Team Lead — Attendance Management User Guide

Version: 1.0
Last updated: December 10, 2025

Table of Contents

1. Welcome to Attendance Management

Welcome to the Attendance Management module! This is your tool for monitoring your team's attendance, punctuality, and work patterns.

What This Guide Covers

This guide will help you:

  • ✅ View your team's attendance records
  • ✅ Check daily attendance status
  • ✅ Understand punctuality and work hours
  • ✅ Filter and search attendance data
  • ✅ Generate reports for management
  • ✅ Identify attendance patterns
  • ✅ Export data for payroll or analysis

Who Should Use This Guide

  • Team Leads — Primary users for managing team attendance
  • Supervisors — Monitor team members under your supervision
  • Department Heads — Get overview of department attendance
  • Any Manager — Track attendance for reporting purposes

Important Note

You can view attendance records, but you cannot modify them directly. If there are errors in attendance records, please contact your HR or IT department.

2. What You Can Do

Primary Tasks

Task Purpose Page
View Team Attendance See all team members' attendance at a glance Section 4
Check Individual Records Review detailed attendance for specific employee Section 5
Filter by Date View attendance for specific date ranges Section 6
Filter by Status Show only present, absent, late, or on-leave Section 6
Search for Employee Find specific team member quickly Section 6
Export Data Download attendance as CSV or Excel file Section 10
Generate Reports Create reports for management or payroll Section 10
Identify Trends See patterns in attendance and punctuality Section 9

What You Cannot Do

  • ❌ Modify DTR (Digital Time Record) check-in/out times
  • ❌ Change attendance status
  • ❌ Delete attendance records
  • ❌ View other teams' attendance (if applicable)
  • ❌ Approve or reject leave requests (HR does this)
  • ❌ Override shift assignments

3. How to Access Attendance

Via Web Browser

Step 1: Login

  • Open DTR System website
  • Enter your username and password
  • Click "Sign In"

Step 2: Navigate to Attendance

  • From main menu, look for "Team Lead" or "TL Dashboard"
  • Click "Attendance" option
  • Or use sidebar menu: TL Dashboard → Attendance

Step 3: View Attendance Page

  • You should see the Attendance list page
  • Shows your team members' attendance records
  • Ready to filter and search!

Direct URL

If you know the web address:

  • Type: https://[your-domain]/tl/attendance in browser address bar
  • Press Enter
  • Attendance page loads

Mobile Access

Desktop Recommended for full functionality, but:

  • Works on tablets (landscape mode recommended)
  • Some features may be limited on phones
  • Data loads the same way
  • Export still works

4. Understanding the Attendance List

What You're Looking At

When you open Attendance, you see a table showing your team members' attendance.

Example of what you'll see:

╔════════════════╦═══════════════╦══════════════╦═════════════╦═══════════╗
║ Employee ID    ║ Name          ║ Department   ║ Status      ║ Check-In  ║
╠════════════════╬═══════════════╬══════════════╬═════════════╬═══════════╣
║ EMP-001        ║ Jane Doe      ║ App Tech     ║ Present ✓   ║ 08:58     ║
║ EMP-002        ║ John Smith    ║ App Tech     ║ Late ⚠️      ║ 09:15     ║
║ EMP-003        ║ Alice Johnson ║ App Tech     ║ Absent ✗    ║ —         ║
║ EMP-004        ║ Bob Wilson    ║ App Tech     ║ On Leave    ║ —         ║
║ EMP-005        ║ Carol White   ║ App Tech     ║ Present ✓   ║ 09:05     ║
└════════════════╴═══════════════╴══════════════╴═════════════╴═══════════┘

Columns Explained

Employee ID

  • What: Unique number for each employee
  • Format: EMP-001, EMP-002, etc.
  • Use: Reference when discussing with HR or management

Name

  • What: Employee's full name
  • Format: First Name Last Name
  • Action: Click to see detailed attendance for this employee

Department

  • What: Which department/team they belong to
  • Example: App Tech, Operations, Finance
  • Use: Understand team distribution

Status (Most Important!)

  • What: Their attendance status for the day
  • Options: Present, Absent, Late, On Leave
  • Color: Green (good), Red (absence), Yellow (late), Blue (leave)
  • Details: See Section 8 for status explanations

Check-In Time

  • What: When they actually checked in
  • Format: HH:MM (24-hour format)
  • Example: 08:58 means 8:58 AM
  • Empty: If absent or on leave

Check-Out Time

  • What: When they checked out
  • Format: HH:MM (24-hour format)
  • Empty: If still working or didn't check in

Hours Worked

  • What: Total hours worked that day
  • Format: Decimal (e.g., 8.5 hours)
  • Calculated from check-in to check-out minus breaks

Scheduled Time

  • What: Their expected work hours for the day
  • Format: HH:MM - HH:MM (start - end)
  • Example: 09:00 - 17:00 (9 AM to 5 PM)
  • Use: Compare with actual hours to see if on time

Notes

  • What: Additional information about attendance
  • Examples:
    • Leave type: "Annual Leave"
    • Reason: "Medical Appointment"
    • Traffic: "5 mins late - traffic"
  • Use: Understand reasons for late arrivals or absences

Actions

  • What: What you can do with this record
  • Options: "View Details" or "See More"
  • Use: Click to see full daily breakdown for employee

Reading Color Codes

The table uses colors to quickly show status:

🟢 GREEN    = Present  — Employee checked in on time
🔴 RED      = Absent   — No check-in on working day
🟡 YELLOW   = Late     — Checked in after start time
🔵 BLUE     = On Leave — Approved leave (excused absence)
⚪ GRAY     = Half Day — Partial work day

How Many Records Are Shown?

