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Attendance management

Author: Anonymous Displayed: 6606
Created: 19 Oct 2017 Updated: 10 Jan 2020
Version: 22
Tags: attendance
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How to use Attendance Management

What is Attendance
Types of view
Attendance settings
Roles and permissions
Approving of attendance for subordinates
How to setup an attendance calendar on the homepage
Synchronize Attendance with other systems
How to set attendance day limits for individual users
Corner situations

 

What is Attendance

This Easy Project plugin will help you to professionalize your attendance monitoring. Monitor vacations, home-office, day-offs, sick leaves or simply time in office in your Project.

  • Users plan their vacation, users log time in work - easily via one button - start / stop. Users log sick days or home offices.

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Everything easily via module from their personal page.

  • System administrators are notified about planned vacations, home-offices or sick days via e-mail.

  • While logging to the particular day, the user just chooses the time period and activity.

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  • Administrators, managers have perfect stats about vacations and sick days as well as worked time.

  • Or have it as a list with a possibility of export.

 

Types of view

When you go to More: Attendance, you can switch between 4 basic types of view of attendance records as follows:

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  • Calendar - attendance records are displayed per days, weeks or months in a calendar view

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  • List - attendance records are displayed in a list, which can be filtered and columns may be added/removed as per your needs

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  • Report - attendance records are displayed per selected user and time interval in a report view

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  • Detailed report - attendance records are displayed in a detailed table encompassing all users and their hourly attendance values per days, weeks, months, quarters or years, which you can easily switch between

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Attendance settings

In More » Attendance » Attendance settings, you can set up all working time calendarsattendance categories, and attendance settings.

I. All working time calendars

The working calendar can also be edited directly from the Administration.

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You can either choose from existing calendars or you can add a new custom one on the right. You can name the calendar, set when work starts and ends, set working hours per day, working days in a week, whether the calendar is the default one, and you can import holidays via an ICS file if needed. Please note that default starting/ending time of work, as well as working hours per day, have a direct impact on which data will be pre-filled automatically in the window for signing arrival/departure, so it can ease your work a bit. Of course, all the data can be manually edited for each attendance record separately.

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When logging vacation, sick or another non-working attendance record, you may either insert the from-to time manually (if enabled by the category settings) or automatically by choosing one of these options: all day (=from start to end of your working time as per your calendar), morning (=the first half of your working time as per your calendar) or afternoon (=the last half of your working time as per your calendar).

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Once your calendar is created you can edit it even further, add working exceptions and edit working hours for only some days.

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II. Attendance categories

In Attendance settings, also attendance categories can be created, edited or deleted. To create a new category, just click on the "New value" button on the right. To edit a category, click on its name. To delete it, just use the "Delete" button with trash icon on the right of each item. To rearrange the order of categories as they appear in the list, use the "Reorder" button on the left of each item.

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When creating a new category, such as Vacation, there are some settings to be configured, such as:

  • Name - Fill in the name for this category
  • Select color scheme - Choose color scheme for this category as it appears in the calendar
  • Notice mail - Which e-mail address will receive notification when time is logged under this category
  • At work? - Choose whether this category means working hours or non-working hours
  • Enter hours as - Choose between automatic/manual range of time interval
  • Default value - This category will be preselected by default when logging attendance
  • Approval required - Do attendance records in this category require approval from the superior worker?
  • Without logging time - No logging this time on any project
  • Also log time to project - Select a project the logged time will also appear on. Please note that you have to be a member of such a project to see its related attendance records. This setting is sensitive to the settings of the project. Make sure that you never disable the activity on the given project - you won't be able to approve attendance in that case.

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By the way, when "Approval required" checkbox ticked, any added vacation by the worker will be subject to approval. This change does not affect already existing vacation entries. To approve or deny vacation request, go to More » Attendance » List and filter out what you want to approve or deny. In this case, Jerry filled in he wants a vacation on the 2017-07-31. Click on it with the right mouse button and choose Reject, or Approve. The worker can see if his vacation was approved or denied, or when it waits for approval.

