Personal Attendance

Personal Attendance calculates attendance from clock-in records linked to the schedule selected at clock-in.

The system has performed anomaly detection on clock-in records since December 17, 2024. This feature helps organizations and employees understand individual attendance more accurately.

Home > Admin Mode > Attendance > Personal Attendance

In Admin Mode, go to Home > Attendance > Personal Attendance. The page shows each employee's selected schedule or assigned shift, actual attendance hours, and clock-in times for attendance review and management.

Note:

  • If an employee does not select a configured schedule or assigned shift when clocking in, the system cannot compare the scheduled work time with the actual clock-in time. That record will not be included in Personal Attendance calculations.
  • Configure employee schedules in Schedule Management first, and remind employees to select the correct schedule when clocking in.

Personal Attendance Calculation

Home > Admin Mode > Attendance > Personal Attendance > Any Employee > Select Time Range

Select an employee and a time range on the Personal Attendance page. The system uses the employee's selected schedule and actual clock-in records to calculate scheduled hours, actual attendance and clock-in hours, leave and overtime hours, and attendance anomalies. The default range is from the first day of the current month through today.

Default Query Range

The default range is from the first day of the current month through today. Adjust the start and end dates as needed.

Attendance Calculation Conditions

A scheduled shift is included only when its number of Start Work clock-ins equals its number of End Work clock-ins.

Attendance Calculation Condition
Included Number of Start Work clock-ins = number of End Work clock-ins
Not included Number of Start Work clock-ins ≠ number of End Work clock-ins

Calculation Items

The system calculates the following items from the employee's schedule and actual clock-in records:

  1. Total Scheduled Attendance Hours (Schedule): Total hours in the scheduled work periods.
  2. Total Actual Attendance Hours (Excluding Overtime): Scheduled working hours counted from completed Start Work and End Work clock-ins.
  3. Total Actual Clock-in Hours (Excluding Overtime): Actual time between Start Work and End Work clock-ins for scheduled work periods.
  4. Leave Hours: Total approved leave hours.
  5. Absence: No Start Work or End Work clock-ins during the scheduled shift, a Start Work clock-in after the late allowance, or an End Work clock-in beyond the early-departure allowance.
  6. Late Arrival: A Start Work clock-in after the scheduled start plus the flexible clock-in period, but no later than the late allowance limit.
  7. Early Departure: An End Work clock-in before the scheduled end time, or actual working hours below the scheduled requirement.
  8. Overtime Applications: Total hours in overtime applications.
  9. Total Overtime Hours: Total hours from overtime clock-in records.

For a single scheduled shift:

  • Scheduled start time = scheduled shift start time
  • Scheduled end time = scheduled shift end time
  • Scheduled working hours = scheduled end time − scheduled start time − break time
  • Actual working hours = actual End Work clock-in time − actual Start Work clock-in time
Attendance Condition
Late Arrival Actual Start Work clock-in > (scheduled start time + flexible clock-in time) and actual Start Work clock-in <= (scheduled start time + late allowance time)
Early Departure Actual End Work clock-in < scheduled end time
Early Departure Actual working hours < scheduled working hours
Absence Number of Start Work clock-ins = 0 and number of End Work clock-ins = 0
Absence Actual Start Work clock-in > (scheduled start time + late allowance time)
Absence Actual End Work clock-in < (scheduled end time − early-departure allowance time)

Note:

  1. Overtime clock-in records are not currently linked to overtime applications.
  2. Absence hours are always rounded up to the next whole hour. For example, if the late allowance is 30 minutes, clocking in 31 minutes late counts as one hour of absence.

Total Scheduled Attendance Hours (Schedule)

Total Scheduled Attendance Hours (Schedule) is the sum of all working periods in the assigned schedule. In this article, “scheduled” refers to the time defined by that schedule.

  • Example: If an employee works five scheduled days per week at eight hours per day, the total scheduled attendance is 40 hours.

Total Actual Attendance Hours (Excluding Overtime)

Total Actual Attendance Hours (Excluding Overtime) is the working time counted from regular Start Work and End Work clock-ins. It does not include overtime.

  • Example: If an employee clocks in and out on time from Monday through Friday and works eight hours per day, the total actual attendance is 40 hours.

Total Overtime Hours

Total Overtime Hours is the total time recorded by overtime clock-ins outside regular working periods.

  • Example: If an employee works eight regular hours on Monday and records another two hours of overtime, the total overtime for that day is two hours.

Late Arrival

  1. Standard schedules A Start Work clock-in after the scheduled start time is considered late.

    • Example: If the scheduled start is 09:00 and the employee clocks in at 09:05, the system marks the employee as late.

  2. Flexible clock-in schedules For a flexible schedule, the system uses the scheduled start time plus the flexible clock-in period to determine whether the employee is on time.

    • Example: If the scheduled start is 09:00 and the flexible clock-in period is 30 minutes, clocking in at or before 09:30 is on time. After 09:30, the late allowance determines whether the result is Late Arrival or Absence.

  3. Late allowance The late allowance is the maximum delay measured from the scheduled start time. The default is 30 minutes. Clocking in after this limit is considered an absence.

    • Example: If the scheduled start is 09:00, the flexible clock-in period is 10 minutes, and the late allowance is 30 minutes, clocking in at or before 09:10 is on time; after 09:10 through 09:30 is late; and 09:35 is an absence.

The following examples show how the scheduled start, flexible clock-in period, and late allowance affect the result.

Example 1: No flexible period; clock-in after the start time

  • Scheduled start time: 08:00
  • Flexible clock-in time: Not set
  • Late allowance time: Not set
  • Actual clock-in time: 08:01
  • Result: The employee clocks in after 08:00, so the result is Late Arrival.