  • Default: 10 employees per page
  • Change per page: Look for "Show X entries" dropdown (may vary)
  • Page numbers: At bottom to navigate between pages
  • Total shown: "Showing 1 to 10 of 25 entries" (example)

Navigation

Move between pages:

  • Click page number (1, 2, 3, etc.)
  • Click "Next" to go to next page
  • Click "Previous" to go back
  • Click "Last" to jump to last page

5. Viewing Detailed Attendance

Why View Details?

When you want to see more information about one employee's attendance, you view their detailed record.

How to View Details

Option 1: Click Employee Name

  1. On attendance list
  2. Click on employee's name (usually underlined/blue)
  3. Detailed page loads showing all their attendance

Option 2: Click "View Details" Button

  1. Find employee in table
  2. Scroll right to "Actions" column
  3. Click "View Details" button
  4. Detailed page opens

What You See on Detail Page

Employee Information Card (Top)

📷 [Avatar]
───────────────────
Name: Jane Doe
Employee ID: EMP-001
Department: App Tech
Position: Senior Developer
Hire Date: Jan 15, 2022
Status: Active ✓
───────────────────

Summary Statistics

Period: Dec 1 - Dec 31, 2025

✓ Total Working Days: 20
✓ Present:           18 (90%)
✗ Absent:            1  (5%)
⚠️ Late:             1  (5%)
🔵 On Leave:         0  (0%)

📊 Average Hours:    8.5 hrs/day
⏱️ Total Hours:      153 hours

What These Mean:

Metric Meaning
Total Working Days Days the employee should have worked (excludes weekends/holidays)
Present Days employee checked in on time with valid work hours
Absent Days with no check-in on scheduled working days
Late Days employee arrived after their scheduled start time
On Leave Days with approved leave (doesn't count as absence)
Attendance % (Present ÷ Working Days) × 100
Average Hours Total hours ÷ number of present days
Total Hours Sum of all hours worked in period

Daily Breakdown Table

Below the summary, you see a day-by-day breakdown:

┌──────────┬──────┬────────┬──────────┬──────────┬─────────┬────────────┬─────────────┐
│ Date     │ Day  │ Status │ Check-In │Check-Out │ Duration│ Scheduled  │ Notes       │
├──────────┼──────┼────────┼──────────┼──────────┼─────────┼────────────┼─────────────┤
│ Dec 1    │ Mon  │ Present│ 08:58    │ 17:02    │ 8.07   │ 09:00-17:00│             │
│ Dec 2    │ Tue  │ Present│ 09:01    │ 17:05    │ 8.07   │ 09:00-17:00│             │
│ Dec 3    │ Wed  │ Late   │ 09:15    │ 17:00    │ 7.75   │ 09:00-17:00│ Traffic     │
│ Dec 4    │ Thu  │ Present│ 08:59    │ 17:01    │ 8.03   │ 09:00-17:00│             │
│ Dec 5    │ Fri  │ Absent │ —        │ —        │ —      │ 09:00-17:00│             │
│ Dec 8    │ Mon  │ On Leave│ —       │ —        │ —      │ 09:00-17:00│ Annual Leave│
└──────────┴──────┴────────┴──────────┴──────────┴─────────┴────────────┴─────────────┘

How to Read:

  • Date: Calendar date
  • Day: Day of week (Mon, Tue, Wed, etc.)
  • Status: How attendance is marked (see Section 8)
  • Check-In: Time they scanned/logged in
  • Check-Out: Time they logged out
  • Duration: How many hours they worked
  • Scheduled: What their shift was supposed to be
  • Notes: Reason for late/absence/leave

Comparing Actual vs. Scheduled

Quick Check:

Look at Check-In time vs. Scheduled start time:

  • 09:00 scheduled, 08:58 check-in = On time ✓
  • 09:00 scheduled, 09:15 check-in = 15 minutes late ⚠️
  • 09:00 scheduled, no check-in = Absent ✗

Look at Hours Worked vs. Scheduled Hours:

  • Scheduled 8 hours, Worked 8 hours = Correct ✓
  • Scheduled 8 hours, Worked 7.5 hours = 30 mins short (early leave?)
  • Scheduled 8 hours, Worked 9 hours = Overtime (1 extra hour)

Date Range

At the top of detail page:

  • From Date: Start of the period shown
  • To Date: End of the period shown
  • Change Range: Click "Select Different Dates" to change
  • Quick Options: "This Month", "Last Month", "Last 30 Days"

6. Filtering and Searching

Why Filter?

Instead of scrolling through all records, filters help you find what you're looking for quickly.

Filter Options

1. Date Range Filter

What it does: Shows attendance for specific dates

How to use:

  1. Look for "From Date" and "To Date" fields
  2. Click calendar icon or text field
  3. Select start date
  4. Select end date
  5. Click "Apply Filter" or "Filter"

Examples:

  • View today: Set From = today, To = today
  • View this week: Set From = Monday, To = Friday
  • View month: Set From = Dec 1, To = Dec 31
  • View last 30 days: Set From = 30 days ago, To = today

Default: Usually shows current month (1st to today)

2. Status Filter

What it does: Show only specific types of attendance records

Available options:

  • All — Show everything (default)
  • Present — Only employees who checked in on time
  • Absent — Only employees with no check-in
  • Late — Only employees who checked in late
  • On Leave — Only employees on approved leave
  • Half Day — Only employees with partial work day

How to use:

  1. Find "Status" dropdown
  2. Click to open options
  3. Select desired status
  4. Click "Apply Filter"

Example:

Want to see who was late today?

