In no time, you (and the managers in your company) will have a simple, easy-to-use dashboard to track and manage employees’ working days and hours - all in one spot! In addition, the Time and Attendance page also serves to empower your people - providing not only a digital timesheet to clock in/out, but a hub where they can view and track their own attendance records, policies, changes and manager approvals.

How to set up Attendance Settings for your employees with attendance guidelines

Time and Attendance was designed so that employees could be managed from multiple sites within an organization, so before beginning, make sure all company sites have been created. Learn how to set up company sites here.

Quick Check

Enabling Time and Attendance

In order to begin the process of setting up the Time and Attendance module, first enable the Time and Attendance settings:

  1. Click on the tab Settings, located at the bottom of the side menu

  2. Click on Manage features

  3. Select the Time and Attendance option and set the toggle to “on”

Ensuring everyone is included in the attendance cycle

Make sure that all the people who need to be included in the cycle have their salary field filled out in their employee profiles. To add this information:

  1. Go to the employee’s profile

  2. Search for or scroll down to the Employment table

  3. Hover over the table and click on the pencil icon to edit

  4. Click on the three dot menu

  5. Select Edit

  6. Click on the Salary pay type dropdown

  7. Select how the employee is paid Salaried or Hourly

  8. Click Save. The updated data will then be reflected in the Cycle settings.

The Time and Attendance page

Setting up an attendance cycle is very straightforward. To arrive to the Time and Attendance settings page, simply:

  1. Click on the tab Settings, located at the bottom of the side menu

  2. Click on Attendance

  3. Select the New attendance settings button

  4. If this is the first time an attendance setting is being created for a given site, you will be asked to set a New attendance settings.

    1. If an attendance setting is being created for an additional site, a pop-up will appear with a prompt to Select a site from a list of company sites, e.g, “New York” was chosen from a list of 4 company sites.

    2. Click on Continue to start building your attendance sheet

6 Steps to mastering an attendance cycle per site

Click on any step in this article to jump to that particular section of the process:

  1. Cycle

  2. Submission and Approval

  3. Calculation

  4. Restrictions and Validations

  5. Notifications

  6. Summary

Step 1: Cycle

A cycle is a timeframe of reporting attendance that goes hand in hand with payroll; it defines the frequency at which a timesheet will be submitted. A cycle can be set for the whole employee audience or for specific cycles types, based on an employees’ salary type.

In this step, define who participates in the selected attendance Cycle:

  1. Participants

    1. Choose to include all employees within the site via All Site

    2. Select individual employees by name via Select by Name

    3. Customize which employees are included via Select by condition

      1. Click on +Edit

      2. Set your conditions:

        1. Select an initial field e.g., “job type”

        2. Select rule, e.g., “does not equal”

        3. Select a final field, e.g., “CEO,” and “CFO.” This condition means the CEO and CFO will not be included in this attendance cycle.

        4. Select Apply. A grey bar will appear at the bottom of the section summarizing the selected conditions.

  2. Choose Salary by Type to include employees based on how they are paid.

    1. Click on + Add to choose between 3 parameters. A dropdown with 3 choices will appear: All Types, Hourly and Salaried:

      1. All Types - Choose this option if you would like to include both Hourly and Salaried employees in your pay cycle and follow the same guidelines as listed below:

      2. Hourly - if you choose employees that are paid by the hour, a prompt will appear to set 3 parameters:

        1. Cycle Frequency: defines how often a pay cycle occurs

          1. Monthly: pay cycle occurs once a month

          2. Semi-monthly: pay cycle occurs twice a month

          3. Weekly: pay cycle occurs once a week

          4. Bi-weekly: pay cycle occurs twice a month

        2. Cycle Starts - defines the date the pay cycle starts, e.g. if a bi-weekly frequency is chosen, and the initial day selected of the cycle is on the 1st, then the second cycle starts on the 16th of each month

        3. Cutoff (days): defines the amount of time changes can be made, after a cycle is closed, e.g., ”2” days, means changes can be made to a pay cycle 2 days after the cycle is closed

        4. Click Save

      3. Salaried

        1. Cycle Frequency: defines how often a pay cycle occurs

          1. Monthly: pay cycle occurs once a month

          2. Semi-monthly: pay cycle occurs twice a month

          3. Weekly: pay cycle occurs once a week

          4. Bi-weekly: pay cycle occurs twice a month

        2. Cycle Starts - defines the date the pay cycle starts, e.g. if a bi-weekly frequency is chosen, and the initial day selected of the cycle is on the 1st, then the second cycle starts on the 16th of each month

        3. Cutoff (days): defines the amount of time changes can be made, after a cycle is closed, e.g., ”2” days, means changes can be made to a pay cycle 2 days after the cycle is closed

        4. Click Save

Step 2: Submission and Approval

In this step, define who receives and approves timesheets via Submission and Approval using the following instructions:

  1. Timesheet Submission: complete a quick checklist to define submission rules:

    1. Allow submission of incomplete timesheets: allows timesheets to be submitted even with gaps or missing days/hours

    2. Allow submission of timesheets with pending time-off requests: allows timesheets to be submitted when they are still pending approval

