Every working day, each person gets one attendance record: when they checked in, when they checked out, the hours worked and a status such as Present, Late, Half Day, Absent, On Leave or Missing Checkout. Payroll reads these records at the end of the month, so a wrong record becomes a wrong salary.

On the left you see Today's Status, Check-in Time and Hours Worked. On the right are tabs:

• Attendance History — your records for a month (pick the month at the top right). Tick Flagged by the fence to see only days your phone check-in was outside the allowed area.
• Regularization — ask for a missed or wrong punch to be corrected.
• On Duty — ask to work on a weekly off or a holiday (see On Duty below).
• Pending Approvals — only for people who approve: regularization and On Duty requests waiting for you, plus Your decision history.
• Face Kiosk Log — only for approvers: every face-recognition check-in at a kiosk.

Who sees whose attendance and leave

• Managers see and approve for their direct reports: the people whose profile names them as reporting manager. Other kinds of reporting line (for example a project line) show on the org chart only and give no access. Directors reach everyone below them down the reporting line.
• HR Managers see their own department, plus any department the owner has asked them to look after.
• Attendance Supervisors see their own department. The owner can also let them look after another department or a whole location (everyone working there) on Settings › Responsibilities. That gives attendance and leave only: viewing profiles, viewing and marking attendance, viewing leave and balances, applying for and approving leave, attendance corrections and comp-offs.
• HR Admins and other company-wide roles see everyone.

How attendance gets recorded

The Source column on each record tells you where the punch came from:

• Mobile App — the person checks in on their phone. The location is recorded, and your company can limit check-ins to set places (see Mobile Check-in below). A photo can be required too.
• Biometric / Kiosk — a fingerprint or face machine at the entrance, or a face-recognition tablet (kiosk). Machines are set up under Devices.
• Card Swipe — a card reader registered as a device.
• System — days the app fills in by itself, such as weekly offs, holidays and approved leave.
• Web (legacy) — old records only. You can no longer check in from the website.

Fix a missed or wrong punch (regularization)

1. Open the Regularization tab and click Request Regularization.
2. Pick the Date, enter the correct Check-in Time and Check-out Time, and write a Reason (for example, "Forgot to check in").
3. Submit. Your approver sees it under Pending Approvals here, or under Time & Attendance › Approvals. (If your company uses an approval workflow for attendance, it's approved under Operations › Workflows instead.) When approved, the day is recalculated with the new times.

• You can regularize today or an earlier date, never a future one.
• You can't regularize a weekly off or a holiday. If you worked that day, raise an On Duty request instead.
• You can't approve your own request — except someone at the very top (CEO, CXO, Board or owner) when nobody else can approve them. Rejecting always asks for a reason, which the employee sees.

An attendance policy is a set of rules. You can have one for the whole company and different ones for a location, a department or a shift. When more than one could apply, the most specific wins: shift first, then department, then location, then organization-wide.

Set up a policy

1. Click Add Policy and give it a Policy Name and Policy Code.
2. Fill in the arrival, working hours and overtime rules (explained below).
3. Under Allowed check-in sources, switch on the ways people may check in: Mobile App, Biometric / Kiosk, Card Swipe.
4. Under Applies to, choose Organization-wide (all employees), or a specific location, department or shift. Click Create.

The status ladder — how a day is marked

Think of it as a ladder. A day starts at Present and can only step down:

• Arrival: inside the Grace period (min) = on time. After grace = Late. Later than Half-day if later than (min) = Half Day.
• Leaving early: leaving more than Half-day if leaving early (min) before the shift ends also makes it a Half Day.
• Hours worked: at least Full-day hours = full day. Between the absent cutoff and full-day hours = Half Day. Less than Absent if worked under (min) = Absent.
• Repeated lates: with Late marks per absent set to 3, every 3 Late days turn one more day into Absent when payroll is processed.

Leave a box blank to switch that rule off — except Grace period, which can't be blank (enter 0 to use each shift's own grace). A Late day on its own is paid in full — it only costs money through Late marks per absent.