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III. How to set up office IP to separate office and home office time

If your users can also work from home, you can keep track of from where they are working, easily by setting the office IP. When a user logs in in the morning, the system automatically logs his attendance with the default attendance which is usually Office.

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This is how you can set the IP of your office, so if the user logs in from another location, the attendance will log him in as "Home office".

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Office IP range

Here you fill in your office IP ( you can find out what IP you got on this page https://www.whatismyip.com/ or by simply writing a search in google " What is my IP" google will tell you.

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Activity in the range

Here you choose which activity will be assigned to the user who logs in in the office.

Activity outside of range

Here you will choose which activity will be assigned when a user logs in, for example at home.

Round time

You can allow logged attendance time to be rounded up. If you put a number 15 there, for example, means that if the user logs in at 9:05 the system will log him in as if he came at 9:15. The same comes with departure.

 

Roles and permissions

The permissions for Attendance can be set up in More » Administration » Roles and permissions (see below).

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Approving of attendance for subordinates

  1. Activate plugin Org structures (More -> Administration -> Plugins -> Other -> Easy - organisation structure).
  2. Create the structure of users


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  3. Modify roles and permissions for users who can approve attendance for subordinates


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  4. Prepare filters for a quick view of attendance entries waiting for approval

Connection with other plugins

  1. Org Structures - creating of structure of users to approve their attendance
  2. Meeting Manager - visibility of out of office activities of the user when planning a meeting

 

How to setup an attendance calendar on the homepage

By default, the attendance calendar is available in More: Attendance: Calendar. To add attendance calendar on your personalized homepage, go down on the page and click on the following button.

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Then choose the box where you would add the Attendance module and select Attendance from the list of available modules as shown below.

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In the next step, configure your attendance module. You can change basic attributes, filters, list options, chart options, calendar options, report options etc.

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When configured, save the page by clicking on the green button on the top. Now, you should see the module on your homepage. Depending on how did you set it up, it might look variously like the below example.

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To add Attendance module on a homepage for all or selected users in bulk, you must create a template of My page first by going to More: Administration: Pages customisation: My Page: Templates overview: New template. More information can be found in this tutorial. Afterward, go to User's account: Edit: My page and apply the created template on this user's homepage (only Administrator has permission to change homepages of other users).

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Synchronize Attendance with other systems

Examples of use:

  • gathering data from arrival/departure monitoring devices
  • reporting attendance to external systems

 

How to set attendance day limits for individual users

You can set daily limits for attendance categories that represent time off work (such as vacation or sick) for individual users independently. This can be done in More: Users: select a user: go to Working time tab: scroll down to Attendance days limits as illustrated below. Here you find some fields to enter days per activity per 1 year. For example, vacation 20 means the user has 20 days of vacation per year, analogically it applies for sick days. Accumulated days for vacation/sick are calculated automatically after a year-end and that's why they should not be filled in manually by a user. This value represents an amount of unexpended leave (remaining days) which passes to the next year.

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Corner situations

  • When you have set vacation for some day and you click on the button "I just come to work" on the same day, your office attendance gets started regardless of the vacation, which also runs simultaneously. However, when you click on "Leaving work" button then, it will say "Date is already taken by another activity". That is intentional behavior that forces you to change your attendance status either to vacation or office, not both at the same time.
  • Having "Enter hours as" set as "whole/half days" for an attendance category that is marked as "at work", you will not be able to log attendance on non-working days. On the contrary, having "Enter hours as" set as "manual from-to range", you will be able to log attendance even on non-working days.
  • In the Attendance Report (/easy_attendances/overview), Remaining days and Allowed days can be found for each non-working attendance category such as Vacation or Sick. While Allowed days represent this year's limit, Remaining days represent unexpended days of this year's limit + accumulated days from previous years, which have passed to this year. The problem may occur when you need to see Remaining days for another year than this one. Since there is no history tracking of Remaining days for previous years, this value is always calculated as the currently valid amount of remaining days minus amount of days spent in the respective year. Therefore, the number of Remaining days can only be considered correct for this year, but not for any older one.
Time tracking, Working time calendar
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