Attendance rules
Clock-in rules, the work week, shifts, holidays and who works which shift.
- For:HR
- Takes:10 minutes
- On:computer or phone
Before you start
- You have the HR administrator role, or you are the owner.
- Your office is added on the Company page, if staff may clock in only at the office.
Open Attendance setup
- Open Attendance and press Policies. The page is called Attendance setup.
- The steps are listed in order: Clock-in rules, Work week, Shift, Holidays, Give people a shift. Each one says Done or To do.
- Press Set up, or Change on a step that is done, to open it. Set these up in this order. Each step opens here, and saving one opens the next. A shift has to be saved before you can give it to people.
A change applies from the date you choose. Days already recorded keep the rules that applied then.
Set these up in this order. Each step opens here, and saving one opens the next. A shift has to be saved before you can give it to people.
Clock-ins are not limited by location. A selfie is taken at clock in.
Whether a selfie or location is taken, the radius around each office, and the notice staff see.
Monday to Saturday
Which days are working days.
General, 9:30 AM – 6:30 PM
The hours people are expected to work.
None added. You can do this later.
Days off for everyone, or for one office. You can add these later.
Nobody has a shift yet.
A person's shift decides the hours they are expected to work.
Watch out
Not set up yet. Nobody can clock in until you save these rules once.
Clock-in rules
- Choose the date in Applies from. A change applies from the date you choose. Days already recorded keep the rules that applied then.
- Choose Where staff can clock in: Only inside the office radius or Don't limit by location.
- Under Photo and location, tick what is taken: Take a selfie when someone clocks in, Take a selfie when someone clocks out, Read the location when someone clocks in, Read the location when someone clocks out.
- If you limit by location, choose the Office and check How close staff must be (metres).
- Read the Notice staff see before they clock in, and change it if you need to.
- Press Save clock-in rules. Saving does not change days already recorded.
Clock-ins are not limited by location. A selfie is taken at clock in.
Whether a selfie or location is taken, the radius around each office, and the notice staff see.
Saving makes a new set of rules from the date you choose. The current rules end the day before.
Staff can clock in from anywhere. Nobody is refused because of distance. You can switch the limit on later.
Turning these on collects a photo or a precise location each time someone clocks in or out. Leave them off and a clock in is just the press of a button.
On each person's page, "Where this person may check in from" has no effect while there is no limit. It starts to apply when you switch on "Only inside the office radius".
Saving does not change days already recorded.
Save clock-in rulesTip
More rules (usually fine as they are) holds Keep selfies and locations for (days) (it starts at 30) and which devices may be used: Phone browser, Computer browser, Installed app. After those days the selfie and the precise location are removed. The clock-in times are kept.
Work week, shift, holidays and shifts for people
- Work week: tick the Working days, then press Save work week.
- Shift: enter the Shift name, Start time and End time, then press Save shift. A shift that ends before it starts is a night shift.
- Holidays: enter the Holiday name, Date, Type and Office, then press Save holiday.
- Give people a shift: choose the Employee, the Shift and Applies from, then press Save assignment. Pick a person and a shift. Their current shift ends the day before the new one starts.
Tip
A fixed holiday is a day off for everyone. On an optional holiday, staff choose whether to take it. Staff are not marked absent on a holiday.
If something goes wrong
| What you see | What to do |
|---|---|
| There is no office yet. Add one on the Company page, then come back to this step. | Press Add an office, add the office, then come back. |
| This office has no location saved yet. Enter its latitude and longitude, then save again. | Enter the office's latitude and longitude in the form, then press the save button again. |
| Save a shift first. Then you can give it to people. | Open Shift, save a shift, then come back. |
| Add a code of 2 to 24 letters or digits (A to Z, 0 to 9, no spaces) under More options. A name without those letters cannot make one. | Open the step's More options and type a short code such as GEN. |
| The start date cannot be in the past. | Choose today or a later date in Applies from. |
| That person already has a shift that overlaps these dates. Choose a later start date. | Choose a later date in Applies from. |