  1. Set date to today
  2. Select Status = "Late"
  3. Click Filter
  4. See only late employees

3. Search by Employee Name

What it does: Find specific employee by name or ID

How to use:

  1. Find "Search" text box
  2. Type employee name (first or last name)
    • Examples: "Jane", "Doe", "Jane Doe"
  3. Or type employee ID: "EMP-001"
  4. Click "Search" or press Enter
  5. Results show matching employees

Tips:

  • Case insensitive: "jane" same as "Jane"
  • Partial matches: "Doe" finds "Jane Doe"
  • Search ID: "EMP-001" finds that specific employee

4. Combine Multiple Filters

You can use filters together!

Example 1: Find all late employees this week

  1. Date: Dec 9 - Dec 13
  2. Status: Late
  3. Click Filter
  4. See all who were late during week

Example 2: Find specific employee's attendance last month

  1. Date: Nov 1 - Nov 30
  2. Search: "Jane Doe"
  3. Click Filter
  4. See only Jane's November attendance

Example 3: Find all absent employees

  1. Date: Dec 1 - Dec 31
  2. Status: Absent
  3. Click Filter
  4. See all absences for month

Clearing Filters

Want to reset and see everything?

  1. Look for "Clear Filters" button
  2. Click it
  3. All filters reset to default
  4. Page shows all records

What resets:

  • ✓ Date range (back to current month)
  • ✓ Status filter (back to "All")
  • ✓ Search text (cleared)

7. Common Tasks & Step-by-Step Guides

Task 1: Check Team Attendance This Morning

Situation: You want to know if your team is present at work today.

Steps:

  1. Open DTR System and go to Attendance
  2. Set "From Date" = Today
  3. Set "To Date" = Today
  4. Click "Filter" or "Apply"
  5. Look at the Status column
    • Green "Present" = Employee is here ✓
    • Red "Absent" = Employee didn't check in ✗
    • Yellow "Late" = Employee is late ⚠️
    • Blue "On Leave" = Employee has approved leave

What to do next:

  • All present? → Great! Team is ready to work
  • Some absent? → Check notes to see reason (maybe on leave)
  • Some late? → Note for follow-up, check notes for traffic/issues
  • Need more info? → Click employee name to see details

Estimated time: 2-3 minutes

Task 2: Find Why Jane Doe Was Absent

Situation: Jane didn't check in today. You want to know why.

Steps:

  1. Go to Attendance
  2. Search for "Jane Doe" in search box
  3. Press Enter or click Search
  4. Find Jane in results
  5. Click on her name (or "View Details")
  6. Look at today's record in the daily breakdown

Check these columns:

  • Status: Shows "Absent"
  • Notes: May show reason
    • Empty = No explanation provided yet
    • "Annual Leave" = On approved leave
    • "Medical Appointment" = Leave for medical
    • "No call, no show" = Concerning

What to do:

  • If on approved leave? → No action needed
  • If no notes? → Follow up with Jane to ask
  • If concerning? → Document and discuss with Jane

Quick tip: Hover over "Notes" column if text is cut off

Estimated time: 2-4 minutes

Task 3: Identify Employees Who Are Always Late

Situation: You notice pattern of late arrivals. Want to identify who.

Steps:

  1. Go to Attendance
  2. Set date range for entire month (Dec 1 - Dec 31)
  3. Filter Status = "Late"
  4. Click Filter
  5. See all late arrivals for the month

Analyze the results:

  • John Smith → Late 5 times
  • Alice Johnson → Late 1 time
  • Bob Wilson → Late 3 times

See details:

  • Click on "John Smith" to see which days he was late
  • Check notes for reasons (traffic, appointments, etc.)
  • See pattern (specific days of week?)

Next steps:

  • Have conversation with John about punctuality
  • Ask about barriers to on-time arrival
  • Offer help or flexibility if applicable
  • Document discussion

Estimated time: 5-10 minutes

Task 4: Generate Attendance Report for Management

Situation: Manager asked for team's attendance report for December.

Steps:

  1. Go to Attendance
  2. Set "From Date" = Dec 1
  3. Set "To Date" = Dec 31
  4. Make sure Status = "All" (show everyone)
  5. Click "Export" or "Download"
  6. Choose format (Excel recommended for reports)
  7. File downloads to your computer

Open the file:

  1. Navigate to Downloads folder
  2. Find file named "Team_Attendance_Dec2025" or similar
  3. Double-click to open
  4. Opens in Excel or spreadsheet application

Review the data:

  • Check that all team members are listed
  • Verify dates match what you filtered
  • Look for any obvious errors
  • See columns: Name, Date, Status, Hours, etc.

Send to management:

  1. Open email
  2. Attach the exported file
  3. Write brief summary:
    • Period covered (Dec 1-31)
    • Team name and size
    • Key metrics: attendance rate, absences, late arrivals
    • Any concerns or notes
  4. Send to manager

Example summary:

Team Attendance Report - December 2025

Team: App Tech (25 members) Period: Dec 1-31, 2025

Summary:

  • Attendance Rate: 93.5%
  • Absences: 4 (approved leaves)
  • Late Arrivals: 3

Attached: Detailed attendance list

Estimated time: 10-15 minutes

Task 5: Check Employee's Work Hours for Payroll

Situation: Payroll team needs hours worked for Jane Doe for December.

