Employee Attendance - User Guide

Version: 1.0
Last updated: December 10, 2025

What is the Employee Attendance Page?

The Employee Attendance page is where you can view and manage employee attendance records for your organization. This page helps you:

  • See which employees have attended work
  • Check total attendance counts for a specific period
  • View employee information at a glance
  • Filter attendance records by date range
  • Export attendance data for reports
  • View detailed attendance history for individual employees

Who Should Use This Page?

This page is for:

  • HR Managers — Track and manage employee attendance
  • HR Specialists — Monitor attendance patterns and generate reports
  • HR Directors — Review attendance metrics for the organization
  • Department Managers — View your team's attendance records (limited access)
  • Payroll Staff — Verify attendance for salary calculations

How to Access the Attendance Page

Method 1: From the HR Dashboard

  1. Log in to the DTR System
  2. Click on HR in the main menu
  3. Click on DTR Overview or Employee Attendance
  4. You're now on the Employee Attendance page

Method 2: Direct URL

URL: /hr/attendance

Page Layout Overview

The Employee Attendance page has three main sections:

Section 1: Date Range Filter (Top)

A white box with filter options to narrow down your attendance records.

Section 2: Employee List (Main Content)

A table showing all employees and their attendance information.

Section 3: Pagination (Bottom)

Navigation controls to view more employees if there are many records.

Understanding the Filter Section

Date Range Filter

The filter box allows you to search for attendance records within a specific date range.

Available Fields:

  1. From Date — Start date for your search
  2. To Date — End date for your search
  3. Filter Button — Click to apply filters
  4. Clear Filters Button — Appears when filters are active, removes all filters
  5. Export All Button — Download filtered data as a file

How to Filter by Date Range

Steps:

  1. Look at the filter box at the top
  2. Click on the "From Date" field
  3. Select the starting date you want to search from
  4. Click on the "To Date" field
  5. Select the ending date for your search
  6. Click the "Filter" button
  7. The table updates to show only attendance records in that date range

Example:

  • From Date: December 1, 2025
  • To Date: December 10, 2025
  • Result: Shows attendance records only for December 1-10

Clear Filters

When you have filters active, a "Clear Filters" button appears.

Steps to Clear:

  1. Click the "Clear Filters" button
  2. The table resets to show all attendance records
  3. The date fields are cleared

Understanding the Employee Table

The table displays all employees with the following columns:

Column 1: ID

What it shows: Employee ID Number

Example: EMP-001, EMP-002, EMP-003

Purpose: Unique identifier for each employee

Column 2: Employee

What it shows:

  • Employee's profile picture (avatar)
  • Employee's full name (Last Name, First Name)
  • Employee's department

Example:

[Profile Picture] Doe, Jane
                  App Tech

Purpose: Quickly identify employees with their photo and name

Column 3: Total Attendances

What it shows: Number of days the employee attended work

Example: 20, 18, 15

Purpose: See at a glance how many days an employee has attended during the filtered period

Column 4: Date Hired

What it shows: The date when the employee was hired by the company

Format: Month Day, Year (e.g., December 10, 2025)

Purpose: Reference employee tenure and hire date

Column 5: Action Button

What it shows: An eye icon button

Purpose: Click to view detailed attendance records for that specific employee

How to Use the Table

View All Employees

What you want to do: See a list of all employees and their attendance

Steps:

  1. Navigate to the Attendance page
  2. Scroll through the table
  3. See employee ID, name, attendance count, and hire date
  4. If there are many employees, use the pagination at the bottom

Search for a Specific Employee

What you want to do: Find one employee's attendance record

Steps:

  1. Look at the table
  2. Scroll down to find the employee's name
  3. You can also use your browser's search function (Ctrl+F or Cmd+F)
  4. Type the employee's name to highlight them

Sort Employees by Attendance

What you want to do: See which employees attended the most or least

Note: Currently, the table shows employees in default order. To see top or bottom performers:

  1. You can visually scan the "Total Attendances" column
  2. Look for highest or lowest numbers
  3. Or export the data and sort it in Excel

How to View Detailed Attendance

View Individual Employee Attendance

What you want to do: See detailed daily attendance for one employee

Steps:

