Review attendance and clocking records

Daily Attendance is the administrator review page for the time clock. It helps managers:

1. See who is currently clocked in.
2. Review completed attendance, including who clocked in and out and for how long.
3. Filter records by date, employee or department.
4. Export attendance reports for payroll preparation.
5. Review items flagged under Suspicious Attendance Activity.

Access is for administrators, or for managers who have been given the Time Clock permission. Employees use the separate clock-in page for their own attendance.

• Confirm that the date shown at the top is the date you intend to review.
• Decide whether you need one employee, one department, or everyone.
• Remember that this area prepares and checks attendance records. Final payroll totals and holiday balances are reviewed in the separate annual leave hours and cost area.

1. Confirm the date at the top of the page.
2. Look at Active now in the overview and check the number is reasonable.
3. Set filters if you need a single employee, department or date range.
4. Select Apply Filters.
5. Check Active Time Sessions to see who is still clocked in.
6. Review the time records list for completed and in-progress attendance in your filter.
7. Scroll to Suspicious Attendance Activity and check anything flagged.
8. Export only after you are satisfied with the dates, filters and records.

The system checks the date fields in this order:

1. Date From and Date To both filled — attendance between those dates, inclusive.
2. Only Date From filled — attendance on or after that date.
3. Only Date To filled — attendance on or before that date.
4. Neither filled — the Single Date field is used, which defaults to today.

Employee and Department always narrow the results further. Reset All clears the filters and returns to the default view.

• Active now — how many employees are currently clocked in and have not clocked out.
• Completed — how many sessions in your current filter have a clock-out time.
• Total clock-ins — the number of sessions matching your current filter; each clock-in creates one session.
• Active sessions — how many of the filtered sessions are still open.

Active Time Sessions always reflects who is active right now, even when you are reviewing a past date. Someone may still appear active because they are genuinely at work, because they forgot to clock out, because a long or night shift is in progress, or because a session was left open from an earlier day.

Notes explain unusual attendance so other managers and payroll staff understand what happened.

• Use Add Note where no note exists, or View where one already does.
• Choose a note type such as general information, overtime approved, late arrival, early departure, or a comment.
• Typical reasons include a forgotten clock-out that was corrected later, approved overtime, a split shift or cover arrangement, a PIN or technical problem, or a manager-approved early finish.

Notes provide context. They do not automatically change worked hours, paid hours or holiday balances.

This section highlights entries that may need a second look. A warning does not prove wrongdoing; it means please verify.

A record may appear when the employee clocked in or out more than 500 metres from the workplace, or when an attendance action was recorded as an attempt rather than an accepted clock-in.

What managers should do:

1. Check with the employee where needed.
2. Check the date and time, and whether cover, training or off-site duty was approved.
3. Compare the record with the rota.
4. Add or review a note recording the outcome.
5. Do not assume misconduct without checking.

The export section is always visible, and the export uses the same dates and filters shown on the page.

• Excel (Paid Breaks) and PDF (Paid Breaks) — attendance where breaks are treated as paid in that report.
• Excel (Unpaid Breaks) and PDF (Unpaid Breaks) — paid-hours exports where unpaid breaks are deducted, where applicable.

Choose the version that matches your home's payroll process, and check the file before sending it on. If no attendance matches the selection, the file may contain headers only. Downloaded files contain staff personal data, so store them securely.

1. The date range covers the full pay period.
2. Employee or department filters are correct, or set to all.
3. There are no unexplained open sessions.
4. Missing clock-outs are explained or resolved.
5. Unusually long or short attendance has been checked and noted.
6. Flagged records have been reviewed.
7. Notes have been added while the details are still clear.
8. The correct paid-break or unpaid-break export has been used.