Attendance, working hours and leave

Checking in and out

People check in and out from the Attendance page. Managers and administrators can see who is in, late or absent.

Working hours

Each employee can have their own working hours and days, including overnight shifts and breaks, and the history is kept when they change.

Leave

• Request leave and keep supporting documents; documents are private.
• Managers and administrators approve or decline requests; the decision reaches the person as a notification.
• Approved leave flows into attendance, payroll and the dashboard.
• Administrators can record past leave for the current month; the change is kept in an audit trail.

Extra hours

Time worked beyond the expected hours (two hours or more by default) or on a day off is recorded for a manager to decide. It can be approved as paid, unpaid, banked time or a replacement day. Banked time is tracked in a time bank.

Who sees what

Employees see their own records. Managers and administrators see the team's.

Automatic check-out (administrators)

If someone forgets to check out, the server can close the day for them. Turn it on under Attendance, Working hours, Automatic check-out. It is off until you enable it.

How it works:

• It runs on the server every five minutes, so nobody needs a browser open.
• The effective check-out is the end of that person's own scheduled shift (their personal schedule, or the company hours), once the grace period you set has passed. Overnight shifts end on the next morning. The unpaid break is deducted as usual.
• It only closes records that still have no check-out. A check-out entered by the employee or an administrator is never overwritten, and running it twice (or on two servers) closes a record only once.
• Holidays, approved-leave days, non-working days and check-ins that do not fit the shift are not closed automatically; they are left for you to review.
• Only the last three days are considered. Older records are never changed.
• The employee gets a notification. Each automatic check-out is marked as automatic with the time it was processed and the reason, listed in the panel for 60 days, and written to the audit log.

To correct one, edit that day in the attendance editor; the record then shows as set by an administrator.

Documents (Attendance)

Administrators write the documents people receive under Attendance, Documents, Templates: a formatting editor (bold, italic, headings, lists, tables, links) with fields such as {{name}} and {{date}} that are filled in for each person. Starters are provided for a Leave policy and Employee benefits (fill in the [bracketed] blanks with your real policy). Changing a template does not change documents already issued.

Issue a template, or upload a PDF, image or Word file, to one or many people at once, with an optional sign-by date and note. Employees read and sign in the portal by typing their full name; the time, name and first view are recorded. Employees can only download or print a copy when an administrator allows it for that document (off by default). Administrators can also withdraw an unsigned document and see its history.

Deployment note: migration 0048 in the API (npm run db:migrate). Existing documents become view-and-sign only until download is allowed.