

"John Doe"
  Results: All records for John Doe

"Doe"
  Results: All records for employees with last name Doe

"EMP-001"
  Results: All employees starting with EMP-001

"12/05"
  Results: All records on December 5 (any year)

"8:15 AM"
  Results: All records with clock in/out at 8:15 AM

8. Reports and Export

8.1 Generating Reports

Report Types:

1. Daily Report

Shows: All employees' attendance for a specific date

Includes:
  - Employee name and ID
  - Clock in time
  - Clock out time
  - Total hours
  - Status (present/late/absent)

Use: Daily management, spot-checking attendance

Example: "Show me who was present on Dec 5, 2025"

2. Weekly Report

Shows: Employee attendance for entire week

Includes:
  - Day-by-day breakdown
  - Total hours per day
  - Weekly total hours
  - Overtime calculation
  - Average start/end times

Use: Weekly team performance, pattern identification

3. Monthly Report

Shows: Complete attendance record for entire month

Includes:
  - All working days
  - Total regular hours
  - Total overtime
  - Absences/leaves
  - Late arrivals count
  - Performance rating

Use: Payroll, performance reviews, compliance

Example:
  Employee: Maria Santos
  Month: December 2025
  Regular Hours: 160
  Overtime: 8
  Absences: 4 hours
  Late Arrivals: 3 days

4. Department Report

Shows: All employees in department for period

Includes:
  - All employee records
  - Department totals
  - Comparison data
  - Top performers
  - Problem areas

Use: Department management, HR analysis

5. Overtime Report

Shows: All employees with overtime records

Includes:
  - Overtime hours per employee
  - Total overtime cost
  - Overtime trends
  - Peak overtime periods

Use: Budget planning, overtime management

6. Attendance Pattern Report

Shows: Trends and patterns in attendance

Includes:
  - Attendance rate %
  - On-time rate %
  - Absenteeism rate %
  - Early leave frequency
  - Consistency rating

Use: Performance evaluation, trend analysis

8.2 Exporting Data

Export Formats:

CSV (Comma-Separated Values)

Best for: Excel, data analysis, spreadsheets

What it includes:
  - All selected columns
  - All filtered records
  - Plain text format
  - Easy to manipulate

How to use:
  1. Open in Excel or Google Sheets
  2. Format and analyze
  3. Create charts
  4. Share with others

PDF (Portable Document Format)

Best for: Printing, official records, sharing

What it includes:
  - Formatted table
  - Company header/footer
  - Page numbers
  - Professional appearance

How to use:
  1. Print directly
  2. Email to recipients
  3. Archive as official record
  4. Share read-only file

Excel (.xlsx)

Best for: Professional reports, formulas, charts

What it includes:
  - Formatted cells
  - Multiple sheets (if multi-period)
  - Formulas for calculations
  - Charts and graphs

How to use:
  1. Open in Microsoft Excel
  2. Add calculations
  3. Create pivot tables
  4. Generate charts for presentations

JSON

Best for: API integration, system transfers, data systems

What it includes:
  - Structured data
  - All metadata
  - System-readable format

How to use:
  1. Import to other systems
  2. API integration
  3. Database backup
  4. Data migration

8.3 Export Steps

How to Export:

  1. Apply Filters (Optional)

    • Filter data before export
    • Only filtered results will be exported
    • Example: Filter December 2025 only

  2. Select Export Format

    • Click "Export" button
    • Choose format (CSV, PDF, Excel, JSON)

  3. Select Columns (Optional)

    • Choose which columns to include
    • All columns selected by default
    • Uncheck to remove columns

  4. Confirm Settings

    • Verify filters applied
    • Confirm format
    • Check column selection

  5. Click "Generate"

    • System prepares file
    • Takes 5-30 seconds depending on size
    • File downloads to computer

  6. Download Starts

    • File saved to default download folder
    • Filename: dtr_export_[date].[format]
    • Example: dtr_export_2025-12-05.csv

Export Example:

