Clock-in Records and Management

Management Mode > Clock-in Records and Management

This feature allows administrators to view, add, or delete individual clock-in records, review abnormal clock-in events and supplementary clock-in records, view modified records, set clock-in locations, and export clock-in and overtime records.

This feature provides administrators with comprehensive tools to monitor and manage employees’ clock-in records, enhancing the efficiency and accuracy of attendance management.

Feature Overview

Administrators can perform the following operations under this feature:

  1. View Clock-in Records: Review all employees' clock-in data, including normal clock-ins, abnormal clock-ins, and modified records.
  2. Add or Delete Clock-in Records: Manually add or delete clock-in records for employees to ensure data completeness and accuracy.
  3. Handle Abnormal Records:
    • Review and process employees' supplementary clock-in requests.
    • Tag or correct abnormal clock-in events.
  4. Set Clock-in Locations: Configure or update the clock-in locations employees are required to use to meet the company’s attendance requirements.
  5. Export Records: Export clock-in and overtime data as reports for further analysis or payroll processing.

Main Sources of Clock-in Records

Clock-in records can originate from the following situations:

  1. User (Employee) Clock-ins: Clock-ins recorded by the system.
  2. User (Employee) Supplementary Clock-ins: Employees apply for supplementary clock-ins due to special circumstances, which are recorded after approval by reviewers.
  3. Administrator-added Records: Clock-in records manually added by administrators to fill in missing data or correct errors.

By utilizing a comprehensive clock-in records and management feature, administrators can effectively address various attendance management needs, ensuring data accuracy and improving overall management efficiency.

Individual Clock-in Records

Management Mode > Clock-in Records and Management > Individual Clock-in Records

This feature displays an employee’s individual clock-in records. Clicking on the clock-in time allows administrators to view detailed information, including GPS location, Wi-Fi, IP, NFC, Bluetooth, clock-in category (regular work, overtime), clock-in point, and clock-in method.

Viewing Employee Clock-in Records

Management Mode > Clock-in Records and Management > Individual Clock-in Records > Select Employee

This page displays an employee’s clock-in records from January 1 of the previous year to the present and uses different icons and tags to indicate various clock-in situations:

  • Blue Clock Icon: Indicates overtime clock-ins.
  • Red "Supplementary" Tag: Indicates approved supplementary clock-in records.
  • Red "Added" Tag: Indicates clock-in records manually added by administrators.
  • Orange Hourglass Icon: Indicates supplementary clock-ins pending administrator approval.

The total hours at the bottom of the page display the total clock-in hours within the selected date range.

If a clock-in record shows a funnel symbol (⌛), it indicates that it is a supplementary clock-in record pending approval and will not be included in exported data. Once approved, the record will be included in the export, and the funnel symbol will disappear.

Clock-in records are displayed only for dates after the employee's hire date or formal employment date. If no records are visible, the employee’s hire date or formal employment date might be incorrect, such as being set to a future date. Please check the employee's personal information to ensure the dates are correct using the following path:

Management Mode > HR > Personal Information > Select Employee > Hire Date/Formal Employment Date

Adding Clock-in Records

Management Mode > Clock-in Records and Management > Individual Clock-in Records > Select Employee > Add Clock-in Record

Administrators can add clock-in records for employees, for example, if an employee forgets to clock in or selects the wrong shift during clock-in.

Deleting Clock-in Records

Management Mode > Clock-in Records and Management > Individual Clock-in Records > Select Employee > Select Record to Delete > Delete

Administrators can delete specific clock-in records for employees.

The system does not allow modifications to clock-in records. If an error occurs, add a new record and delete the incorrect one.

Viewing Employee Clock-in Notes

Management Mode > Clock-in Records and Management > Individual Clock-in Records > Select Employee > Click on Clock-in Time

Administrators can view notes entered by employees at the time of clock-in.

Abnormal Clock-ins

Management Mode > Clock-in Records and Management > Abnormal Clock-ins

Displays abnormal clock-in situations, including common anomalies:

  1. Late Clock-in: Employees clock in after the scheduled start time according to the work schedule.
  2. Early Clock-out: Employees clock out before the scheduled end time according to the work schedule.
  3. Missed Clock-in: Employees do not clock in for work according to the work schedule.
  4. Missed Clock-out: Employees do not clock out for work according to the work schedule.
  5. No Clock-in: Employees neither clock in nor clock out according to the work schedule.

Supplementary Clock-in Records

Management Mode > Clock-in Records and Management > Supplementary Clock-in Records

This feature allows you to query approved supplementary clock-in records.

Modified Records

Management Mode > Clock-in Records and Management > Modified Records

Displays records that have been modified.

Export Clock-in Records

Management Mode > Clock-in Records and Management > Export Clock-in Records > Select Month

This feature allows you to select a month and export clock-in records. The exported file can be opened using Excel software.

Exported data with a (Supplementary) symbol next to the time indicates supplementary clock-in records.

Exported data with a (Added) symbol next to the time indicates clock-in records added by administrators.

Unable to Export Clock-in Records

Export failure may occur if the organization name contains special characters, such as " / ". Please change the organization name using the following path:

Management Mode > Organization > My Organization > Organization Name

Export Overtime Records

Management Mode > Clock-in Records and Management > Export Overtime Records > Select Month

This feature allows you to select a month and export overtime clock-in records. The exported file can be opened using Excel software.

Exported data with a (Supplementary) symbol next to the time indicates supplementary clock-in records.

Exported data with a (Added) symbol next to the time indicates overtime clock-in records added by administrators.

This manual strives for accuracy and completeness, but we do not assume any liability for errors, omissions, or updates. The content may be modified at any time without prior notice. We are not responsible for any damages arising from the use of this manual or downloading its contents, including but not limited to system failures, data loss, or infringement of rights. Users assume full responsibility and risk.