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Attendance Application User Manual

The Attendance App is a powerful and user-friendly tool designed to manage employee attendance, time tracking, and work schedules. It supports both employees and HR teams by offering real-time tracking, attendance planning, corrections, and reporting features.

With the Attendance App, employees can easily clock in/out, manage their breaks, and review their weekly attendance. HR personnel can plan monthly schedules, compare planned versus actual attendance, manage corrections, and generate detailed reports. The app ensures transparency, accuracy, and efficiency in tracking attendance while supporting compliance with company policies.

1. Overview

The Attendance application is a comprehensive tool for managing employee attendance, work schedules, and time tracking. It provides various views and features for both employees and HR personnel to manage attendance records effectively.

Key Features Explained

  • Time Tracking: Records when employees start and end their work day
  • Break Management: Tracks employee breaks during work hours
  • Workplace Tracking: Monitors where employees are working
  • Attendance Planning: Allows HR to plan and manage employee schedules
  • Correction System: Handles adjustments to attendance records
  • Reporting: Provides various views and exports of attendance data

2. Accessing the Attendance Module

  1. Log in to the system
  2. Navigate to the HR section in the dashboard
  3. Click on the "Attendance" menu item
  4. You will be taken to the Attendance module
  • The module is accessible through the main HR dashboard
  • Different views are available based on user permissions
  • The interface provides easy switching between different attendance views

3. My Attendance

Viewing Your Attendance

The "My Attendance" view shows your personal attendance information:

Current Status Display

  • Work Status: Shows if you're currently working or on break
  • Current Workplace: Displays your assigned workplace
  • Today's Hours: Shows hours worked today
  • Last Week Graph: Visual representation of your attendance

Last Week's Overview

  • Shows attendance data for the previous week
  • Displays daily work hours
  • Highlights any absences or special cases
  • Provides a quick view of your attendance pattern

Self-Management Actions

These are actions you can take to manage your own attendance:

Start/End Work Day

  • Start Work: Records when you begin your work day
  • End Work: Records when you finish your work day
  • System automatically records the time
  • Status is visible to HR and supervisors

Break Management

  • Start Break: Records when you begin a break
  • End Break: Records when you return from break
  • Break Duration: Shows how long you were on break
  • Break History: Tracks all breaks during the day

Workplace Information

  • Shows your assigned workplace
  • Displays workplace details
  • Updates when workplace changes

4. Day Overview

Features Explained

The Day Overview provides a comprehensive view of attendance for all employees on a specific day:

View Options

  • Date Selection: Choose any date to view
  • Department Filter: Filter by department/unit
  • Status Overview: See attendance status for all employees
  • Detailed Records: Access individual attendance details

Actions Available

  1. View Records:
  2. Click on employee name to see details
  3. View attendance times
  4. Check break records

  5. See workplace assignments

  6. Make Corrections:

  7. Edit attendance times
  8. Adjust break records
  9. Update workplace information

  10. Add notes or comments

  11. Export Data:

  12. Export to Excel/CSV
  13. Generate reports
  14. Save attendance records

5. Manage Employee

Employee Management Features

This section allows HR to manage employee attendance records:

Week Management

  • View Weekly Records: See attendance for the entire week
  • Make Adjustments: Edit attendance records
  • Add Notes: Include comments or explanations
  • Track Changes: Monitor attendance modifications

Attendance Bonus Management

  • Assign Bonuses: Add attendance bonuses
  • Set Criteria: Define bonus conditions
  • Track Usage: Monitor bonus utilization
  • Generate Reports: Create bonus reports

Long-term Absence Management

  • Record Absences: Log long-term absences
  • Set Duration: Define absence period
  • Add Documentation: Attach supporting documents
  • Track Status: Monitor absence status

History Tracking

  • View Changes: See all modifications
  • Track Who Made Changes: Record of users making changes
  • Change Timestamps: When changes were made
  • Change Details: What was modified

6. Attendance Planner

Planning Features Explained

The Attendance Planner helps HR manage employee schedules:

Monthly Planning

  • Select Month: Choose month to plan
  • Department Selection: Filter by department
  • Employee Assignment: Assign work schedules
  • Schedule Creation: Create work patterns

View Options

  1. Monthly View:
  2. See entire month at once
  3. Plan long-term schedules

  4. Track monthly patterns

  5. Weekly View:

  6. Focus on weekly schedules
  7. Plan short-term assignments
  8. Track weekly patterns

Configuration Options

  1. Time Period Settings:
  2. Year selection
  3. Month selection
  4. Department filtering

  5. Contract type filtering

  6. Display Settings:

  7. Exclude weekends
  8. Exclude holidays
  9. Show weekly hours
  10. Custom view options

Actions Available

  1. Generate Plans:
  2. Create new attendance plans
  3. Modify existing plans
  4. Copy previous plans

  5. Validate schedules

  6. Save and Update:

  7. Save changes
  8. Update existing plans
  9. Track modifications

  10. Version control

  11. Export Options:

  12. Export to Excel
  13. Generate PDF reports
  14. Share schedules
  15. Archive plans

7. Compare Plan vs Reality

Features Explained

This section compares planned attendance with actual attendance:

Comparison Views

  1. Monthly Comparison:
  2. View entire month
  3. Compare planned vs actual
  4. Track variances

  5. Identify patterns

  6. Weekly Comparison:

  7. Focus on weekly data
  8. Track weekly variances
  9. Monitor trends
  10. Analyze patterns

Display Options

  1. Filter Settings:
  2. [ ] Exclude weekends
  3. [ ] Exclude holidays
  4. [ ] Show weekly hours

  5. [ ] Custom filters

  6. View Settings:

  7. Color coding for variances
  8. Highlight discrepancies
  9. Show details
  10. Customize display

Actions Available

  1. View Records:
  2. Check individual records
  3. Compare schedules
  4. View details

  5. Track changes

  6. Make Corrections:

  7. Adjust records
  8. Update plans
  9. Add notes

  10. Track modifications

  11. Export Reports:

  12. Generate comparison reports
  13. Export data
  14. Create summaries
  15. Share results

8. Corrections

Features Explained

The Corrections section manages attendance record adjustments:

Types of Corrections

  1. Attendance Records:
  2. Start time adjustments
  3. End time modifications
  4. Break time corrections

  5. Workplace updates

  6. Absence Records:

  7. Vacation adjustments
  8. Sick leave modifications
  9. Other absence updates
  10. Special cases

Correction Process

  1. Submit Correction:
  2. Select record to correct
  3. Enter correction details
  4. Add explanation

  5. Submit for approval

  6. Review Process:

  7. HR reviews correction
  8. Approve or reject
  9. Add comments

  10. Track status

  11. History Tracking:

  12. View all corrections
  13. Track approval status
  14. Monitor changes
  15. Generate reports

9. Best Practices

For Employees

  1. Daily Attendance:
  2. Start work on time
  3. Record breaks accurately
  4. End work properly

  5. Report issues promptly

  6. Time Management:

  7. Follow schedule
  8. Take scheduled breaks
  9. Report changes
  10. Keep records accurate

For HR Personnel

  1. Attendance Management:
  2. Regular record review
  3. Prompt correction processing
  4. Pattern monitoring

  5. Proactive issue resolution

  6. Planning:

  7. Advance planning
  8. Holiday consideration
  9. Special case handling
  10. Regular plan updates

10. Security Notes

Access Levels Explained

  1. Employee Access:
  2. View own attendance
  3. Record work times
  4. Submit corrections

  5. View personal reports

  6. HR Access:

  7. View all records
  8. Manage corrections
  9. Create plans

  10. Generate reports

  11. Supervisor Access:

  12. View team records
  13. Approve corrections
  14. Monitor attendance
  15. Generate team reports

Data Protection

  • All attendance data is confidential
  • Access is role-based
  • Changes are logged
  • Regular security audits

11. Troubleshooting

Common Issues and Solutions

  1. Attendance Recording:
  2. Issue: Can't start/end work day

  3. Solution: Clear cache, refresh page, check permissions

  4. Issue: Breaks not recording

  5. Solution: Verify break settings, check system status

  6. Issue: Incorrect workplace

  7. Solution: Update workplace assignment, contact HR

  8. Access Issues:

  9. Issue: Feature access denied

  10. Solution: Request permissions, verify role settings

  11. Issue: Incorrect data display

  12. Solution: Check filters, refresh data, contact support

12. Support and Resources

If you encounter issues or have questions:

  • Contact your HR Administration for guidance.
  • Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
  • Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Attendance App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy recruiting! 🚀

Note: This manual provides detailed explanations of all features and actions in the Attendance application. For specific questions or additional support, please contact your HR department or system administrator.

13. Frequently Asked Questions (FAQ)

How do I start and end my workday in the Attendance App?

You can start your workday by clicking "Start Work" in the My Attendance section. To finish, click "End Work"—the system automatically records the time.

Can I record my breaks in the Attendance App?

Yes, use "Start Break" and "End Break" buttons in My Attendance to record your break times. All breaks will be tracked in your break history.

What should I do if my attendance record is incorrect?

Go to the Corrections section, select the record, submit your correction with a note, and wait for HR approval.

How can I view my weekly attendance overview?

Use the My Attendance section to see your Last Week Graph and a daily breakdown of your work hours and absences.

Can I see where I’m assigned to work each day?

Yes, the Workplace Information panel in My Attendance shows your assigned workplace for the day.

How does HR plan my working schedule?

HR uses the Attendance Planner module to create weekly or monthly schedules based on department, contract type, and company needs.

What is the 'Compare Plan vs Reality' feature?

This feature compares your planned schedule with actual recorded attendance, highlighting differences for HR review.

How are long-term absences managed in the app?

HR can log long-term absences in the Manage Employee section, specifying duration and attaching documentation.

Can I track changes made to my attendance records?

Yes, the app logs all modifications with timestamps and details about who made the changes.

How can I export my attendance records?

Use the Day Overview or Attendance Planner to export data to Excel, CSV, or PDF formats, depending on your access rights.

What should I do if I can’t access the Attendance App?

Check your user permissions or contact your HR department or system administrator for help with access issues.

How does the system handle attendance bonuses?

HR can assign bonuses in the Manage Employee section, set criteria, and generate reports on bonus usage.

What happens if I forget to clock in or out?

You can request a correction in the Corrections section by submitting the missed time along with an explanation for HR approval.

Can I see the attendance of my whole team?

If you have supervisor permissions, use the Day Overview to view your team’s daily status, breaks, and workplace assignments.

How are holidays handled in attendance planning?

HR can configure the Attendance Planner to exclude weekends and holidays when creating schedules.

What reports can HR generate from the Attendance App?

HR can generate attendance reports, plan vs. reality comparisons, absence summaries, and bonus reports in various formats.

How secure is my attendance data?

All data is role-based, confidential, and tracked. The system logs changes, and regular audits ensure security compliance.

Can I view and manage my break history?

Yes, the My Attendance section provides a detailed break history for each day, including duration and timing.

What happens if there is a mismatch between plan and reality?

HR can review the comparison, make corrections, and adjust plans or records accordingly. Discrepancies are highlighted for easy review.

How often should I check my attendance records?

It is recommended to check daily for accuracy and submit corrections immediately if you spot any mistakes.

How does the page look like?

Attendance Application Example