You want: December 2025 overtime records in Excel

Steps:
  1. Filter by Month: December 2025
  2. Filter by Hours: Overtime only
  3. Click Export
  4. Select format: Excel
  5. Click Generate

Result: Excel file with 45 employee records showing overtime

8.4 What to Include in Reports

For Payroll:

  • ✅ Employee name and ID
  • ✅ Total hours
  • ✅ Overtime hours
  • ✅ Absences
  • ✅ Leave deductions
  • ❌ Don't include personal details

For HR/Management:

  • ✅ Employee name
  • ✅ Department
  • ✅ Attendance rate
  • ✅ Late arrivals
  • ✅ Absences
  • ✅ Approval status

For Compliance/Audit:

  • ✅ All attendance data
  • ✅ Approval history
  • ✅ Changes/corrections log
  • ✅ Timestamps
  • ✅ Authorization records

9. Common Tasks

Task 1: Find Late Arrivals for December

Goal: Identify which employees were late in December 2025

Steps:

  1. Go to DTR module
  2. Set Month filter: December 2025
  3. Set Status filter: Late
  4. Results show all late arrivals
  5. Can export list if needed

Result Example:

December 2025 Late Arrivals:
  Dec 2  - Maria Santos     (8:15 AM vs 8:00 AM start)
  Dec 5  - John Doe         (8:30 AM vs 8:00 AM start)
  Dec 8  - Anna Cruz        (8:05 AM vs 8:00 AM start)
  Dec 12 - Robert Smith     (8:20 AM vs 8:00 AM start)
  Dec 15 - Maria Santos     (8:10 AM vs 8:00 AM start)

Task 2: Calculate Overtime for Payroll

Goal: Get overtime hours for all employees in November 2025

Steps:

  1. Go to DTR module
  2. Set Month filter: November 2025
  3. Set Hours filter: Overtime only
  4. Results show all overtime records
  5. Export to Excel or CSV
  6. Use for payroll calculation

Result:

November 2025 Overtime:

Maria Santos:
  Nov 3  - 9 hours (1 hour OT)
  Nov 10 - 9 hours (1 hour OT)
  Nov 17 - 10 hours (2 hours OT)
  Total OT: 4 hours

John Doe:
  Nov 5  - 9 hours (1 hour OT)
  Nov 19 - 9 hours (1 hour OT)
  Total OT: 2 hours

Task 3: Review Pending Approvals

Goal: Approve DTR records awaiting manager approval

Steps:

  1. Go to DTR module
  2. Set Status filter: Pending
  3. System shows all records awaiting approval
  4. For each record:
    • Click to view details
    • Review times and notes
    • Click "Approve" if correct
    • Add comment if needed
  5. Continue until all reviewed

Expected Time: 10-15 minutes for 50+ records

Task 4: Fix Incorrect Entry

Goal: Correct an employee's wrong clock out time

Steps:

  1. Search for employee name or date
  2. Find the incorrect record
  3. Click "Edit"
  4. Update the incorrect time
  5. Add note explaining change: "Employee forgot to clock out, corrected to actual departure time"
  6. Click "Save"
  7. System recalculates hours
  8. Record updated

Example:

Original:
  Clock In: 8:00 AM
  Clock Out: 5:00 PM
  Hours: 9 hours

Issue: Employee worked until 6:00 PM but forgot to clock out

After Edit:
  Clock In: 8:00 AM
  Clock Out: 6:00 PM (CORRECTED)
  Hours: 10 hours (UPDATED)
  Note: "Corrected clock out time - employee worked until 6 PM"

Task 5: Export Monthly Attendance Report

Goal: Create December 2025 attendance report for HR

Steps:

  1. Go to DTR module
  2. Set Month filter: December 2025
  3. Click "Export"
  4. Select format: PDF or Excel
  5. Select columns to include:
    • Employee name
    • Date
    • Clock in/out times
    • Total hours
    • Status
    • Approval status
  6. Click "Generate"
  7. File downloads
  8. Email to HR team

