Attendance Exceptions
SwipePoint compares scheduled shift periods with actual clock-in records to identify lateness, early departure, absence, and other exceptions. This feature helps organizations and users (employees) understand attendance status and improves the accuracy of attendance management. Users (employees) should keep the SwipePoint app up to date and follow the organization’s clock-in rules. If special circumstances cause an exception, contact the management department promptly.
Home > Admin Mode > Attendance > Attendance ExceptionsOn the Home page in Admin Mode, a Manager can select Attendance, then Attendance Exceptions to open the page. After a user (employee) clocks in, SwipePoint compares the scheduled shift period with the actual clock-in records and provides the result for the Manager and user (employee) to review and address.
Definitions
- Scheduled start time = Start time specified in the schedule
- Scheduled end time = End time specified in the schedule
- Scheduled work hours = Scheduled end time - scheduled start time - break time
- Actual work hours = Actual clock-out time - actual clock-in time
Clocking In for a Regular Shift
| Status | Condition |
|---|---|
| Normal | Actual clock-in time ≤ (scheduled start time + flexible clock-in time) |
| Lateness | Actual clock-in time > (scheduled start time + flexible clock-in time) and ≤ (scheduled start time + late allowance time) |
| Absence | Actual clock-in time > (scheduled start time + late allowance time) |
| Exception | Number of actual clock-in records > 1 |
| Exception | Actual clock-out time < actual clock-in time |
Lateness: The actual clock-in time is later than the scheduled start time plus the flexible clock-in time, but does not exceed the late allowance time. For example, if the scheduled start time is 08:00, no flexible clock-in time is set, and the user (employee) clocks in at 08:15, the system marks the record as late.
Absence: The actual clock-in time exceeds the late allowance time. For example, if the scheduled start time is 08:00, the late allowance time is 30 minutes, and the user (employee) clocks in at 08:31, the system marks the record as absence.
Exception: Within the same scheduled shift period, there are multiple clock-in records, the clock-out time is earlier than the clock-in time, or other clock-in and clock-out records cannot be matched correctly.
Clocking Out for a Regular Shift
| Status | Condition |
|---|---|
| Normal | Actual clock-out time ≥ scheduled end time and actual work hours ≥ scheduled work hours |
| Early Departure | Actual clock-out time < scheduled end time |
| Early Departure | Actual work hours < scheduled work hours |
| Absence | Actual clock-out time < (scheduled end time - early leave allowance time) |
| Exception | Number of actual clock-out records > 1 |
| Exception | Actual clock-out time < actual clock-in time |
Early Departure: The actual clock-out time is earlier than the scheduled end time, or the actual work hours are less than the scheduled work hours. For example, if the scheduled end time is 17:00 and the user (employee) clocks out at 16:50, the system marks the record as an early departure. If the user (employee) arrived late and therefore did not complete the scheduled work hours, the record may still be marked as an early departure even when the user clocks out at the scheduled end time.
Absence: The actual clock-out time is earlier than the scheduled end time minus the early leave allowance time. For example, if the scheduled end time is 17:00, the early leave allowance time is 30 minutes, and the user (employee) clocks out at 16:29, the system marks the record as absence.
Exception: Within the same scheduled shift period, there are multiple clock-out records, the clock-out time is earlier than the clock-in time, or other clock-in and clock-out records cannot be matched correctly.
Notes:
- The Attendance Exceptions page does not list shifts with no clock-in records at all, or shifts that have a clock-in record but no clock-out record.
- Attendance Exceptions and Personal Attendance may use slightly different evaluation rules.
Attendance Exception Permissions
Creator and Top Manager
The Creator and Top Managers can view attendance exception records for all users (employees), including lateness, early departure, absence, and other exceptions.
Manager
The attendance exception records a Manager can view depend on the Personnel Visibility permission:
- Everyone: The Manager can view attendance exception records for all users (employees), without group restrictions.
- Group: The Manager can view attendance exception records only for members of assigned groups.
Frequently Asked Questions
Q1: What is the Attendance Exceptions feature?
A: Attendance Exceptions compares users’ (employees’) actual clock-in records with scheduled shift periods and automatically identifies lateness, early departure, absence, and other exceptions, helping improve the accuracy of attendance management.
Q2: Why should an organization use Attendance Exceptions?
A: This feature helps organizations and users (employees) understand attendance status and address exceptions promptly. It also reminds users (employees) to follow clock-in rules and helps Managers track attendance records more efficiently.
Q3: When does the system mark a record as “Lateness”?
A: The system marks a record as late when the actual clock-in time is later than the scheduled start time plus the flexible clock-in time, but does not exceed the late allowance time. For example, if the scheduled start time is 08:00, no flexible clock-in time is set, and the user clocks in at 08:15, the record is late.
Q4: When does the system mark a record as “Early Departure”?
A: The system marks a record as an early departure when the actual clock-out time is earlier than the scheduled end time or the actual work hours are less than the scheduled work hours. If a late arrival results in insufficient work hours, the record may still be marked as an early departure even when the user clocks out at the scheduled end time.
Q5: When does the system mark a record as an “Exception”?
A: The system marks a record as an exception when the same scheduled shift period has multiple clock-in or clock-out records, the clock-out time is earlier than the clock-in time, or the records cannot be matched correctly. For example, if both an April 10 and an April 11 clock-in are assigned to the April 10 schedule, that schedule has two clock-in records and one clock-out record, so the system marks it as an exception.
Q6: Is absence included in Attendance Exceptions?
A: An absence with no clock-in records at all during the scheduled shift does not appear on the Attendance Exceptions page because the page analyzes existing clock-in records only. However, the system may still mark an existing record as absence if the user (employee) clocks in after the late allowance time or clocks out before the early leave allowance threshold.
Q7: Who can view attendance exception records?
A: The Creator and Top Managers can view attendance exception records for all users (employees). A Manager’s scope depends on the Personnel Visibility permission: Everyone provides access to all records, while Group limits access to members of assigned groups.
Q8: What should I do when a clock-in record is marked as an exception?
A: The user (employee) should first confirm that the schedule and clock-in records are correct. If special circumstances caused the exception, contact the management department promptly. A Manager can review the attendance exception record with the user (employee), confirm what happened, and help complete any follow-up action.
Q9: Can the time recorded by SwipePoint be incorrect?
A: When a user (employee) taps the start-work or end-work button, SwipePoint writes the cloud server time to the database, so the clock-in time does not rely on the personal device’s time setting. If photo clock-in is enabled, the user (employee) can photograph a clock or news display showing the current time as supporting evidence. SwipePoint does not clock in automatically; the user (employee) must perform the action.
Subscribers receive more timely support. If you encounter an error or operational issue while using SwipePoint, contact the SwipePoint team through our official LINE account. We will prioritize helping you resolve the issue so attendance management can continue without interruption. LINE ID: @nka7729y Contact Us
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