What a short day costs (Shortfall handling)

• Enforced — dock pay for shortfalls (LOP): half days, absences and missing check-outs reduce pay. Choose Loss of pay, or Deduct leave, then loss of pay to use a paid leave balance first and only dock pay when it runs out — then pick which balance in Leave to deduct.
• Advisory — show shortfalls, don't dock pay: the problems are recorded and shown, but payroll still pays those days. Good for a trial month.

Other switches on the policy:

• Auto-Absent if No Check-in — a working day with no punch at all is marked Absent overnight.
• Sandwich Leave Rule — when on, a weekly off or holiday that falls inside a leave is charged as leave too (Friday + Monday off also uses up the weekend). When off, only working days are charged.
• Require Photo on Mobile — people must take a photo when checking in from their phone.
• Max On Duty days / month — the most rest days a person can claim for working in one month.

A shift is a working window, like 9:30 to 18:30. Every employee works one — you pick it when adding them, or change it on their profile. Late marks and early departures are measured against the shift.

Add a shift

1. Click Add Shift. Enter a Name (e.g. "Morning Shift") and a Code.
2. Set the start and end time, and Grace Minutes. Blank grace means no grace: people are late from the first minute.
3. Optional: limit it to an Office Location or a Department (then only people in that department can be given this shift).
4. Tick Night shift if it runs past midnight, then click Create.

• The page lists people Without a shift — their lates and early departures aren't checked. Pick them and assign a shift.
• Needs review lists people whose department or location changed. They stay on their current shift until you click Keep or assign a new one.
• You can't Deactivate a shift while people are still on it or a policy is set for it.

Set weekly offs — including "2nd and 4th Saturday"

1. On a shift's row, choose Weekly offs. (Departments and locations have the same calendar button, under Settings › Organization › Departments and Settings › Company › Locations.)
2. Under Rest days, click each day that is off, e.g. Sunday.
3. For alternate days, click the day and then pick the weeks: 2nd and 4th Saturday "of the month". Every means every week.
4. Check the Takes effect date and save.

Overtime works in four steps:

1. Hours are recorded. On the attendance policy, Overtime after (hours) sets the point where overtime starts (e.g. 9). Every hour past it is saved on that day — whether you pay for it or not.
2. Pay only if switched on. Tick Pay overtime in payroll and set the Overtime rate (×), e.g. 1.5. Until you tick it, no overtime is ever paid. Full-day hours must be set too.
3. Review before payroll. When a payroll run is created, an Overtime review box on the run lists each employee with overtime: days, hours and status. A payroll approver clicks Pay or Don't pay for each person. Payroll can't be processed until everyone is decided.
4. Payroll is confirmed. When approving the run, the approver sees the overtime hours and amounts and must tick I have checked the overtime hours and amounts above.

The amount is: monthly gross ÷ payroll base days ÷ full-day hours × overtime hours × the rate.

• Don't pay is final: those hours will never be paid. But if the attendance for a day is corrected later, that day comes back for review.
• The rule values in force on the day are locked in, so changing the policy later doesn't re-price hours already worked.
• Weekly offs and holidays are not paid here — they go through On Duty.
• For someone leaving the company, overtime is settled on their final settlement instead, where the approver chooses Pay or Don't pay.

Choose what a worked rest day earns

1. Each attendance policy is listed. Click Configure on one.
2. For Working a week off and Working a holiday, choose Not compensated, Earns a comp-off or Paid as overtime.
3. For comp-off, pick the comp-off leave type to credit. (Create one first under Leave Types with the category Compensatory Off.)
4. Set Employees may claim (half or full days), the Pay multiplier (1.00 = a normal day's pay), Allow claims after the day, and Requests expire after so many days without a decision.

Paid days are added to the next payroll run as an overtime line. A day's pay is monthly gross ÷ base days; people who can run payroll set base days in the Base days for salary card further down the same page (it's also under Settings › Finance › Base Days). PF and ESI are not affected.

How an employee asks

1. In Time & Attendance › Attendance, open the On Duty tab.
2. Under Ask to work a week off or holiday, pick the Day you will work, How much of the day (full or half) and Why. Click Send for approval.
3. The manager approves it under Attendance › Pending Approvals (On Duty requests to review).

