Time & Attendance

Track employee time, manage rosters, and handle leave requests.

Overview

The Time & Attendance module includes:

• Clock in/out functionality
• Timesheet management
• Roster scheduling
• Leave management
• Work location tracking

Clock In/Out

How to Clock In

1. Select your work location (if required)
2. Confirm start time

How to Clock Out

1. Return to Clock In/Out page

1. Review hours worked
2. Add any notes if needed

Break Time

• Breaks are tracked separately from work time

GPS Verification (Optional)

If enabled by your administrator:

• Your location is verified when clocking in/out
• Must be within the geofence of work location
• Location data is stored for compliance

Timesheets

Submitting a Timesheet

1. Select the pay period
2. Review or add time entries:

• Date
• Start time and end time
• Break duration
• Work type/category

1. Add any notes or explanations

Time Entry Types

Timesheet Status

Manager Approval

If you're a manager:

1. Review employee timesheet details

1. Add comments if rejecting

Roster Management

Viewing Your Roster

1. View your scheduled shifts in calendar format
2. See shift details: time, location, role

Creating Rosters (Managers)

Manual Scheduling

1. Click on an empty slot
2. Select employee
3. Set shift details:

• Start and end time
• Location
• Role/Position

1. Save the shift

Using Templates

1. Apply template to roster period
2. Adjust individual shifts as needed

Roster Patterns

Set up recurring patterns:

1. Create a pattern (e.g., "Week A", "Week B")
2. Assign employees to patterns
3. System auto-generates rosters

Publishing Rosters

1. Review draft roster

1. Employees are notified of their shifts
2. Published shifts appear on employee calendars

Shift Swapping

Employees can request shift swaps:

1. Click on your shift

1. Choose the shift you want
2. Other employee approves or declines
3. Manager gives final approval

Leave Management

Requesting Leave

1. Select leave type:

• Annual Leave
• Sick Leave
• Personal Leave
• Parental Leave
• Other (as configured)

1. Enter dates and duration
2. Add reason/notes
3. Attach documentation if required
4. Submit request

Leave Balances

View your current balances:

• Available balance
• Pending requests
• Taken this year
• Accrued this period

Manager Approval

1. Review request details
2. Check team coverage
3. Approve or decline with comments

Leave Calendar

View team leave at a glance:

• See who's away on any date
• Identify coverage gaps
• Plan around absences

Work Locations

Setting Up Locations

1. Enter details:

• Location name
• Address
• GPS coordinates (for geofencing)
• Timezone

Geofencing

Enable location verification:

1. Edit a location
2. Enable geofencing
3. Set radius (e.g., 100 meters)
4. Employees must be within radius to clock in

Reports

Available Reports

• Hours worked by employee
• Overtime summary
• Leave balances
• Attendance patterns
• Roster vs. actual comparison
• Cost analysis

Exporting Data

Export for payroll or compliance:

• CSV format
• PDF summaries

Troubleshooting

I can't clock in - it won't accept my location

If GPS verification is enabled by your administrator, you must be within the geofence radius of your work location to clock in or out. Move within range and try again. The radius is set per location under Time & Attendance > Work Locations by an administrator.

My shift swap hasn't gone through

A swap needs more than one approval. After you select Request Swap on your shift, the other employee has to accept it, and then your manager gives final approval. Check that all three steps are complete - until the manager approves, the swap isn't confirmed.

My timesheet was rejected

A rejected timesheet is returned with comments. Open it from Time & Attendance > Timesheets, read your manager's comments, fix the entries, and click Submit for Approval again.

My published roster isn't showing on someone's calendar

Only published shifts appear on employee calendars. If you created shifts but didn't publish, go back to the draft roster and click Publish - employees are notified and the shifts then appear.

Frequently asked questions

Why won't my leave request submit?

Some leave types require supporting documentation. If the request won't go through, check whether you need to attach a document (for example a medical certificate) before submitting under Time & Attendance > Leave.

How do I check my leave balance before booking a holiday?

Open Time & Attendance > Leave and view your balances - available balance, pending requests, taken this year, and accrued this period - before you submit a request.

Do my approved timesheets flow into pay automatically?

Yes. Once a manager approves a timesheet it's marked Approved and is picked up when you add the employee to a pay run in Payroll. You can also export time data for compliance.

How does break time affect my hours?

Breaks are tracked separately from work time. Use Start Break and End Break during your shift so your worked hours are calculated correctly.

Tips

• Submit timesheets promptly each pay period
• Check your roster regularly for updates
• Request leave well in advance

• Review your leave balances before booking holidays