Steps:

  1. Go to Attendance
  2. Search for "Jane Doe"
  3. Click on her name to view details
  4. Look at "Total Hours" in the summary card
    • Shows: "Total Hours: 153 hours"
  5. This is hours worked for the period

If you need more detail:

  1. Look at "Daily Breakdown" table
  2. Find "Duration" column (hours worked each day)
  3. Verify breakdown matches total
  4. Look for any discrepancies:
    • Days with less than 8 hours (early leave?)
    • Days with more than 8 hours (overtime?)

Send to payroll:

  1. Email payroll with summary:
    • Employee: Jane Doe (EMP-001)
    • Period: Dec 1-31, 2025
    • Total Hours: 153
    • Overtime: [if applicable]
  2. Or export and attach the file

Estimated time: 3-5 minutes

Task 6: Monitor Attendance for Specific Week

Situation: You want detailed view of your team's attendance for one specific week.

Steps:

  1. Go to Attendance
  2. Identify the week dates:
    • Week of Dec 9: Dec 9 (Mon) to Dec 13 (Fri)
  3. Set "From Date" = Dec 9
  4. Set "To Date" = Dec 13
  5. Click Filter
  6. See all employees and their attendance for that week

Analyze:

  • How many present? (count green statuses)
  • How many absent? (count red)
  • How many late? (count yellow)
  • Any patterns? (e.g., Friday absences?)

Example findings:

Week of Dec 9-13 Summary:
- 20/25 employees present all days
- 3 employees absent 1 day each
- 2 employees late 1 day each
- Overall: Strong week ✓

Estimated time: 5 minutes

Task 7: Review New Employee's First Week

Situation: New hire started Monday. Want to check their first week of attendance.

Steps:

  1. Go to Attendance
  2. Search for new employee's name
  3. Set date range to their first week
  4. Click on their name for details
  5. See daily breakdown of first week

Check for:

  • ✓ On-time arrivals (settling in well?)
  • ✓ Full hours worked (correct shift understanding?)
  • ✓ No unexplained absences
  • ✓ Check-out times reasonable

Expected patterns:

  • Good signs: Consistent times, full hours, on-time
  • Concerns: Late arrivals, early departures, absences

Follow-up:

  • If good: Acknowledge their good start
  • If issues: Clarify expectations, offer support

Estimated time: 3-5 minutes

8. Understanding Attendance Status

The Five Attendance Statuses

Understanding status is key to interpreting attendance.

🟢 PRESENT

What it means: Employee checked in on time and worked their shift

Visual: Green badge or green row background

Details:

  • ✓ Employee scanned in at or before scheduled start time
  • ✓ Employee scanned out at end of shift
  • ✓ Worked expected number of hours
  • ✓ No issues or concerns

Examples:

  • Scheduled 9:00 AM, checked in 8:58 AM → Present ✓
  • Scheduled 9:00 AM, checked in 9:02 AM → Present ✓
  • Worked 8 hours as scheduled → Present ✓

What to do: No action needed. Employee is performing well.

🔴 ABSENT

What it means: Employee did not check in on a working day

Visual: Red badge or red row background

Details:

  • ✗ No check-in time recorded for that day
  • ✗ No approved leave on that date
  • ✗ Employee was not at work
  • ✗ Needs explanation

Reasons might be:

  • Sick leave (not yet approved)
  • Personal emergency
  • Forgot to check in (system issue)
  • No call, no show (concerning)

What to do:

  1. Check "Notes" column for reason
  2. If no notes, follow up with employee:
    • "Hi Jane, I noticed you were absent on Dec 5. Is everything okay?"
  3. Document the absence
  4. Update notes if needed

Example scenario:

Jane Doe - Dec 5, 2025
Status: Absent
Notes: (empty - no notes)

Action: Send email to Jane asking for explanation
Response: "I was sick that day, will submit leave request"
Follow-up: Confirm leave request is received and approved

🟡 LATE

What it means: Employee checked in after their scheduled start time

Visual: Yellow/orange badge or background

Details:

  • ⚠️ Employee arrived after shift start time
  • ⚠️ Checked in 5+ minutes after scheduled start
  • ⚠️ May have worked full hours or less
  • ⚠️ Possible delay or traffic

Threshold:

  • Scheduled 9:00 AM, checked in by 9:04 AM → Might still be "Present" (depends on system)
  • Scheduled 9:00 AM, checked in at 9:15 AM → Definitely "Late"

Reasons might be:

  • Traffic or transportation delay
  • Personal appointment (doctor, etc.)
  • Car trouble
  • Childcare issue
  • Oversleep (occasional)
  • System delay (rare)

What to do:

  1. Check "Notes" column for reason
  2. If no explanation, ask employee:
    • "I see you were 15 minutes late on Dec 3. What happened?"
  3. If occasional: No big concern, just note it
  4. If pattern: Have conversation about punctuality
  5. Document discussion

Example scenario:

John Smith - 3 late arrivals in December
Dec 3: 15 mins late - "Traffic on highway"
Dec 10: 10 mins late - "Car wouldn't start"
Dec 17: 20 mins late - "Overslept"

Action: Meet with John
Discussion: "I've noticed 3 late arrivals. Let's discuss how we can help."
Options:
  - Start earlier to account for traffic?
  - Flexible start time?
  - Work-from-home some days?
Solution: Agreed to leave 15 mins earlier
Follow-up: Monitor next week

🔵 ON LEAVE

What it means: Employee had an approved leave request for that day

Visual: Blue badge or blue row background

Details:

  • ✓ Employee submitted and got approval for time off
  • ✓ Expected to not be at work
  • ✓ No check-in expected
  • ✓ Excused absence (not a problem)

Types of leave:

  • Annual Leave — Vacation days
  • Sick Leave — Medical/illness
  • Personal Leave — Family or personal matter
  • Compassionate Leave — Family emergency
  • Maternity/Paternity — New baby
  • Unpaid Leave — Without pay

What you'll see:

  • No check-in time (expected)
  • Status shows "On Leave"
  • Notes show leave type: "Annual Leave", "Sick Leave", etc.

