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Attendance

Policy
By Mohamed Ali
• 7 articles

How to create a new Attendance Policy

Attendance Policy Creation 1 - Click on “Settings” from main menu 2 - Click on “Attendance Rule” tab 3 - Click on “Add New” button 4 - Fill in Attendance Policy Information as follows 4.1 - Name: Attendance Policy name in English Language and should be unique for every Attendance Policy 4.2 - Name (Arabic): Attendance Policy name in Arabic Language 4.3 - Shift Type: Could be either : 4.3.1 - Flexible Shift Hours : - Employees must attend a set number of hours within a pre-determined range but can choose their specific start and end times within that range. - Features: Absence and Missed Out settings, shortage compensation, and overtime options. 4.3.2 - Free Shift Hours : - Employees can attend any shift within a range of multiple available shifts, allowing flexibility in shift choice. - Features: Absence, Early Out, Missed Out, Late, Excuse options, and overtime. 4.3.3 - Normal Shifts : - Employees adhere to a fixed start and end time for their shifts, with consideration for overtime and late arrivals. - Features: Absence, Early Out, Missed Out, Late, Excuse options, and overtime. 4.3.4 - Scheduled Shifts: - Employees attend different shifts on different days according to a pre-assigned schedule within the week. - Features: Absence, Early Out, Missed Out, Late, Excuse options, and overtime. 4.3.5 - Single Sign Shift: - Employees record their attendance at the start of their shift without needing to sign out at the end. - Features: Absence, Late, and Excuse options. 4.4 - Automatic Overtime: Allow detecting the Overtime without the need for an Overtime Request 4.5-Absence Reset: Options for resetting absence balances can be selected from predefined intervals: "Annual, Monthly, Quarterly, Semi-Annual." 4.6-Early Leave Reset: Options for resetting early leave balances can be selected from predefined intervals: "Annual, Monthly, Quarterly, Semi-Annual." 4.7-Missed Out Reset: Options for resetting Missed Out balances can be selected from predefined intervals: "Annual, Monthly, Quarterly, Semi-Annual." 4.6-Late Reset: Options for resetting late balances can be selected from predefined intervals: "Annual, Monthly, Quarterly, Semi-Annual."

Last updated on Sep 03, 2024

Flexible Hours Shift Setup

1 - After Filling in the required Information for the Attendance Policy Click On "Next" 2 - Click on "Add New" to add a new Absence Rule to the Attendance Policy 3 - Fill in the required Information as follows 3.1 - Occurrence: The sequence of absences, ranging from the first to the tenth instance. After each absence, the next rule is applied until all absences have been accounted for, with the final defined absence rule being applied last. 3.2 - Compensation Type : Defines how the absence will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'Attendance.' 3.3 - Leave Type / Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen the pay element that should be deducted from should be chosen 3.4 - Compensation Days: Number of days that should be compensated due to absence 4 - After Filling in the required details for the absence rule click on 'Save Changes' 5 - Repeat from Step 3 to add another Absence Rule then Click on 'Next' 6 - Click on 'Add New' to add a Miss Out Rule 7 - Fill in the required details as follows 7.1 - Occurrence: The sequence of absences, ranging from the first to the tenth instance. After each absence, the next rule is applied until all absences have been accounted for, with the final defined absence rule being applied last. 7.2 - Compensation Type : Defines how the Miss Out will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'No Departure.' 7.3 - Leave Type / Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen ; choose the pay element that should be deducted from 7.4 - Compensation Days: Number of days that should be compensated due to Miss Out 8 - Click 'Save Changes' to save changes done to Miss Out Rule 9 - Repeat from Step 6 to add another Miss Out Rule then Click on 'Next' 10 - Click on 'Add New' to add a Shift 11 - Fill in the required Details of Shift as follows 11.1 - Name in English: Shift Name in English Language that should be unique for each and every shift 11.2 -Name in Arabic : Shift Name in Arabic Language 11.3 - Day Start Time : Attendance for that shift starts from that time 11.4 - Day End Time : Day Leave for that Shift starts from that time 11.5 - Duration In Hours: Auto Calculated as Difference between Day start Time and Day End Time in Hours but could be altered to indicate the required duration that the employee MUST attend during a day 11.6 - Duration In Minutes: Same as 'Duration in Hours' but with a difference in Time Units 11.7 - Weekends: Weekend Days for that Shift where attendance is not required and if an employee attends during these days and a weekend overtime rule was defined the Weekend Overtime Rule will be applied to that employee 11.8 - Compensate Shortage: Triggered to be "ON" or "OFF" to indicate the Attendance Shortage applying to that Shift or not Example: If an employee attends 30 mins after his/her indicated shift start time, he/she should compensate these 30 mins before leaving 11.9 - Deduction Pay Element: If "Compensate Shortage" is set to "ON" when a shortage occurs, select the pay element from the deductions classified as "Attendance Shortage" to deduct the shortage amount. 12 - Click on 'Overtime Details' to define how to calculate overtime 13 - Click on 'Add New' to add a new Overtime Rule 14 - Fill in Overtime Details as follows 14.1 - Overtime Type: either 'Working Day After Sunset' , 'Working Day before Sunset' , 'Public Holiday' Or 'Weekend' to indicate the Overtime Type 14.2 - Compensation Type: Defines how the Overtime will be compensated. It can be either added to the employee's leave balance of a specific type or entitled to the employee's salary through a predefined Entitlement classified as 'Overtime' 14.3 - Leave / Pay Element: In case 'From Leave' was chosen in the previous field, you should choose the leave type where the leave balance will be added to, but when 'From Payroll' is chosen ; choose the pay element that should be entitled to 14.4 - Start Time : Start Time of considering the employee as OverTime 14.5 - End Time: Maximum Boundary where the Employee can do Overtime 14.6 - Duration: Number of Hours that is considered for the employee when he/she overtimes 15 - After Finalizing the Overtime Details click on 'Save' 16 - Repeat from step 13 to add other Overtime Rules and when done click on 'Save Shift' 17 - After Finalizing all the required Shifts click on 'Next' to save the Attendance Policy you have created