  1. Find the employee in the table
  2. Click the blue eye icon button on the right side of their row
  3. You are taken to that employee's detailed attendance page
  4. You can see day-by-day attendance records
  5. View check-in and check-out times
  6. See any absences or late arrivals

How to Use the Export Function

Export Attendance Data

What you want to do: Download attendance records for external use or reports

Steps:

  1. (Optional) Set a date range using the filter
  2. Click the green "Export All" button in the top right
  3. A file download starts automatically
  4. The file contains all visible employees and their attendance data
  5. You can open it in Excel or other spreadsheet applications

What Gets Exported:

  • Employee ID
  • Employee Name
  • Department
  • Total Attendances
  • Date Hired
  • Any filtered date range

File Format: CSV or Excel (depends on your system)

Uses:

  • Generate attendance reports
  • Share with payroll department
  • Create presentations
  • Backup records
  • Analyze attendance trends

Step-by-Step Tasks

Task 1: Check Today's Attendance Overview

Objective: Quickly see how many employees attended today

Steps:

  1. Navigate to Employee Attendance page
  2. Set From Date to today
  3. Set To Date to today
  4. Click Filter
  5. The table shows only today's attendance
  6. Look at "Total Attendances" column to see who attended

Task 2: Generate Monthly Attendance Report

Objective: Create a report for December attendance

Steps:

  1. Go to Employee Attendance page
  2. Set From Date to December 1, 2025
  3. Set To Date to December 31, 2025
  4. Click Filter
  5. Review the filtered results
  6. Click "Export All" to download
  7. Open the file in Excel
  8. Save as "December_Attendance_Report.xlsx"
  9. Share with HR team or management

Task 3: Monitor Low Attendance Employee

Objective: Check if an employee has low attendance

Steps:

  1. Go to Employee Attendance page
  2. Visually scan the "Total Attendances" column
  3. Find employees with low numbers
  4. Click the eye icon for that employee
  5. View their detailed attendance page
  6. Look for patterns (always late, frequent absences, etc.)
  7. Take appropriate action if needed

Task 4: Filter Attendance for a Specific Period

Objective: View attendance for a two-week project period

Steps:

  1. Navigate to Attendance page
  2. Set From Date to December 1, 2025
  3. Set To Date to December 15, 2025
  4. Click Filter
  5. Table updates showing only that period
  6. Review attendance for the project period
  7. If needed, click Clear Filters to reset

Task 5: Compare Employees' Attendance

Objective: See which team members have the best attendance

Steps:

  1. Go to Attendance page
  2. Set a date range (e.g., whole month)
  3. Click Filter
  4. Look at the "Total Attendances" column
  5. Employees with higher numbers have better attendance
  6. You can mentally note or export to sort

Understanding Attendance Metrics

Total Attendances

What it means: The number of days an employee attended work

Calculation: Based on the selected date range

Example:

  • Date Range: December 1-10 (10 working days)
  • Employee A Total Attendances: 10 (attended every day)
  • Employee B Total Attendances: 8 (missed 2 days)
  • Employee C Total Attendances: 6 (missed 4 days)

Interpreting the Numbers

  • High numbers (8-10+ days in 10 working days) = Good attendance
  • Medium numbers (5-7 days) = Average attendance
  • Low numbers (below 5 days) = Poor attendance or new employee

Common Tasks and Scenarios

Scenario 1: HR Manager Morning Review

Time: 8:30 AM Task: Check who attended yesterday

Steps:

  1. Open Attendance page
  2. Set From Date to yesterday
  3. Set To Date to yesterday
  4. Click Filter
  5. See total attendance for the day
  6. Note any absences
  7. Clear filters when done

Scenario 2: Monthly Payroll Preparation

Time: Month end Task: Generate attendance data for payroll

Steps:

  1. Go to Attendance page
  2. Set From Date to month start
  3. Set To Date to month end
  4. Click Filter
  5. Review the data
  6. Click "Export All"
  7. Send file to Payroll department
  8. Payroll uses data to calculate salary deductions

Scenario 3: HR Report to Management

Time: End of quarter Task: Create quarterly attendance report

Steps:

  1. Go to Attendance page
  2. Set From Date to quarter start (e.g., Oct 1)
  3. Set To Date to quarter end (e.g., Dec 31)
  4. Click Filter
  5. Review overall attendance
  6. Export the data
  7. Open in Excel
  8. Create charts showing attendance trends
  9. Present to management

Scenario 4: Investigate Low Attendance

Time: Anytime Task: Check why an employee has low attendance

Steps:

  1. Go to Attendance page
  2. Look through the table
  3. Spot an employee with low "Total Attendances"
  4. Click the eye icon for that employee
  5. View their detailed attendance records
  6. Check for patterns (always late, frequent absences, etc.)
  7. If concerned, contact the employee or their manager

Important Information to Know

What "Total Attendances" Does NOT Include

  • Approved leave (vacation, sick leave)
  • Excused absences
  • Company holidays
  • Work-from-home days (depending on configuration)

What "Total Attendances" Includes

  • Days employee checked in at office
  • Days with valid attendance records
  • Days within the selected date range

Date Format

All dates show as: Month Day, Year

Example: December 10, 2025

Employee Information Shown

  • Profile Picture (or default avatar if not set)
  • Full Name (Last Name, First Name format)
  • Department
  • Employee ID
  • Hire Date

Tips and Best Practices

Tip 1: Use Date Filters Regularly

  • Filter by week to track weekly trends
  • Filter by month for monthly reports
  • Filter by quarter for quarterly reviews

Tip 2: Export for Backup

  • Export attendance data weekly
  • Keep copies for audit purposes
  • Maintain records for at least 1 year

Tip 3: Check Details for Issues

  • If an employee shows low attendance, click to see why
  • Look for patterns (every Monday, Fridays, etc.)
  • Discuss with employee or manager

Tip 4: Use Pagination

  • If there are many employees, use the pagination buttons
  • Go to next page to see more employees
  • Don't try to export too much data at once

Tip 5: Mobile Friendly

  • The page works on tablets
  • Good for checking attendance on the go
  • Export function works on mobile too

Troubleshooting

Problem: I don't see any employees

Solution:

  • Check if employees exist in the system
  • Verify they have attendance records
  • Try clearing filters
  • Refresh the page

Problem: Attendance numbers seem wrong

Solution:

  • Verify you set the correct date range
  • Check if approved leaves are excluded (they should be)
  • Check if employee was hired before the date range
  • Talk to your system administrator

Problem: Export button not working

Solution:

  • Check your internet connection
  • Try a smaller date range
  • Use a different browser
  • Contact your system administrator

Problem: Can't find a specific employee

Solution:

  • Use browser search (Ctrl+F or Cmd+F)
  • Use pagination to go through pages
  • Try clearing filters first
  • Check employee name spelling

Problem: Filter button not responding

Solution:

  • Make sure you selected valid dates
  • From Date should be before To Date
  • Try refreshing the page
  • Clear browser cache and try again

What Information is Displayed

Employee Information

Field Shows Example
ID Employee ID number EMP-001
Avatar Employee profile picture [Profile photo]
Name Full name Doe, Jane
Department Work department App Tech
Total Attendances Days attended 20
Date Hired Hire date December 10, 2025

Privacy and Data Security

  • Only HR staff with permission can view this page
  • Attendance data is confidential employee information
  • Do not share exported files with unauthorized people
  • Keep attendance records secure
  • Follow company data protection policies

Need Help?

  • Ask your HR Manager or Director
  • Contact your IT Department
  • Check system administrator documentation
  • Refer to company attendance policies

Key Features Summary

Feature What It Does How to Use
Date Filter Narrow results by date range Select From/To dates, click Filter
Employee Table Shows all employee attendance View and scroll through table
Total Attendances Shows attendance count Look at column for each employee
View Details See detailed attendance Click eye icon
Export Data Download attendance records Click Export All button
Clear Filters Reset to all records Click Clear Filters button
Pagination Navigate multiple pages Use page numbers at bottom

Last Updated: December 10, 2025
Version: 1.0
For: HR Managers, HR Specialists, HR Directors, Payroll Staff