What to do: No action needed. Employee's absence is approved and excused.

Example:

Carol White - Dec 15-20, 2025
Status: On Leave
Notes: Annual Leave
Hours: (none recorded)

Action: None. Employee is approved to be off.

⚪ HALF DAY

What it means: Employee worked partial day (not full 8 hours)

Visual: Gray badge or different background

Details:

  • 📊 Employee checked in and checked out
  • 📊 But worked less than scheduled hours
  • 📊 May have left early or come in late
  • 📊 Approved partial day or personal time

Reasons might be:

  • Doctor's appointment afternoon
  • Medical leave (half day)
  • Personal time approval
  • Early leave approval
  • Late start approval

What to do:

  1. Check notes for reason
  2. If approved: No action (employee has approval)
  3. If not approved: Follow up to clarify
  4. Document for records

Example:

David Lee - Dec 10, 2025
Status: Half Day
Check-in: 09:00
Check-out: 13:00
Hours: 4 hours
Notes: Medical appointment
Scheduled: 8 hours

This is approved. David left for medical appointment.

Quick Status Reference

Print this and keep handy!

Status Meaning Color Action
Present On time, worked full shift Green None needed ✓
Absent No check-in, not on leave Red Follow up ⚠️
Late Checked in after start time Yellow Monitor 📌
On Leave Approved leave/time off Blue None needed ✓
Half Day Worked partial day Gray Check if approved

9. Reading Charts and Reports

When Reporting

When you need to summarize attendance for management, look for:

Key Metrics to Report

1. Attendance Percentage

  • Calculation: (Days Present ÷ Working Days) × 100
  • Target: 95%+ is excellent
  • Example: "Team attendance this month is 93.5%"

2. Absence Rate

  • Calculation: (Absent Days ÷ Working Days) × 100
  • Note: Approved leaves don't count as absences
  • Example: "2 unexcused absences this month (8%)"

3. Punctuality

  • Calculation: (Days on time ÷ Working Days) × 100
  • Target: 98%+ is good
  • Example: "3 late arrivals (85% punctuality)"

4. Average Hours Worked

  • Calculation: Total hours ÷ days present
  • Target: Should match scheduled hours (8 hours/day)
  • Example: "Team averaged 8.2 hours per day"

Sample Report Format

Here's a simple format for monthly report:

TEAM ATTENDANCE REPORT
Month: December 2025
Team: App Tech (25 members)
Prepared By: John Manager
Date: Dec 31, 2025

═══════════════════════════════════════

SUMMARY METRICS:

Attendance Rate:        93.5%  (234/250 days)
Punctuality Rate:       96.0%  (12 late arrivals)
Average Hours/Day:      8.1 hours
Total Team Hours:       2,025 hours

BREAKDOWN:

Present (on time):      235 days (94.0%)
Late Arrivals:          12 days (4.8%)
Unexcused Absences:     2 days (0.8%)
Approved Leaves:        1 day (0.4%)

OBSERVATIONS:

✓ Good overall attendance
✓ Solid punctuality
⚠️ 2 unexcused absences need follow-up
✓ Working expected hours

RECOMMENDATIONS:

1. Follow up with employees who had unexcused absences
2. Continue monitoring punctuality
3. Recognize strong attendance of team

═══════════════════════════════════════

10. Exporting and Sharing Data

When You Need to Export

Reasons to export:

  • 📊 Send attendance report to management
  • 💼 Provide data to payroll department
  • 📋 Create backup or archive
  • 📧 Email to HR department
  • 🎯 Analyze in spreadsheet
  • 📑 Include in formal reports

How to Export

Step 1: Filter Your Data

  1. Set date range (if needed)
  2. Set status filter (if needed)
  3. Search for specific employee (if needed)
  4. Click "Apply Filter"
  5. Only filtered data will be exported

Step 2: Click Export

  1. Look for "Export" button (usually top-right)
  2. Click "Export Attendance" or similar
  3. Menu appears with options

Step 3: Choose Format

Options available:

  • CSV (Comma-Separated Values)

    • Best for: General spreadsheets
    • Opens in: Excel, Google Sheets
    • File size: Small
    • Format: Plain text with commas

  • Excel (.xlsx)

    • Best for: Reports and analysis
    • Opens in: Microsoft Excel, Google Sheets
    • File size: Larger than CSV
    • Format: Professional spreadsheet

  • PDF (Portable Document Format)

    • Best for: Printing and sharing as read-only
    • Opens in: PDF reader, browser
    • File size: Medium
    • Format: Formatted and ready-to-print

Our recommendation: Excel for most reports

Step 4: File Downloads

  1. File automatically downloads to your computer
  2. File location: Usually "Downloads" folder
  3. File name: Something like "Team_Attendance_Dec2025.xlsx"

Step 5: Open and Review

  1. Navigate to Downloads folder
  2. Find your file
  3. Double-click to open
  4. Verify data looks correct
  5. Check all team members are included
  6. Verify date range is correct

Sharing Exported Data

Via Email:

  1. Open email application
  2. Click "Attach" or "Add Attachment"
  3. Find your exported file
  4. Select and attach
  5. Add message and send

Example email:

To: manager@company.com
Subject: Team Attendance Report - December 2025

Hi [Manager],

Please find attached the team attendance report for December 2025.