File Generated:

dtr_report_december_2025.pdf

Contains:
  - 20-25 pages (all employees, all days)
  - Formatted professionally
  - Company letterhead
  - Ready to print or email

Task 6: Identify Attendance Problems

Goal: Find employees with excessive absences

Steps:

  1. Set Month filter: December 2025
  2. Set Status filter: Absent
  3. Review list of absent days
  4. Identify employees with 3+ absences
  5. Click on employee name for details
  6. View full attendance history
  7. Follow up with employee/manager

Example Finding:

Employees with 3+ Absences in December:

Maria Santos:
  Dec 3, 4, 5 - 3 consecutive days absent
  Dec 12 - 1 additional day
  Total: 4 days absent (20% of working days)
  Action: Contact manager for explanation

Juan Cruz:
  Dec 8, 15, 22 - 3 separate days absent
  Pattern: Every second week
  Action: Request leave documentation

10. Troubleshooting

Issue 1: Cannot See Today's Records

Symptoms:

  • Records not showing for current date
  • "No records found" for today

Solutions:

  1. Check if employees have clocked in

    • Records only appear after employee clocks in
    • If no one clocked in today, list will be empty

  2. Verify current date

    • Ensure date filter includes today
    • System might be on different date/timezone

  3. Refresh the page

    • Press F5 or Ctrl+R
    • Data updates every minute

  4. Check filters

    • Verify Status filter not set to "Pending" only
    • Some filters might hide records

Issue 2: Numbers Don't Match Calculations

Symptoms:

  • Total hours don't add up
  • Overtime calculation incorrect
  • Math seems wrong

Solutions:

  1. Check break duration

    • Default break is 1 hour unpaid
    • Verify break time in record
    • If break is 1.5 hours, hours will be less

  2. Verify clock times

    • Check exact clock in time (minute matters)
    • Check exact clock out time
    • System calculates to the minute

  3. Look for rounding

    • System rounds to nearest 0.5 hour
    • 8 hours 15 min rounds to 8.25 hours
    • 8 hours 45 min rounds to 9 hours

  4. Check date settings

    • Times might be in different timezone
    • Verify employee's work location
    • System adjusts for timezone differences

Example Calculation:

Clock In: 8:00 AM
Clock Out: 5:15 PM
Break: 1 hour

Calculation:
  8:00 AM to 5:15 PM = 9 hours 15 minutes
  Less 1 hour break = 8 hours 15 minutes
  Rounded = 8.25 hours (or 8 hours 15 min)

Issue 3: Cannot Edit Approved Records

Symptoms:

  • Edit button is grayed out
  • "Cannot edit approved record" message
  • Fields are locked

Reason: Records are locked after approval to maintain data integrity

Solution:

  1. Revert approval first

    • Click "Revert Approval" or "Unapprove"
    • Requires manager/admin permission
    • Record goes back to pending status

  2. Then edit record

    • Now edit button is available
    • Make necessary changes
    • Save changes

  3. Resubmit for approval

    • Manager must review again
    • Changes need re-approval

Note: This process prevents accidental changes to approved data

Issue 4: Missing Employee in Dropdown

Symptoms:

  • Can't find employee name when adding record
  • "No results found"

Solutions:

  1. Verify employee exists

    • Go to Employees module
    • Check if employee record exists
    • If not, create employee first

  2. Check employee status

    • Only active employees show in dropdown
    • Inactive/terminated employees hidden
    • If needed, change employee status first

  3. Type more characters

    • Some systems need full first and last name
    • Try typing more to narrow results

  4. Check spelling

    • Verify correct spelling of name
    • Names are case-sensitive sometimes
    • Try first name only

Issue 5: Export File Won't Open

Symptoms:

  • Downloaded file is corrupted
  • Can't open Excel or PDF file
  • "File is damaged" error

Solutions:

  1. Try different format

    • Download as CSV instead of Excel
    • Try PDF format
    • Some formats more compatible

