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Attendance Settings
Attendance Settings

A guide on how to customise the attendance module for the overall function of your company as well as your employees

Jasmine avatar
Written by Jasmine
Updated over a week ago

Summary

Although Payboy's attendance module has lots of functionalities and can be used in many ways, you have the ability as an administrator to control specifically which ones you would like to be implemented for your own company and employees. This guide will help you understand what options are available.

Accessing Attendance Settings

  • From the side menu, go to Attendance > Attendance Settings

Employee portal settings

There are 4 functions that can be checked depending on your preferences:

1. Enabling the attendance module on the employee portal. If unchecked, employees will not be able to see their attendance logs, and will not be able to clock their own attendance. If you have no need for the software to handle your attendance needs, you may check this off.

2. Enable managers to create their subordinate's attendance. This allows certain employee accounts in charge of Approval Groups to create attendance schemes for their employees, and relies on the Approval group system. For more information, click here.

3. Allow employees to log their attendance from the employee portal. If this is checked, employees only need to log in to Payboy through the web or mobile app and indicate their attendance details. Special validation devices like fingerprint scanners will not be needed

4. Allow employees to create and edit their own attendance from the employee portal. If this is checked, employees will be able to take charge of their own attendance without supervision from the approving manager.

Attendance log settings

There are several options that can be controlled as a part of attendance log settings:

  1. Requiring attendance logs to be approved before use in payroll calculation. If you check this, employees' attendance logs must be approved by either the admin or an approval group manager before they are formally clocked as the time to be used in the calculation of the payroll.

  2. (Mobile app function) Requiring employees to be in close proximity to the workplace when clocking in and out of work. This uses the GPS location function built-in to smartphones.

  3. Requiring employees to take photo evidence when clocking attendance. Once again, this smartphone feature will prompt employees to take a picture using their phone cameras as visual proof of being present at work.

  4. Disable the check-in and check-out functions on mobile for employees.

  5. Require employees to select an outlet when they are checking in, otherwise, the employee's live address will be captured and reflected on the attendance logs.

  6. Enabling Employees to input temperature when checking in and out.

  7. Enabling Employees to input remarks when checking in and out

  8. Allow for attendance reconciliation for multiple attendances a day.

  • These are the settings for clocking in and out:

  • Indicate the maximum working hours in a day.

  • Buffer time after working hours to check out before considering the time as extra working hours/overtime.

  • The time between clocking in and out. This is a function that was made in order to prevent the occurrence of errors when taking multiple pictures when clocking in attendance.

The maximum duration for an attendance log. This sets an upper limit on the amount of time that can be computed in a single attendance log. It is useful for cases where employees forget to clock out of their shifts and only find out the next day. This should ideally be set to the length of time in a normal employee shift for your company.

  • This setting can be enabled to round the clock out timing based on set intervals:

  1. Check the box > Configure Adjustments

  1. You can choose the Rounding off type of the clock out time (Round Off/Up/Down)

  2. Select the Interval (5 up to 60 minutes)

  3. You will also have the option to choose if this rule will be applied to all employees that are using the attendance feature or to a particular Organization, Department, or Position.

  • These are the settings for lateness and early out:

Lateness

  1. Enabling notification when an employee is late.

  2. Grace period before an employee is considered late to check-in.

  3. Lateness intervals are the intervals at which employees get their salary deducted for lateness (e.g. 11 minutes of lateness would convert to 10 minutes)

Early out

  1. Enabling notification when an employee leaves early.

  2. Grace period where employees can clock out before the end of the day.

  3. Early clock-out interval at which employees get their salary deducted for early clock-out.

Feel free to contact us if you face any difficulties through the support chat icon on the bottom right of the screen or email support@payboy.biz. We will get back to you within 3 working days.

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