Key highlights:
- Attendance rate: 93.5%
- Team size: 25 members
- Period: Dec 1-31, 2025

File: Team_Attendance_Dec2025.xlsx

Please let me know if you need any additional information.

Best regards,
[Your name]

Via Shared Drive:

  1. Open file (exported file)
  2. Copy file
  3. Navigate to shared drive/folder
  4. Paste file
  5. Share link with recipients

Via System (if built-in):

  1. After exporting, look for "Share" option
  2. Enter recipient email
  3. Click Send
  4. File sent automatically

11. Tips for Effective Management

Tip 1: Check Attendance Daily (Quick Scan)

Why: Catch issues early

How:

  • Set 5 minutes in morning routine
  • Quick filter: Date = Today, click Filter
  • Scan for red (absences) or yellow (late)
  • Note anything unusual
  • Follow up if needed

Time required: 5 minutes

Benefits:

  • ✓ Quick awareness of who's present
  • ✓ Can reach out early if issues
  • ✓ Prevents surprises
  • ✓ Builds accountability

Tip 2: Weekly Review (Detailed)

Why: Identify patterns early

How:

  • Weekly review every Friday (end of week)
  • Review whole week: Mon-Fri
  • Check Status column
  • Look for patterns:
    • Always late on Mondays?
    • Frequent Friday absences?
    • Consistent for most?
  • Note anything concerning
  • Plan follow-ups for next week

Time required: 10-15 minutes

Benefits:

  • ✓ See patterns early
  • ✓ Address issues before escalation
  • ✓ Recognize good attendance
  • ✓ Plan discussions with employees

Tip 3: Monthly Analysis (Trends)

Why: Understand bigger picture

How:

  • End of month, review entire month
  • Filter: Month date range
  • Generate summary:
    • Overall attendance %
    • Late arrivals count
    • Unexcused absences
    • Any employees needing attention
  • Create simple report
  • Share with management if needed

Time required: 20-30 minutes

Benefits:

  • ✓ See monthly trends
  • ✓ Identify consistent performers
  • ✓ Flag problem areas
  • ✓ Data for management reports

Tip 4: Communicate Changes

When you notice changes, let employees know:

Example 1: Good Attendance

Hi Jane,

I wanted to recognize that you've had great attendance this month - 100% on-time arrivals and no absences. Well done! Keep up the excellent work.

Thank you, [Your name]

Example 2: Address Issues Privately

Hi John,

I've noticed you've been late a few times this month (Dec 3, 10, 17). I wanted to check in - is there something going on that's making it difficult to arrive on time? I'm here to help if we need to adjust something.

Let me know, and we can discuss.

Thanks, [Your name]

Example 3: Investigate Absences

Hi Sarah,

I saw you were absent on Dec 5, but there's no note on file. Just want to make sure everything is okay. Can you let me know what happened that day?

Thanks, [Your name]

Tip 5: Document Important Discussions

Keep records of important conversations:

What to document:

  • Date of conversation
  • Employee name
  • Topic discussed
  • Employee's explanation
  • Actions agreed upon
  • Follow-up date

Example:

Date: Dec 20, 2025
Employee: John Smith
Topic: Late arrivals (3 times this month)
Employee's explanation: "Traffic on main highway during rush hour"
Actions agreed:
  - John will leave 15 minutes earlier
  - Try alternative route
  - Flexible start time if needed
Follow-up: Check attendance for next 2 weeks
Result: [to be filled in]

Why document?

  • ✓ Shows you're fair and consistent
  • ✓ Useful if issues escalate
  • ✓ Protects both you and employee
  • ✓ Shows improvement efforts

Tip 6: Use Export for Important Records

When to save copies:

  • End of each month
  • Before management review
  • For payroll finalization
  • Before major changes
  • For audits or compliance

How to organize:

Create folder structure:

Company
├── Attendance
│   ├── 2025
│   │   ├── January
│   │   │   └── Team_Attendance_Jan2025.xlsx
│   │   ├── December
│   │   │   └── Team_Attendance_Dec2025.xlsx
│   │   └── Summary_2025.xlsx

Benefits:

  • ✓ Easy to find historical data
  • ✓ Proof of proper management
  • ✓ Comparison year-over-year
  • ✓ Organized for audits

Tip 7: Recognize Good Attendance

Motivate your team:

  • Monthly award: Recognize perfect attendance
  • Team announcement: "Great attendance this month!"
  • Personal note: Acknowledge good performers
  • Public recognition: Team meeting shout-out
  • Rewards: If applicable (bonus, extra break, etc.)

Example:

Team Announcement:

Great job, everyone! This month's attendance was outstanding:

  • 94% overall attendance rate
  • 25 perfect attendance days (Jane, Carol, David)
  • Minimal late arrivals

Thank you for being reliable and committed to our team!

Benefits:

  • ✓ Positive reinforcement
  • ✓ Motivates others
  • ✓ Creates accountability
  • ✓ Builds team culture

Tip 8: Address Patterns Early

Don't wait for escalation:

Red flags to watch:

  • 🚩 Regular Friday absences
  • 🚩 Always late on specific day
  • 🚩 Multiple days of absence in short period
  • 🚩 Pattern of early departures
  • 🚩 Sudden change in attendance
  • 🚩 No communication about absences

What to do:

  1. Document: Note the pattern
  2. Talk: Have private conversation
  3. Listen: Understand their situation
  4. Offer help: See if you can support
  5. Set expectations: Be clear about requirements
  6. Follow up: Monitor for improvement

Example conversation:

You: "Hi Bob, I noticed you've had some challenges with Friday attendance. Three Fridays out of the last four. Can we talk about what's going on?"

