Personal Attendance

Personal Attendance is used to calculate clock-in records with an assigned schedule selected.

Since 2024/12/17, the system has started performing anomaly detection on clock-in records. The introduction of this feature is intended to improve attendance management accuracy and help organizations and users (employees) better understand individual attendance status.

Home > Admin Mode > Attendance > Personal Attendance

Administrators can click Attendance on the Home page in Admin Mode, then select Personal Attendance to enter the Personal Attendance page. This feature displays personal attendance records of users (employees) under assigned schedules or designated duty shifts, including actual attendance time, clock-in time, and schedule (shift) arrangements. It helps support follow-up statistics and management of employee working hours and attendance status.

Note:

  • If an employee does not select an assigned schedule or designated duty shift when clocking in, the system cannot determine the difference between scheduled working time and actual clock-in time. Therefore, that record will not be included in attendance statistics in this feature.
  • It is recommended to first configure each employee’s shift schedule in Schedule Management, and ensure the correct schedule is selected when clocking in to maintain complete and accurate attendance data.

Personal Attendance Calculation

Home > Admin Mode > Attendance > Personal Attendance > Any Employee > Select Time Range

Administrators can click Attendance on the Home page in Admin Mode, then select Personal Attendance, and choose any employee to enter that employee’s personal attendance page. On the Personal Attendance page, after selecting the employee and setting the time range, the system calculates and displays data based on the schedule and actual clock-in records, including total scheduled attendance hours (schedule), total actual attendance hours (excluding overtime), total actual clock-in hours (excluding overtime), leave hours, overtime applications, total overtime hours, and lateness, early departure, and absence information. The default query range is from the 1st day of the current month to today, and the start and end dates can be adjusted as needed for more precise attendance tracking.

Default Query Range

The system default query time range is from the 1st day of the current month to today, and the start or end date can be adjusted based on actual needs.

Attendance Calculation Conditions

Within a single scheduled shift period, attendance is included in calculation only when the number of actual start-work clock-ins equals the number of actual end-work clock-ins.

Attendance Calculation Condition
Included Number of actual start-work clock-ins = number of actual end-work clock-ins
Not included Number of actual start-work clock-ins ≠ number of actual end-work clock-ins

Calculation Items

Based on the employee’s schedule and actual clock-in records, the system calculates and displays the following data:

  1. Total Scheduled Attendance Hours (Schedule): The total hours defined according to the scheduled shift periods.
  2. Total Actual Attendance Hours (Excluding Overtime): The total contractual working hours accumulated by the user (employee) according to scheduled start and end working time clock-ins.
  3. Total Actual Clock-in Hours (Excluding Overtime): The total clock-in hours accumulated by the user (employee) according to scheduled start and end working time clock-ins.
  4. Leave Hours: Total approved leave hours for the user (employee).
  5. Absence: No clock-in records during the scheduled shift period, or clock-in after exceeding the late allowance time and before exceeding the early leave allowance time.
  6. Lateness: Clock-in after the scheduled start time (including flexible clock-in time but not exceeding the late allowance time).
  7. Early Departure: Clock-out before the scheduled end time (including flexible clock-in time but not exceeding the early leave allowance time), or actual working hours less than the required scheduled hours.
  8. Overtime Applications: Total hours of overtime applications.
  9. Total Overtime Hours: Total hours of overtime clock-ins.

Analysis for a single scheduled shift period:

  • Scheduled start working time = scheduled shift start working time
  • Scheduled end working time = scheduled shift end working time
  • Scheduled working hours = scheduled end working time − scheduled start working time − break time
  • Actual working hours = actual end working clock-in time − actual start working clock-in time
Attendance Condition
Lateness Actual start working clock-in time > (scheduled start working time + flexible clock-in time) and actual start working clock-in time < (scheduled start working time + late allowance time)
Early Departure Actual end working clock-in time < scheduled end working time
Early Departure Actual working hours < scheduled working hours
Absence Number of actual start working clock-ins = 0 and number of actual end working clock-ins = 0
Absence Actual start working clock-in time > (scheduled start working time + late allowance time)
Absence Actual end working clock-in time < (scheduled end working time − early leave allowance time)

Note:

  1. Overtime clock-in records are currently not associated with overtime applications.
  2. Absence hours are rounded up unconditionally to whole hours. For example, if the late allowance time is 30 minutes, clocking in at the 31st minute late will be counted as 1 hour of absence.