    3. Enforce comments on manual entries: requires employees to add an explanation regarding absence or missing/extra hours

  2. Approval: assign who approves an employee’s final timesheet

    1. Direct manager: an employee’s direct manager (configured during employee setup) Learn how here

    2. Specific employee: select one staff member who will be responsible for approving a site’s timesheet

  3. Click on Next

Step 3: Calculation

In this step, select the paid time options that will be visible to your employees right within their timesheet:

  1. Paid days and hours Include: Set the criteria for whether paid leave will include paid time off or holidays

    1. Paid hours: if checked, all forms of paid leave will be added as part of an employees paid working hours, e.g., sick day or vacation

    2. Paid stat /bank holidays: if checked, calendar holidays will be included as paid working hours e.g., paid statutory holidays or bank holidays

    3. Overtime: Set the criteria for weekly or daily overtime thresholds

      1. Weekly overtime - Input the amount of hours for a full work week and set the overtime threshold. A prompt will appear to fill in the Hours per week and the Work week start day.

      2. Daily overtime - Input the daily threshold, then set the overtime threshold. A prompt will appear to fill in the Hours per day, e.g., “8” hours.

        1. Double daily overtime - You can set an additional threshold on top of the Daily overtime. Simply input the amount of hours when Double daily overtime sets in, e.g, “10” hours.

          1. Select Full time, Part time, or Shift workers from a list, selecting as many options as applicable

      3. Overtime threshold - Check this box to define whether all paid hours will be counted towards the daily/ weekly overtime. Learn more here, or you can click on the infotip (i icon) for a quick explanation.

    4. Click Save

Step 4: Restrictions and Validations

Define how and where employees can clock in/out their working hours via Restrictions and Validations:

  1. Clock Locations: This option allows you to enforce an IP rule for your organization via geolocation, meaning that when employees physically enter/leave a designated area (office/headquarters) etc. they will be automatically clocked in/out via tracking on their phone

    1. Choose Enforce IP rule to track employee clock in/out via geolocation

      1. input the IP Name, e.g., “Headquarters"

      2. Add IP range:

        1. From: the beginning of the IP range e.g., “10.0.0.1”

        2. To the end of the IP range e.g.,“10.0.0.24.” *Contact your tech support team for IP details.

    2. Select Add Rule to add an additional geolocation

  2. Timesheet Validation - define exceptions that will display as alerts in timesheet so that the timesheet approver is aware of them prior to approval using the following options:

    1. Manually edited entries - edits to timesheet by employee

    2. Working on a non-working Day - when employees work outside their set days

    3. Work more than 12 hours per day - when employees work outside their set hours per day

    4. Percentage exceeds the potential - an employee worked more hours than expected

    5. Work less than potential hours - employee works less than their expected hours

    6. Pending time off requests - time off requests that are yet-to-be approved/denied

    7. Work on a day off - an employee works on a non-working day

    8. Manual clock in/out - manual edits to their clock in/out timesheet

      *Note - once you set up the list, an orange triangle icon will appear on your employee’s timesheet, next to each exception, like so:

  3. Click Next

Step 5: Notifications

You’re almost done! Send reminders to employees at the end of each cycle by following the instructions in this step:

  1. At the end of a cycle remind employees to submit their timesheets:a gentle automatic nudge to make sure timesheets are completed

  2. Notify managers when reportees submit their timesheets - a heads up to managers so they can track and approve timesheets

  3. Send email with missing timesheet entries - if you select this option, simply input the details to trigger this email to your employees

    1. Frequency - how often will the emails be sent?

      1. Daily - everyday

        1. Time: Input the the exact time you’d like the email sent

      2. Weekly: once a week

        1. Day: choose which day of the week the email will be sent

        2. Time - Input the the exact time you’d like the email sent on that day

      3. Twice a month: bi-monthly

        1. 1st day: choose the first day during the month that the email will be sent

        2. 2nd day: choose the second day during the month that the email will be sent

        3. Time - Input the the exact time you’d like the email sent on that day

      4. Monthly: once a month

        1. Day: choose which day of the week the email will be sent

        2. Time: Input the the exact time you’d like the email sent on that day

  4. Click Next

Step 6: Summary

Once all the fields in steps 1-5 have been completed, a summary will be generated. This summary is a full view of all the Time and Attendance selections chosen, as well as all the data added to the fields in the previous 5 Steps:

  1. Cycle

  2. Submission and Approval

  3. Calculation

  4. Restrictions and Validations

  5. Notifications

Note: categories that were not selected will not be displayed.

Before you click Done, if there is any information that needs editing:

  1. Click the Previous button or the Back arrow (located on the top left of the page)

  2. Edit the desired field, option, or selection as per the set up instructions above

  3. Click Next until you arrive back to the Summary page

  4. Click Done once you’ve verified that all information is correct

Congratulations! now have timesheets and attendances guidelines set up in Time and Attendance for your site!

How to edit a pre-existing attendance cycle

To edit any information or fields within existing attendance cycles, follow these instructions:

  1. Click on the tab Settings, located at the bottom of the side menu

  2. Click on Attendance

  3. Click on the site of choice e.g., London

  4. Click on the Actions button on the top right

  5. Select Edit

  6. Follow instructions as listed above to make any edits

  7. Click Done once you’ve verified that all information is correct

Need more help? If you’re unsure about anything please send us a message through the chat icon below.

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