Last updated on Sep 03, 2024

(Free Shifts - Normal Shifts - Schedule Shifts) Setup

1- After Filling in the Attendance Policy details Click on 'Next' 2 - Click on 'Add New' to create a new Excuse Rule 3 - Fill in the Excuse details as follows 3.1 - Excuse Name in English : Excuse Name in English Language that should be unique for every request and will appear when creating an Excuse Request for an employee having that Attendance Policy 3.2 - Excuse Name in Arabic : same as name in English but appears in Excuse Request when Language is set to 'Arabic' 3.3 - Maximum Hours : Upper Limit for hours in one excuse 3.4 - Maximum Requests: maximum number of Excuse requests the employee can create of that excuse type 3.5 - Reset Type : Balance Reset of that excuse , either Annual, Semi Annual, Quarterly Or Monthly 3.6 - Exuse Type : one of the following types - Payroll Deduction : requires selecting a pay element from pre-added pay elements with classification 'Excuse' - Full Paid : does not require any additional information - From Leave Balance : that excuse will be deducted from employee's leave balance and requires selecting a leave type to deduct from 4 - After Filling in the required Excuse Information click on 'Save Changes' 5 - Repeat from step 2 until all Exuses are added and then click on 'Next' 6 - Click on 'Add New' to create a new Absence Rule 7 - Fill in Absence Rule details as Follows 7.1 - Occurence : The sequence of absences, ranging from the first to the tenth instance. After each absence, the next rule is applied until all absences have been accounted for, with the final defined absence rule being applied last. 7.2 - Compensation Type : Defines how the absence will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'Attendance.' 7.3 - Leave Type / Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen the pay element that should be deducted from should be chosen 7.4 - Compensation Days: Number of days that should be compensated due to absence 8 - After Filling in the required details for the absence rule click on 'Save Changes' 9 - Repeat from Step 6 to add another Absence Rule then Click on 'Next' 10 - Click on 'Add New' to add a Miss Out Rule 11 - Fill in the required details as follows 11.1 - Occurence : The sequence of absences, ranging from the first to the tenth instance. After each absence, the next rule is applied until all absences have been accounted for, with the final defined absence rule being applied last. 11.2 - Compensation Type : Defines how the Miss Out will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'No Departure.' 11.3 - Leave Type / Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen ; choose the pay element that should be deducted from 11.4 - Compensation Days: Number of days that should be compensated due to Miss Out 12 - Click 'Save Changes' to save changes done to Miss Out Rule 13 - Repeat from Step 10 to add another Miss Out Rule then Click on 'Next' 14 - Click on 'Add New' to add a Shift 15 - Fill in the required Details of Shift as follows 15.1 - Name in English : Shift Name in English Language that should be unique for each and every shift 15.2 - Name in Arabic : Shift Name in Arabic Language 15.3 - Shift Start Time : Attendance for that shift starts from that time 15.4 - Shift End Time : Day Leave for that Shift starts from that time 15.5 - Duration In Hours : Auto Calculated as Diference between Day start Time and Day End Time in Hours but could be altered to indicate the required duration that the employee MUST attend during a day 15.6 - Duration In Minutes : Same as 'Duration in Hours' but whith a difference in Time Units 15.7 - No Earlier Than : Employee can not attend before that amount of minutes 15.8 - Late From : starting from that time employee is considered to be Late 15.9 - Late To : after that time employee is considered to be Absent 15.10 - No Earlier Than : Employee cannot be out before that certain amount of Minutes if employee is out before the new out time he/she will be considered as early out 15.11 - Allowed Shortage : allowed amount of minutes that doesn't need to be compensated for attendance Shortage 15.12 - No Later Than : employee can not leave after that amount of minutes added to the shift end time 15.13 - Weekends : Weekend Days for that Shift where attendance is not required and if an employee attends during these days and a weekend overtime rule was defined the Weekend Overtime Rule will be applied to that employee 15.14 - Compensate Shortage : Triggered to be "ON" or "OFF" to indicate the Attendance Shortage applying to that Shift or not Example : If an employee attends 30 mins after his/her indicated shift start time , he/she should compensate these 30 mins before leaving 15.15 - Deduction Pay Element : If "Compensate Shortage" is set to "ON" when a shortage occurs, select the pay element from the deductions classified as "Attendance Shortage" to deduct the shortage amount. 