Total Scheduled Attendance Hours (Schedule)

“Total Scheduled Attendance Hours” refers to the total of all working periods defined in the assigned schedule, generally calculated based on the start and end times specified in the company shift schedule. Scheduled may also be referred to as contractual.

  • Example: If a person has 5 working days in one week and each day has 8 scheduled hours, the total scheduled attendance hours for that week will be 40 hours.

Total Actual Attendance Hours (Excluding Overtime)

“Total Actual Attendance Hours” refers to the total working hours accumulated by the user (employee) based on standard start and end working clock-in records, excluding overtime periods.

  • Example: If a user (employee) clocks in and out on time from Monday to Friday and works 8 hours each day, the total actual attendance hours for that week will be 40 hours.

Total Overtime Hours

“Total Overtime Hours” refers to the total overtime hours generated outside regular working periods after approval or recognition.

  • Example: If a user (employee) works 8 regular hours on Monday and then performs 2 additional overtime hours, the total overtime hours for that day will be 2 hours.

Lateness

  1. General Situation When a user (employee) clocks the “Start Work” record after the scheduled start working time defined in the shift schedule, it is considered lateness.

    • Example: If the shift start time is 09:00 and the user (employee) clocks in at 09:05, the system will automatically mark it as lateness.

  2. Flexible Clock-in Situation If the organization adopts a flexible clock-in policy, lateness is determined based on the latest allowable clock-in time defined as scheduled start working time + flexible period.

    • Example: If the flexible clock-in time is 30 minutes and the scheduled start working time is 09:00, the user (employee) can clock in before 09:30 without being considered late. Clocking in at 09:35 will be considered lateness.

  3. Late Allowance Time Late allowance time refers to the latest allowable clock-in time permitted for employees. If clock-in does not occur within this time, it will be counted as absence. The default is 30 minutes.

    • Example: If the flexible clock-in time is 10 minutes and the late allowance time is 30 minutes, with a scheduled start working time of 09:00, clock-in before 09:10 is on time; clock-in between 09:10 and 09:30 is lateness; clock-in at 09:35 will be considered absence.

When the system determines lateness, it compares the scheduled start time and configured flexible clock-in time. The following examples illustrate three scenarios:

Example 1: No flexible time, clock-in later than start time

  • Scheduled start working time: 08:00
  • Flexible clock-in time: Not set
  • Late allowance time: Not set
  • Actual clock-in time: 08:01
  • Result: Since it is later than 08:00, the system determines lateness.

Example 2: Clock-in within flexible time

  • Scheduled start working time: 08:00
  • Flexible clock-in time: 15 minutes
  • Late allowance time: Not set
  • Actual clock-in time: 08:10
  • Result: Within the flexible clock-in range (before 08:15), so the system determines on time.

Example 3: Beyond flexible time but within late allowance time

  • Scheduled start working time: 08:00
  • Flexible clock-in time: 15 minutes
  • Late allowance time: 30 minutes
  • Actual clock-in time: 08:16
  • Result: Beyond 08:15 but not beyond 08:30, therefore the system determines lateness.

Example 4: Beyond flexible time and beyond late allowance time

  • Scheduled start working time: 08:00
  • Flexible clock-in time: 15 minutes
  • Late allowance time: 30 minutes
  • Actual clock-in time: 08:31
  • Result: Beyond 08:30, therefore the system determines absence.

The system automatically compares time based on these rules to determine whether lateness or absence occurs. If actual clock-in time > start working time + flexible clock-in time and actual clock-in time < start working time + late allowance time, it is marked as lateness. If actual clock-in time > start working time + late allowance time, it is marked as absence.

Early Departure

  1. General Situation If a user (employee) clocks the “End Work” record before the scheduled end working time defined in the shift schedule, it is considered early departure.