Bob: "Yeah, I've had some personal stuff come up. My kids' school picks them up early Fridays and my wife is working late."

You: "I understand. Let's see what we can do. Can you let me know in advance when you'll be out? And perhaps we can work on a Friday schedule that works better for you while still meeting team needs."

Bob: "That would help. I'll give you advance notice."

You: "Great. Let's check back in next month and see how it's going."

Tip 9: Know Your Team

Use attendance to understand your team:

  • Who is reliable? (recognize them)
  • Who needs support? (reach out)
  • Who has changing patterns? (investigate)
  • Who is struggling? (offer help)
  • Who is new and finding their way? (mentor)

This builds:

  • ✓ Trust and respect
  • ✓ Better communication
  • ✓ Team cohesion
  • ✓ Lower turnover
  • ✓ Better performance

Tip 10: Escalate When Needed

Know when to involve HR:

Situations requiring HR:

  • Chronic unexcused absences (3+ in a month)
  • Repeated lateness despite discussions
  • Suspicion of abuse
  • Patterns suggesting health issues
  • Disciplinary action needed
  • Policy violations

How to escalate:

  1. Document everything first
  2. Send email to HR with:
    • Employee name
    • Summary of issue
    • Dates and details
    • Your discussions so far
    • Actions already taken
  3. Attach attendance export if helpful
  4. Request guidance on next steps

Example email to HR:

Subject: Attendance Concern - John Smith

Hi [HR Manager],

I'm reaching out regarding ongoing attendance concerns with John Smith (EMP-002).

Situation:
- 5 unexcused absences in December
- 3 late arrivals (10-20 minutes)
- I've had 2 conversations with John about this

Actions taken:
- First conversation (Dec 10): John said he'd improve
- Second conversation (Dec 20): Discussed challenges with transportation
- Agreed to monitor for next 2 weeks

Current status:
- Still having issues
- Attendance pattern not improving

Request:
- Guidance on next steps
- Whether formal disciplinary action needed
- Any policy documentation I should be aware of

Details: [Attached: Team_Attendance_Dec2025.xlsx showing John's records]

Thank you,
[Your name]

12. Frequently Asked Questions

Q1: Why can't I see another team lead's attendance?

A: You can only see your own team members' attendance. This protects privacy and ensures each team lead manages their own team. If you need to see other teams' data, contact your manager.

Q2: Why doesn't the system match what I saw in check-in?

A: Some possible reasons:

  • Delay in system: It may take a few minutes to update
  • Time zone difference: Check if system is using different time zone
  • Early/late check-in: Employee may have checked in earlier or later than expected
  • Technical glitch: System may have recorded different time

Solution: Refresh the page (F5), wait a few minutes, or contact IT.

Q3: An employee was on leave but it shows as absent. Why?

A: Possible reasons:

  • Leave not approved yet: Leave is still "pending" not "approved"
  • Leave dates don't match: Leave may be for different dates
  • System didn't sync: Data not updated between systems

Solution:

  1. Check the leave request status (is it approved?)
  2. Verify dates match
  3. Refresh page or wait for system to sync
  4. Contact HR if leave is approved but not showing

Q4: How do I explain a late arrival to my manager?

A: Use the notes field in your report:

Good examples:

"John Smith - Dec 3: Late due to traffic on main highway
(15 minutes). Usual commute time increased due to accident."

"Jane Doe - Dec 10: Late due to medical appointment.
Scheduled with doctor. Able to complete full workday."

Bad examples (avoid):

"Just late" (no explanation)
"Don't know why" (seems careless)
No notes at all (raises questions)

Q5: Can I modify or delete attendance records?

A: No. As a team lead, you have read-only access. You cannot modify or delete attendance records. This protects data integrity.

If there's an error:

  1. Contact IT or HR department
  2. Provide details of the error
  3. They can correct it if needed
  4. Document what was wrong
  5. Follow up to confirm fix

Q6: How far back can I see attendance records?

A: Usually you can see records for the current year. Some systems may have longer history. If you need older records:

  1. Ask your IT department
  2. Archives may be available
  3. May need to request formal archival records

Q7: What if an employee disputes their attendance record?

A: If an employee says their attendance is wrong:

  1. Listen: Hear their explanation
  2. Check records: Verify what system shows
  3. Check notes: Look for documentation
  4. Investigate: Ask:
    • Did they forget to check in?
    • Was there a system issue?
    • Do they have proof (receipt, email timestamp)?
  5. Decide:
    • Is it legitimate error? → Contact IT/HR to correct
    • Was it system issue? → Document and ask for correction
    • Is employee mistaken? → Explain gently
  6. Document: Note the dispute and resolution

Q8: How do I print the attendance page?

A: Using your browser's print function:

  1. Use keyboard shortcut: Ctrl+P (Windows) or Cmd+P (Mac)
  2. Or: Click menu ☰ → Print
  3. Choose printer
  4. Select pages to print
  5. Click Print

Better option: Use "Export" feature to save as PDF, then print from PDF.

Q9: Can employees see their own attendance?

A: Depends on system settings:

  • Usually: Yes, employees can see their own records
  • Managers: See their whole team
  • HR: Sees everyone

If you want to share specific attendance info with employee, you can:

  1. Export their individual record
  2. Print it
  3. Share with them for discussion

Q10: What should I do about time zone differences?