Add this year's holidays

1. Use the year arrows to choose the year.
2. Click Import national holidays and pick a country, or Import CSV for your own list, or Add Holiday for one at a time (Name, Date, Type).
3. Set Scope: All Locations, Country Specific or Office Specific.

Optional holidays

Under Optional Holiday Pools, click New Pool and set a name, year and Quota (max picks per employee). Every holiday marked Optional holiday for that year (and that office, if the pool has one) belongs to it. You can switch approval on or off per pool — turning it on needs an Optional Holiday approval workflow. Employees pick from My › Holidays.

How holidays affect attendance and leave

• Every night, the app marks yesterday as a holiday or weekly off for everyone it applies to. If both apply, holiday wins. Nobody is marked absent on these days.
• An optional holiday counts as a holiday only for the people who picked it (and, if the pool needs approval, once it is approved).
• Leave doesn't use up holidays or weekly offs — unless the Sandwich Leave Rule is on.
• If someone checks in on a holiday, their punch is kept. To be paid or get a comp-off for it, they raise an On Duty request.

Add a check-in site and allow people

1. Click Add Site. Enter a Site Code, Site Name and Site Type (Office, Client Site, Project Site or Field Location).
2. Find the place by searching an address or pasting a Google Maps link, and set the Fence Radius (m) — how far from the pin people may be.
3. On the site, click the "allowed to check in here" link. Add an Employee, or grant a whole department.
4. For fully remote people, use Allow someone to check in from anywhere.

Switch it on — carefully

The fence is switched on per attendance policy (Settings › Time & Leave › Attendance), in the Mobile Check-in setting:

• Restricted — only allowed people, inside their fence. New policies start here.
• Audit — records where people check in from but refuses nobody.
• Open — anyone may check in from a phone, from anywhere.

The My Requests tab shows a card for each leave type with days available, total days and days used. Unpaid leave shows No limit — those days are docked from pay. Managers also get a Team Calendar tab.

Apply for leave

1. Click Apply Leave.
2. Choose the Leave Type, From Date and To Date. For a single day you can choose Day Type: Full, First Half or Second Half.
3. Write a Reason and click Submit Request.
4. The approver (the reporting manager on your profile, or the steps of your company's leave workflow) approves or rejects it under Time & Attendance › Approvals. Once approved, those days show as On Leave in attendance.

• Weekly offs and holidays inside the dates are not counted (unless the Sandwich Leave Rule is on).
• Two requests can't overlap. A half day must be a single date.
• A pending request can be cancelled from its row with Cancel (a reason is required).
• Someone on probation may see Available after confirmation or Accrues after confirmation on a card. Some leave types also can't be taken during the notice period.

Cash out leave (encashment)

1. Open the Encashment tab and click Request Encashment.
2. Choose the Leave Type and Days to Encash, and submit.
3. Approvers see it under Requests you can approve on the same tab.

Once approved, the days leave the balance and the next payroll run pays them. The rate is set under Settings › Finance › Leave Encashment (pay ÷ divisor × days). An approved request that no payroll has paid yet can be cancelled with Cancel approval, which puts the days back.

Create your leave types

1. Click Add recommended to create the standard set (Earned, Casual, Sick, Maternity, Paternity and more) in one go. Or click Add Leave Type.
2. Pick the Leave Type — it fills sensible defaults. Then check the Annual Quota (days), whether it is Credited All at once or Monthly, Max Carry Forward (days), Encashable and Paid Leave.
3. Set During probation: Accrues and can be taken, Accrues, but cannot be taken yet, or Does not accrue at all. You can also give a smaller Quota while on probation (days a year). Set During notice period to Can be taken or Cannot be taken.
4. Click Initialize balances to give every active employee this year's balance for every active leave type. For Earned, Casual and Sick, people who joined mid-year get a share; fixed ones like Maternity get the full amount. It's safe to run again after adding a new type — anyone who already has a balance is skipped. It covers the whole company, so only company-wide HR and admins can run it.