Example 2: Clock-in within the flexible period

  • Scheduled start time: 08:00
  • Flexible clock-in time: 15 minutes
  • Late allowance time: Not set
  • Actual clock-in time: 08:10
  • Result: The clock-in is within the flexible period ending at 08:15, so the result is On Time.

Example 3: After the flexible period but within the late allowance

  • Scheduled start time: 08:00
  • Flexible clock-in time: 15 minutes
  • Late allowance time: 30 minutes
  • Actual clock-in time: 08:16
  • Result: The clock-in is after 08:15 but no later than 08:30, so the result is Late Arrival.

Example 4: After the late allowance

  • Scheduled start time: 08:00
  • Flexible clock-in time: 15 minutes
  • Late allowance time: 30 minutes
  • Actual clock-in time: 08:31
  • Result: The clock-in is after 08:30, so the result is Absence.

The system marks the record as Late Arrival when actual clock-in time > scheduled start time + flexible clock-in time and actual clock-in time <= scheduled start time + late allowance time. It marks the record as Absence when actual clock-in time > scheduled start time + late allowance time.

Early Departure

  1. Clocking out early An End Work clock-in before the scheduled end time is considered an early departure.

    • Example: If the scheduled end is 18:00 and the employee clocks out at 17:50, the system marks an early departure.

  2. Insufficient working hours Actual working hours below the scheduled requirement are also considered an early departure.

    • Example:
      • Flexible clock-in time: 1 hour
      • Scheduled start time: 09:00
      • Scheduled end time: 18:00
      • If the employee clocks in at 09:30, takes a one-hour break, and clocks out at 18:00, the actual working time is 7.5 hours. Because the scheduled requirement is eight hours, the system marks an early departure.

Additional Notes

  • For flexible schedules, confirm that employees meet the organization's minimum working hours and latest allowable clock-in time.
  • Handle warnings, pay deductions, or other actions for late arrivals and early departures according to internal HR policies.
  • Employees should clock in according to their schedule to keep attendance records accurate.

The following examples explain how the system determines an Early Departure.

Determination Logic

The system marks an early departure when either of the following conditions applies:

  1. The End Work clock-in is before the scheduled end time.
  2. Actual working hours are below the scheduled requirement, even when the employee clocks out on time.

Example 1: Clocking out before the scheduled end

  • Scheduled end time: 17:00
  • Actual clock-out time: 16:55
  • Result: The employee clocks out before 17:00, so the result is Early Departure.

Example 2: Clocking out on time with insufficient hours

  • Scheduled start: 09:00; scheduled end: 17:00; required working hours: 8 hours
  • Flexible clock-in time: None
  • Actual Start Work clock-in: 09:20 (20 minutes late)
  • Actual End Work clock-in: 17:00
  • Result: Although the employee clocks out on time, the total working time is only 7 hours 40 minutes, so the result is Early Departure.

Example 3: Approved leave results in insufficient hours

  • Scheduled start: 08:30; scheduled end: 17:30; required working hours: 9 hours
  • The employee has approved leave and leaves at 16:00
  • Actual End Work clock-in: 16:00
  • Result: Personal Attendance anomaly detection does not currently compare approved leave records. It therefore still marks Early Departure based on the clock-in time and insufficient hours.

The system may mark an early departure whenever the End Work clock-in is before the scheduled end time or actual working hours are below the scheduled requirement.

Frequently Asked Questions

Q1: How do I view an employee's attendance?

A: Go to Home > Admin Mode > Attendance > Personal Attendance, then select an employee and a time range. The default range is from the first day of the current month through today. A shift is calculated only when the employee selected a schedule at clock-in and its numbers of Start Work and End Work clock-ins match.

Q2: What is Personal Attendance?

A: Personal Attendance calculates records linked to the schedule selected at clock-in, helping administrators and employees understand individual attendance. Go to Home > Admin Mode > Attendance > Personal Attendance to open it.

Q3: What information does Personal Attendance show?

A: It shows the employee's schedule, actual attendance and clock-in times, leave and overtime hours, and results such as Late Arrival, Early Departure, and Absence.

Q4: Why are some clock-in records excluded?

A: If an employee does not select a configured schedule or assigned shift when clocking in, the system cannot compare scheduled and actual times, so the record is excluded. Configure the schedule in Schedule Management and remind the employee to select it when clocking in.

Q5: How does the system query and calculate attendance?

A: Go to Home > Admin Mode > Attendance > Personal Attendance, select an employee, and set the time range. The system calculates hours and anomaly results from the selected schedule and actual clock-in records.

Q6: What do the three attendance-hour totals mean?

A: Total Scheduled Attendance Hours (Schedule) is the sum of hours in the schedule. Total Actual Attendance Hours (Excluding Overtime) is the attendance time counted from regular Start Work and End Work clock-ins. Total Actual Clock-in Hours (Excluding Overtime) is the actual time between those clock-ins. The latter two totals exclude overtime.

Q7: How are Late Arrival and Early Departure determined?

A: A Start Work clock-in after the scheduled start plus the flexible period, but no later than the late allowance limit, is a Late Arrival. A clock-in after the late allowance is an Absence. An End Work clock-in before the scheduled end, or actual working hours below the scheduled requirement, is an Early Departure.

Q8: How is Absence determined?

A: The system marks an Absence when a scheduled shift has no Start Work or End Work clock-ins, the Start Work clock-in is after the late allowance, or the End Work clock-in is beyond the early-departure allowance.

Q9: What else should I know about attendance calculations?

A: Overtime clock-in records are not currently linked to overtime applications, and Personal Attendance anomaly detection does not compare leave records. A shift is included only when its numbers of Start Work and End Work clock-ins match. For flexible schedules, also confirm that employees meet the organization's minimum working hours and latest allowable clock-in time.

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