A: If your team spans multiple time zones:

  1. Verify system is using consistent time zone
  2. Understand scheduled shift times (e.g., 9 AM local time for each location)
  3. Check actual times against local schedules
  4. Ask IT if time zone conversion is needed

Example:

Employee A (Manila time):
- Scheduled: 9:00 AM Manila time
- Check-in: 8:58 AM → On time ✓

Employee B (New York time):
- Scheduled: 9:00 PM New York time (9:00 AM Manila next day)
- Check-in: 8:59 PM → On time ✓

System should handle this automatically, but verify.

Q11: How do I calculate attendance percentage for a custom period?

A: Simple formula:

Attendance % = (Present Days / Working Days) × 100

Example:
- Working Days (Mon-Fri, no holidays): 20
- Days Marked Present: 18
- Days Absent or Late: 2

Attendance % = (18 / 20) × 100 = 90%

Note: This assumes you're not counting leaves, half-days, or late arrivals as absences. Adjust formula based on your company policy.

Q12: What's the difference between absent and late?

A: Key differences:

Absent Late
No check-in at all Checked in after start time
Doesn't work the day Works the day (usually)
Needs explanation May have worked full hours
More serious concern Can be regular occurrence
Count as missed day Not a complete missed day

13. Quick Reference Guide

Dashboard Shortcut

Need to do this? Quick Steps
Check today's attendance Filter: Today, click Filter
Find specific employee Use Search box, type name
See who was late Filter: Status=Late, click Filter
Export for payroll Set dates, click Export, choose Excel
View employee's hours Click employee name, see Total Hours
Check weekly attendance Set From=Mon, To=Fri, click Filter
Monthly report Set month dates, export to Excel
Employee detail page Click on name in table

Status Quick Reference

Status Color Meaning Action
Present 🟢 Green On time, full shift None
Absent 🔴 Red No check-in Follow up
Late 🟡 Yellow After start time Monitor
On Leave 🔵 Blue Approved time off None
Half Day ⚪ Gray Partial day Check if approved

Keyboard Shortcuts

Windows:

  • Ctrl+P → Print
  • Ctrl+F → Find on page
  • Ctrl+C → Copy
  • Ctrl+V → Paste

Mac:

  • Cmd+P → Print
  • Cmd+F → Find on page
  • Cmd+C → Copy
  • Cmd+V → Paste

Browser Tips

If page isn't loading:

  1. Refresh: Press F5 or Ctrl+R
  2. Clear cache: Ctrl+Shift+Delete
  3. Try another browser
  4. Contact IT

If data looks wrong:

  1. Refresh page
  2. Clear browser cache
  3. Log out and back in
  4. Try different browser

Help Resources

Need more help?

  • IT Support: Contact IT department
  • HR Questions: Email HR team
  • System Issues: Report to IT
  • Data Questions: Ask your manager
  • Policy Questions: Check employee handbook

Getting Started Checklist

✓ Day 1:

  • [ ] Access attendance page
  • [ ] View your team's current attendance
  • [ ] Understand the 5 status types
  • [ ] Try filtering by date

✓ Week 1:

  • [ ] Do daily quick check
  • [ ] Click on employee to see details
  • [ ] Try search function
  • [ ] Export a report

✓ Month 1:

  • [ ] Weekly review every Friday
  • [ ] Generate monthly report
  • [ ] Share with management
  • [ ] Document any discussions
  • [ ] Plan improvements

Tips to Remember

  1. Check daily — 5 minute morning routine
  2. Communicate clearly — Let employees know what you observe
  3. Document — Keep records of important conversations
  4. Follow up — Don't let issues slide
  5. Recognize good attendance — Motivate with positive reinforcement
  6. Use data for decisions — Base actions on facts, not assumptions
  7. Respect privacy — Only share data appropriately
  8. Escalate when needed — Involve HR for serious issues
  9. Keep organized — Archive monthly reports
  10. Stay consistent — Treat all employees fairly

System Navigation Map

Login
  ↓
Main Menu
  ├─ TL Dashboard
  │   └─ Attendance ← You are here
  │       ├─ Index (List view)
  │       ├─ Filter → Apply
  │       ├─ Search → Results
  │       ├─ Click Name → Show (Detail view)
  │       └─ Export → Download
  ├─ Leave Management
  ├─ Team Management
  └─ Reports

From Attendance:
  ├─ Back to Dashboard
  ├─ Go to Other Module
  └─ Logout

Key Takeaways

✓ Attendance is important — It shows commitment and reliability

✓ Daily monitoring — Catch issues early before they escalate

✓ Clear communication — Discuss concerns with employees promptly

✓ Fair treatment — Apply policies consistently to all

✓ Data-driven — Use actual data, not assumptions

✓ Supportive approach — Help employees succeed

✓ Documentation — Keeps everyone accountable

✓ Regular reporting — Keep management informed

Final Thoughts

The Attendance Management module is a powerful tool for:

  • 📊 Understanding your team's work patterns
  • 📈 Identifying and addressing issues early
  • 📋 Supporting payroll and compliance
  • 👥 Managing your team effectively
  • 📊 Making informed decisions

Used well, it helps you:

  • Support your team's success
  • Maintain fair and consistent standards
  • Communicate clearly and professionally
  • Build a strong, reliable team
  • Contribute to organizational success

Congratulations! You now have a complete guide to using Attendance Management effectively.

Next steps:

  1. ✓ Log in to the system
  2. ✓ Try viewing your team's attendance today
  3. ✓ Practice filtering and searching
  4. ✓ Export a sample report
  5. ✓ Bookmark this guide for reference

Questions? Reach out to your manager, HR, or IT department.

Document version: 1.0
For: Team Leads, Supervisors, Managers
Last updated: December 10, 2025
Questions or feedback: Contact your HR department