    • Example: If the scheduled end working time is 18:00 and the user (employee) clocks out at 17:50, the system will automatically mark it as early departure.

  2. Insufficient Working Hours Situation If the actual working hours of a user (employee) are less than the originally scheduled working hours, it is also considered early departure.

    • Example:

      • Flexible clock-in time: 1 hour
      • Scheduled start working time: 09:00
      • Scheduled end working time: 18:00
      • If the user (employee) clocks in at 09:30, takes a one-hour lunch break, and clocks out at 18:00, the actual working time is 7.5 hours, which is less than the required 8 hours, so the system determines early departure.

Additional Notes

  • If a flexible working schedule is implemented, please pay special attention to whether it complies with the organization’s required minimum working hours or latest allowable clock-in time.
  • Handling of lateness or early departure (such as warnings, salary deductions, or other management actions) should be defined according to internal organizational policies or HR regulations.
  • To ensure accurate attendance records, users (employees) should clock in according to the time defined in the shift schedule.

The following further explains system determination of early departure, with three examples:

Determination Logic Description:

The system determines early departure based on end working time and actual working hours, commonly including the following situations:

  1. Clocking out early (time-based early departure)
  2. Insufficient working hours (even if clock-out time is normal)

Example 1: Clear time-based early departure

  • Scheduled end working time: 17:00
  • Actual clock-out time: 16:55
  • Result: Clearly earlier than the scheduled end working time, so the system determines early departure.

Example 2: Clock-out on time but insufficient hours due to lateness

  • Scheduled start working time: 09:00, scheduled end working time: 17:00, required working hours: 8 hours
  • Flexible clock-in time: None
  • Actual start working clock-in time: 09:20 (late by 20 minutes)
  • Actual clock-out time: 17:00
  • Result: Although clock-out occurs after the scheduled end time, total working hours are only 7 hours 40 minutes, so the system still determines early departure.

Example 3: Leaving early due to approved leave resulting in insufficient hours

  • Scheduled start working time: 08:30, scheduled end working time: 17:30, required working hours: 9 hours
  • Employee leaves early at 16:00 with leave applied
  • Actual clock-out time: 16:00
  • Result: The system determines early departure due to insufficient actual working hours.

As long as clock-out time is earlier than the scheduled end working time, or actual working hours are less than required working hours, the system may automatically determine early departure.

Frequently Asked Questions and Answers

Q1: How can employee attendance be viewed?

A: To view employee attendance records, use the Personal Attendance feature page. This page is located under Home in Admin Mode, within Clock-in Records and Management. Its primary purpose is to display personal attendance records of users (employees) who have selected a schedule, including actual attendance time, clock-in time, and schedule (shift) arrangements, to support follow-up statistics and management. Please note that if an employee does not select an assigned schedule or designated duty shift when clocking in, that record will not be included in Personal Attendance statistics because the system cannot determine the difference between scheduled working time and actual clock-in time. Therefore, it is recommended to configure schedules first and ensure employees select the correct schedule when clocking in to maintain complete and accurate attendance data. On the Personal Attendance page, administrators can select any employee and set a time range to view attendance details. The default query range is from the 1st day of the current month to today, and it can be adjusted as needed. The system calculates data based on the employee’s schedule and actual clock-in records, provided that the number of actual start working clock-ins equals the number of actual end working clock-ins within a single scheduled shift period. The system calculates and displays multiple data items, including Total Scheduled Attendance Hours (Schedule), which is the total of all working periods defined in the assigned schedule; Total Actual Attendance Hours (Excluding Overtime), which is the total working hours accumulated based on standard start and end working clock-in records; Total Actual Clock-in Hours (Excluding Overtime); Total Overtime Hours, which are accumulated overtime clock-in hours currently not associated with overtime applications; and attendance anomalies such as lateness (clock-in after scheduled start time including flexible time), early departure (clock-out before scheduled end time or insufficient working hours), and absence (no clock-in records within the scheduled shift period). Currently, Personal Attendance does not compare leave records during calculation. To ensure accurate attendance records, users should clock in according to scheduled shift times.

Q2: What is the “Personal Attendance” feature?

