Attendnace Module Admin User Training

 Training Objective

This training explains how the StaffingGo Attendance Management module captures attendance, processes biometric and mobile punches, applies shift rules, supports geo-fencing, and manages attendance regularization before payroll processing.

1. Attendance Flow

Attendance processing is managed through HR Options. Before attendance can be calculated, the Attendance Workflow must be enabled.

Attendance Capture Methods

StaffingGo supports three attendance modes:

 Important: Biometric attendance and Mobile attendance must not be enabled together for the same employee as both methods will conflict.

2. Biometric Attendance Processing

Biometric Punch Flow

• Biometric punches are received with approximately 5–10 minutes delay.
• System processes attendance only after punches are received.

Two Device Types

A. Separate IN & OUT Devices

• Device records both IN and OUT punches.
• Attendance is calculated immediately after both punches are available.

B. Single Punch Device

Only one punch is captured each time.

System automatically interprets:

• First Punch = IN Time
• Last Punch = OUT Time

Final attendance is calculated after the day ends or during the scheduler execution.

3. Mobile Attendance

Mobile attendance supports:

• Login Punch
• Logout Punch
• Multiple login/logout events during the same day

Optional configurations include:

• Geo Tagging
• Geo Fencing
• Selfie Capture

4. Punch Configuration

Attendance rules can be configured employee-wise.

5. Shift Management

Default shifts are configured under HR Options.

Shift can also be changed by:

• HR/Admin
• Reporting Manager
• Employee through ESS Shift Change Request

6. Shift Rules

Each shift defines:

• Working Hours
• Full Day Hours
• Half Day Hours
• Late Coming Grace Minutes
• Shift Start & End Time

Attendance status is automatically calculated using these rules.

Possible attendance outcomes:

• Present
• Half Day Present
• Half Day Absent
• Absent

7. Late Coming Rules

Examples:

• 30 Minutes Late = Half Day
• 3 Late Arrivals = Half Day

Grace period is configurable per shift.

8. Day Shift vs Night Shift

Day Shift

Attendance can generally be processed after 12:00 PM, depending on scheduler timing.

Night Shift

Night shift processing continues until approximately 10:00 AM the next morning before attendance is finalized.

9. Auto Shift / Nearby Shift Allocation

StaffingGo supports automatic shift allocation.

When enabled:

• System identifies the nearest matching shift
• Employee attendance is processed against that shift
• Useful where employees work across multiple shift timings

10. Geo Tagging & Geo Fencing

Geo Tagging

Enabled by default.

Stores employee location while marking attendance.

Geo Fencing

Must be enabled separately.

Each work location is configured using:

• Latitude
• Longitude
• Radius

Employees are mapped to a Work Venue.

When Geo Fence is enabled:

• Attendance can only be marked within the permitted location.

11. Selfie Attendance

Supported configurations:

• Selfie only
• Selfie + Geo Tag
• Selfie during Login
• Selfie during Logout

Useful for field workforce verification.

12. Week Off & Holiday Attendance

Attendance remains visible even on:

• Holidays
• Weekly Offs

If configured:

Working on Holiday/Week Off may generate:

• Comp Off
• Leave Credit
• Leave Encashment

13. Attendance Reports

Available reports include:

• Daily Attendance Report
• Attendance Detail Report
• Detailed Attendance Report
• Mis Punch Report

Attendance labels (Present, Absent etc.) can be:

• Renamed
• Colour coded

14. Attendance Synchronization

Attendance Sync is required when:

• Employee joins with a backdated DOJ
• Historical attendance is missing

Run Attendance Sync from Attendance Manager.

15. Attendance Alignment

Attendance Alignment should be run whenever any attendance configuration changes.

Examples:

• Week Off Template
• Holiday Calendar
• Shift Assignment
• Employee Start Date
• Last Working Date
• Punch Configuration
• Attendance Rules

Alignment recalculates:

• IN Time
• OUT Time
• Working Hours
• Attendance Status

16. Attendance Regularization

Employees can submit attendance correction requests.

Examples:

• Missed Punch
• Wrong Punch
• Shift Correction

Regularization is allowed only before payroll processing.

17. Payroll Cut-Off

Once attendance is consumed for payroll:

• Attendance cannot be modified
• Regularization requests are blocked

Payroll cutoff protects payroll accuracy.

18. Scheduler Behaviour

Attendance is not recalculated instantly.

Scheduler:

• Runs every 2–3 hours
• Processes completed shifts
• Applies rule changes after shift closure

Example:

Employee leaves at 2:00 PM

↓

Scheduler processes around 5:00 PM

↓

Attendance updated.

19. Important Configuration Changes

Whenever any of the following changes are made:

• Attendance Rule
• Shift Rule
• Holiday Calendar
• Week Off Pattern
• Employee Joining Date
• Last Working Date
• Punch Type
• Shift Mapping

The administrator must perform:

1. Attendance Align
2. Attendance Recalculation

Otherwise attendance will continue showing old values.

20. Best Practices

✔ Use only one attendance source (Biometric or Mobile).

✔ Configure correct punch mode for each employee.

✔ Verify shifts before attendance processing.

✔ Configure Geo Fence for field employees.

✔ Run Attendance Sync for backdated joining employees.

✔ Run Attendance Align after every attendance policy change.

✔ Complete all attendance regularization before payroll cutoff.

✔ Review scheduler timing before validating attendance.

Key Takeaways

• Attendance Workflow must be enabled before attendance calculation.
• Do not enable Biometric and Mobile attendance together.
• Shift rules determine Present, Half Day, and Absent status.
• Geo Fencing and Selfie attendance improve attendance authenticity.
• Attendance changes require Sync, Align, and Recalculation.
• Payroll cutoff prevents attendance modification after payroll processing.
• Auto Shift Allocation is available for dynamic shift assignment.
• Scheduler processes attendance periodically and does not update attendance instantly.

Action Items

Note: Any change to attendance rules, shift configurations, holiday calendars, week-off templates, employee joining dates, or punch settings requires Attendance Alignment and Attendance Recalculation to ensure attendance records remain accurate.