Set up and manage employee attendance tracking for your organization with a simple, easy-to-use dashboard to track and manage employees’ working days and hours.
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The Attendance feature empowers your people, providing a digital timesheet to clock in and out and a hub to view and track their attendance records, policies, changes, and manager approvals.
Before you begin
- Set up your site(s) before setting up attendance settings specific to your site. To learn more, see Add a site.
- Ensure you have enabled Time log attendance. To learn more, see Manage Features.
- If you want to create a cycle for salary and hourly employees, ensure all the people who need to be included in the cycle have their salary fields filled out in their employee profiles. To learn more, see Update an employee profile.
Note: Each site can have only one attendance setting. Therefore you cannot add another attendance setting for the same site for different configurations.
How to set up site attendance settings
- From the left menu, select Settings > Attendance.
- Click + New attendance settings.
Note: To edit an existing site, select the Site of choice. From the Actions dropdown menu, select Edit.
- Select the Site you want to set the attendance settings for, then click Continue.
Step 1: Cycles
A cycle is a timeframe of reporting attendance that goes hand in hand with payroll. A cycle defines how often employees will submit a timesheet. Admins can set a cycle for the whole employee audience or specific cycles based on an employee’s salary type.
- Select All Site, Select by condition, or Select by name to include participants in these attendance settings.
- To Select by condition, click Edit, then select the conditions from the dropdown menu. Click + Add condition for additional conditions, then click Apply.
- To Select by name, click Edit, select specific people from this site, then click Select.
- In Salary pay type, click + Add to include employees based on how they are paid.
- Select the salary pay type.
- All Types includes both Hourly and Salaried employees in your pay cycle.
- Select the cycle frequency and range from the dropdown menus in the pay type.
- Enter the cutoff in days, which defines the period changes can be made after a cycle is closed.
- Click Save.
- Click Next.
Step 2: Submission & Approval
Define who receives and approves timesheets.
- Mark the Allow submission of incomplete timesheets checkbox to allow timesheets to be submitted with gaps or missing days/hours.
- Mark the Allow submission of timesheets with pending time-off requests checkbox to allow timesheets to be submitted when they are still pending approval.
- Mark the Enforce comments on manual entries checkbox to require employees to add an explanation for when they are submitting absences, missing hours, or extra hours.
- Select Direct manager or Specific employee, then select the specific person from the dropdown menu who will be the approver of employees’ final timesheets.
- Click Next.
Step 3: Calculation
Select the paid time options visible to your employees within their timesheet.
- In the Paid days and hours Include section, mark the checkbox(s) to set the criteria for whether paid leave will include paid time off or holidays.
- Paid leave: all forms of paid leave will be added as part of employees’ paid working hours, e.g., sick days or vacation.
- Paid stat /bank holidays: calendar holidays will be included as paid working hours, e.g., paid statutory holidays or bank holidays.
In the Break deduction section, toggle on Deduct an unpaid break if employees are required to take an unpaid break.
- In the Total hours worked in a day column enter the minimum number of hours that need to be worked.
- In the Break duration column enter the length of the unpaid break to be deducted from the total hours.
- To add an additional break within the same day, click + Add break.
Note: If multiple breaks are included then the break duration column is accumulative.
E.g. If the following is configured.
- An employee who works between 5 and 9 hours will have 30 minutes break automatically deducted from their total hours.
- An employee who works 9 hours or more will have an additional 15 minutes break - i.e. a total of 45 minutes break - automatically deducted from their total hours.
- In the Overtime section, enable relevant thresholds for overtime calculations.
- Enable Weekly overtime, enter the hours a week threshold, then select the Work week start day from the dropdown menu.
- Enable Daily overtime, then enter the default hours per day.
Note: If you enable both Weekly overtime and Daily overtime, you will change the calculations to meet California’s overtime requirements.
- Enable Daily double overtime, then enter the default hours per day.
- If you enabled overtime thresholds, mark the checkbox(es) for which employment contract the overtime applies to: Full time, Part time, Shift.
- If you enabled overtime thresholds, mark the checkbox for overtime threshold if paid leave hours will be counted toward the overtime threshold in addition to hours worked.
- Click Next.
Step 4: Restrictions & Validations
- Enable Enforce IP rule in Clock locations to decide where your employees can clock in and out from.
- If enabled, enter the IP name and addresses in the From and To fields.
Note: People can clock in and out only when connected to the specific networks added. If they are out of range, the attendance functionality will be disabled, but they can still use the app on mobile or desktop/laptop.
- Click + Add rule to enter other IP names and addresses for multiple locations.
- Mark the checkbox(es) for exceptions that will display as alerts in timesheets so that the timesheet approver is aware of them before approval using the following options.
- Manually edited entries on a timesheet
- Working on a non-working Day outside their set days
- Work more than 12 hours per day outside their set hours per day
- Percentage exceeds the potential hours worked than expected
- Work less than potential hours expected
- Pending time off requests that are not yet approved or rejected
- Work on a day off on a non-working day
- Manual clock in/out on a timesheet
- Click Next.
Step 5: Notifications
Send reminders to employees at the end of each cycle.
- Mark the checkbox At the end of a cycle remind employees to submit their timesheets to send an automatic notification to complete timesheets.
- Mark the checkbox Notify managers when reportees submit their timesheets to send an automatic notification to the attendance approver to track and approve timesheets.
- Enable Send email with missing timesheet entries to trigger an automatic email to employees to complete missing timesheet entries.
- If enabled, select the frequency of email notifications and the day it will be sent, then enter the time it will be sent.
- Click Next.
Step 6: Summary
This summary is a full view of all the Time and Attendance selections chosen and all the data added to the fields.
Note: Categories that you did not select will not be displayed.
Before you click Done, see if there is any information that needs editing.
- Review the summary, then make changes if needed in the previous steps.
Tip: Click the Previous button or the Back arrow located on the top left of the page to edit steps. Click Next until you arrive back to the Summary page.
- Click Done once you’ve verified that all information is correct.
What permissions do I need to set up attendance settings?
An Admin will need to grant permission to edit attendance settings. From the left menu, select Settings > Roles & Permissions. From the permission group you'd like to manage, select Manage group. From the Company tab in the Manage permissions section, select Settings > Site Settings. Enable Manage company sites. Click Save changes, then click Apply. This will also give them permission to edit site settings in Settings > Sites.
How do I change or delete a salary pay type when setting up cycles in the site attendance settings?
Click the three-dot menu to the right of the salary pay type. To change the salary pay type, select Edit, then change the cycle frequency, range, and cutoff days as needed. Click Save when you’re done. To delete the salary pay type, select Delete, then click Delete again.