Bring in opening balances from your old system

1. Choose Leave Balance Adjustments. The screen lists the columns: employee code, leave type code, kind, days, date and a reason for every row.
2. The kind column says what each row means: days carried in, days already taken in your old system (these reduce the balance), or a correction. Use the exact words shown on the screen.
3. Tick Validate only (don't import) and click Validate File to check for mistakes first. Then untick it and click Upload & Import.

If it shows a padlock, it isn't in your plan. If it's missing from the menu, your role doesn't include it.

Fill in a week

1. Click New Timesheet and choose the Week starting (Monday).
2. For each day, add rows: a Code (Work, Overtime, Client Site, Internal, Training, Travel, Bench, Leave, Public Holiday, Weekly Off, Comp Off), the Project, the Activity, optional Notes and the Hrs.
3. Short on time? Click Copy previous week and edit. Click Save as you go.
4. Click Submit for Approval. You can't edit it again unless your approver sends it back.

• The Project list shows only the projects you are currently assigned to. Bench, Leave, Public Holiday, Weekly Off and Comp Off rows don't take a project.
• A day can't add up to more than 24 hours.
• A Leave row with no matching leave request shows Leave not applied for this date — apply for the leave separately.
• Activities are set by admins under Settings › Time & Leave › Timesheet Activities, for everyone or for one department.

Approve timesheets

1. Click Pending Approvals on the Timesheets page (or use Time & Attendance › Approvals).
2. Choose Review to open the week, then Approve or Send back with a note saying what to fix.
3. A sent-back timesheet shows the reason. The employee clicks Reopen for editing, fixes it and submits again.

You only see this menu item if you can approve something. Up to three tabs appear, each with a count: Leave, Attendance (regularizations) and Timesheets. You only see the tabs you can act on. A manager gets requests from their direct reports (the people whose profile names them as reporting manager); HR Managers and Attendance Supervisors also see their own department and any they look after.

1. Open a tab. On the Leave and Timesheets tabs, items marked via workflow are following your company's approval chain and show which step they're at. A tab's count shows only when something is waiting.
2. Click Approve, or Reject and give a reason — the employee sees it.
3. Scroll down to Your decision history to check what you decided and when.

The tiles at the top show Total Devices, Enabled, Online Now and Not Pulling (machines we couldn't reach on the last try).

Register a machine

1. Click Add Device. Enter a Device Name (e.g. "Main Entrance Scanner"), the Device Type and the Location.
2. Choose the Protocol — the connection type your machine's installer or manual gives: Generic HTTP (JSON push), ZKTeco ADMS, ZKTeco EasyTimePro (cloud), Hikvision ISAPI or Suprema BioStar. Fill in what it asks for — for example the device serial and push secret for ZKTeco ADMS, or the cloud address, portal login and timezone for EasyTimePro.
3. For machines we fetch punches from, click Test connection. Then click Register Device.
4. Copy the API key now (a password for the machine). It is shown once only, with the push address (where the machine sends its punches). Give both to whoever sets up the machine.

• Some protocols are marked beta (still being proven) — check that punches arrive before you roll them out.
• Machines Verdeshell collects punches from are checked about every 5 minutes.
• Deactivate stops a machine recording attendance. It can't be undone from the screen.

Match punches to people

Each employee's Biometric ID (on their profile) must match their ID on the machine. Download enrollment roster (CSV) gives you the list to check against.

1. Click Biometric Punch Logs. A yellow banner shows how many punches are unmatched.
2. On an Unmapped punch, choose Assign to employee, pick the person and click Assign & reprocess. This saves their Biometric ID and records the attendance.
3. After fixing IDs on profiles, select punches and click Reprocess selected.

Face kiosk

A face kiosk is a tablet at the entrance with a camera. Register it here as a Face Recognition or Kiosk device and copy its API key. On the tablet, the kiosk screen shows Device Pairing Required — paste the key and click Pair Device. It only needs doing once, unless the tablet's browser data is cleared — then pair it again.

Employees enrol their face once in the mobile app (Enroll face for kiosk check-in, at the bottom of the Attendance tab in the app). Then they just look at the camera to check in or out. Every attempt — matched, no match or failed — shows in Attendance › Face Kiosk Log.