A: The “Personal Attendance” feature is used by the system to calculate clock-in records where users (employees) have selected a schedule. Its purpose is to improve attendance management accuracy and help organizations and employees better understand individual attendance status. Administrators can access it by clicking Clock-in Records and Management and then Personal Attendance on the Home page in Admin Mode.

Q3: What information is mainly displayed in the “Personal Attendance” feature?

A: The “Personal Attendance” feature mainly displays personal attendance records of users (employees) under assigned schedules or designated duty shifts. These records include actual attendance time, clock-in time, and schedule (shift) arrangement information. This helps support follow-up statistics and management of employee working hours and attendance status.

Q4: Why are some clock-in records not included in “Personal Attendance” statistics?

A: If employees do not select an assigned schedule or designated duty shift when clocking in, the system cannot determine the difference between scheduled working time and actual clock-in time. Therefore, the record will not be included in Personal Attendance statistics. To ensure complete and accurate attendance data, administrators are advised to configure employee schedules in Schedule Management and remind employees to select the correct schedule when clocking in.

Q5: How are personal attendance data queried and calculated?

A: Administrators can click Home, Clock-in Records and Management, and Personal Attendance in Admin Mode, then select any employee to enter that employee’s personal attendance page. After selecting the employee and setting the time range (default is from the 1st day of the current month to today, adjustable as needed), the system calculates and displays Total Scheduled Attendance Hours (Schedule), Total Actual Attendance Hours (Excluding Overtime), Total Actual Clock-in Hours (Excluding Overtime), Total Overtime Hours, as well as lateness and early departure information based on the schedule and actual clock-in records.

Q6: What are “Total Scheduled Attendance Hours (Schedule)”, “Total Actual Attendance Hours (Excluding Overtime)”, and “Total Actual Clock-in Hours (Excluding Overtime)”?

A: Total Scheduled Attendance Hours (Schedule) refer to the total working periods defined in the assigned schedule, usually calculated according to the start and end times specified in the company shift schedule. Scheduled may also be referred to as contractual. Total Actual Attendance Hours (Excluding Overtime) refer to the total working hours accumulated by users (employees) based on standard start and end working clock-in records, excluding overtime periods. Total Actual Clock-in Hours (Excluding Overtime) refer to the total hours accumulated by users (employees) clocking in according to scheduled start and end working times, excluding overtime periods.

Q7: How are lateness and early departure determined?

A: In general situations, lateness is determined when a user (employee) clocks the “Start Work” record after the scheduled start working time defined in the shift schedule. Under flexible clock-in conditions, lateness is determined according to the latest allowable clock-in time defined as scheduled start working time + flexible period. If clock-in occurs later than that time, it is considered lateness. In general situations, early departure is determined when a user (employee) clocks the “End Work” record before the scheduled end working time defined in the shift schedule. Under insufficient working hours conditions, if the user (employee) has fewer actual working hours than scheduled working hours, it is also considered early departure. This applies even under flexible working policies if actual working hours do not meet scheduled requirements.

Q8: How is absence defined?

A: Absence is defined as having no start working clock-in records and no end working clock-in records within the scheduled shift period, meaning the number of actual start working clock-ins and actual end working clock-ins are both zero.

Q9: What should be noted when calculating attendance?

A: When calculating attendance, note that overtime clock-in records are currently not associated with overtime applications. Personal Attendance currently does not compare leave records during calculation. Within a single scheduled shift period, only when the number of actual start working clock-ins equals the number of actual end working clock-ins will the clock-in records for that period be included in attendance calculation. For organizations with flexible working policies, special attention should be paid to whether minimum required working hours or latest allowable clock-in times comply with internal rules. Handling of lateness or early departure should be defined according to internal organizational HR policies. To ensure accurate attendance records, employees should clock in according to the time defined in the shift schedule.

This manual strives for accuracy and completeness, but we do not assume any liability for errors, omissions, or updates. The content may be modified at any time without prior notice. We are not responsible for any damages arising from the use of this manual or downloading its contents, including but not limited to system failures, data loss, or infringement of rights. Users assume full responsibility and risk.