  2. Clear browser cache

    • Ctrl+Shift+Delete (Windows)
    • Cmd+Shift+Delete (Mac)
    • Try download again

  3. Use different application

    • CSV: Open with Excel, Google Sheets, or Notepad
    • PDF: Use Adobe Reader, Chrome, or Firefox
    • Excel: Use Office 365, LibreOffice

  4. Contact IT

    • File might be too large
    • System error during export
    • Get technical assistance

Issue 6: Filters Not Working

Symptoms:

  • Filter button doesn't respond
  • Selected filters not applying
  • Results unchanged after filtering

Solutions:

  1. Clear all filters

    • Look for "Clear Filters" button
    • Reset to default view
    • Then apply one filter at a time

  2. Refresh page

    • Press F5
    • Wait for page to load completely
    • Try filtering again

  3. Check filter compatibility

    • Some filters can't combine
    • Example: Can't filter by "Absent" AND "Late" together
    • Use individual filters separately

  4. Try search instead

    • If filters not working, use search
    • Search functionality more reliable
    • Can search by name, date, ID

Issue 7: Cannot Approve Records

Symptoms:

  • Approve button is disabled/grayed out
  • "You don't have permission" message
  • Can only view, not approve

Solutions:

  1. Check permission level

    • Only managers and admins can approve
    • Regular employees cannot approve
    • Ask admin to check your role

  2. Verify scope

    • Department managers can only approve own team
    • Can't approve other departments
    • HR/Admin can approve anyone

  3. Check record status

    • Can only approve "Pending" records
    • Already approved records can't be approved again
    • Rejected records need correction first

  4. Request admin access

    • Contact system administrator
    • Request approval permissions
    • Provide business justification

Performance Tips

✅ For Better Performance:

  • Use month/year filters instead of all-time view
  • Export in batches rather than all data
  • Close unused browser tabs
  • Clear cache monthly
  • Use current browser version
  • Avoid peak hours (noon, end of day)

⏱️ Typical Response Times:

  • Page load: 2-5 seconds
  • Search: 1-3 seconds
  • Filter: 2-4 seconds
  • Export: 5-30 seconds (depending on size)

FAQ

Q: Can employees see their own DTR records?

A: Yes, but in a different view. Employees can see their own clock in/out times but cannot see others' records.

Q: How far back can I view records?

A: Typically 3-5 years depending on system setup. Contact admin for older records.

Q: What happens if an employee forgets to clock out?

A: Admin can manually add clock out time. Record goes to manager for approval before being finalized.

Q: Can I edit an approved record?

A: Only if you "Unapprove" it first, make changes, then resubmit for approval. This maintains audit trail.

Q: What's the difference between "Absent" and "Early Leave"?

A: Absent = No clock in record for entire day. Early Leave = Clocked in but clocked out before end of shift.

Q: How is overtime calculated?

A: Any hours beyond standard 8 hours per day (or company policy). Calculated automatically after break deduction.

Q: Can I recover deleted records?

A: No. Deletion is permanent. Best practice: Mark as "Void" instead of deleting to maintain audit trail.

Q: How long are records kept?

A: Typically 5-7 years for compliance. Check with HR for your company's retention policy.

Summary

The DTR Module helps you:

✅ Track employee attendance accurately
✅ Monitor work hours and overtime
✅ Manage approval workflows
✅ Generate payroll reports
✅ Identify attendance patterns
✅ Maintain compliance records
✅ Analyze workforce data
✅ Export for various purposes

Remember:

  • Check DTR records regularly
  • Approve pending records timely
  • Correct errors promptly
  • Export for secure backup
  • Use filters efficiently
  • Follow company policies

📌 Quick Links

  • DTR Module URL: /admin/dtr
  • Employee Management: /admin/employees
  • Reports: /admin/reports
  • Settings: /admin/settings
  • Need Help?: Contact IT Support

Documentation Version: 1.0
Last Updated: December 5, 2025
Status: ✅ Complete