15.16 - Exceptional Days : used ONLY when there some days that require special in and out rule for employees in that shift Example : On Thursdays , you want your employees to be earlier out or later in then you should create an exceptional day for Thursday with the new clock in and out time 15.17 - Add New : if you want to add a new exceptional rule click on 'Add New' skip the next step if you have no exceptional days 16 - Fill in Exceptional Days details as follows 16.1 - Day : Choose the day where the exception will occur whre they day MUST NOT BE not a weeked day 16.2 - Shift Start Time : new clock in start time 16.3 - Shift End Time : new clock out start time 16.4 - Click on Check mark to add the exception day rule 17 - Revise the shift details and click on 'OverTime Details' tab to add an Overtime Rule 18 - Click on 'Add New' to add a new overtime rule 19 - Fill in Overtime details as follows 19.1 - OverTime Type : either 'Working Day After Sunset' , 'Working Day before Sunset' , 'Public Holiday' Or 'Weekend' to indicate the Overtime Type 19.2 - Compensation Type : Defines how the OverTime will be compensated. It can be either added to the employee's leave balance of a specific type or entitled to the employee's salary through a predefined Entitlement classified as 'OverTime' 19.3 - Leave / Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be added to, but when 'From Payroll' is chosen ; choose the pay element that should be entitled to 19.4 - Start Time : Start Time of considering the employee as OverTime 19.5 - End Time : Maximum Boundary where the Employee can do OverTime 19.6 - Duaration : Amount of Hours that is considered for the employee when he/she overtimes 20 - After Finalizing the Overtime Details click on 'Save' 21 - Repeat from step 18 to add other Overtime Rules and when done click on 'Lateness Details' tab 22 - Click on 'Add New' to define a late rule 23 - Fill in the required late details as follows 23.1 - Compensation Type : Defines how the Lateness will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'Late' 23.2 - Leave/Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen ; choose the pay element that should be deducted from 23.3 - Compensation Days : Number of Days equivalent to that leave 23.4 - Occurence : The sequence of lates, ranging from the first to the tenth instance. After each late, the next rule is applied until all lates have been accounted for, with the final defined late rule being applied last. 23.5 - From : Minimum Boundary for late in minutes 23.6 - To : Maximum boundary for late in minutes 24 - After Filling in the required details for a late rule click on 'Save' 25 - Click on 'Early Out Details' tab to add an early out rule 26 - Click on 'Add New' to add a new early out rule 27 - Fill in the required Early Out details as follows 27.1 - Compensation Type : Defines how the Early Out will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'Late' 27.2 - Leave/Payment Type : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen ; choose the pay element that should be deducted from 27.3 - Compensation Days : Number of Days equivalent to that leave 27.4 - Occurence : The sequence of Early Out, ranging from the first to the tenth instance. After each late, the next rule is applied until all Early Out have been accounted for, with the final defined Early Out rule being applied last. 27.5 - From : Minimum Boundary for Early Out in minutes 27.6 - To : Maximum boundary for Early Out in minutes 28 - After Filling in the required Early Out details click on 'Save' then Click on 'Save Shift' to add the shift to the Attendance Policy 29 - Repeat from step 1 to add a new shift if required then click on 'Next' to save the Attendance Policy

Last updated on Sep 03, 2024

Single Sign Shifts Setup

1- After Filling in the Attendance Policy details Click on 'Next' 2 - Click on 'Add New' to create a new Excuse Rule 3 - Fill in the Excuse details as follows 3.1 - Excuse Name in English : Excuse Name in English Language that should be unique for every request and will appear when creating an Excuse Request for an employee having that Attendance Policy 3.2 - Excuse Name in Arabic : same as name in English but appears in Excuse Request when Language is set to 'Arabic' 3.3 - Maximum Hours : Upper Limit for hours in one excuse 3.4 - Maximum Requests: maximum number of Excuse requests the employee can create of that excuse type 3.5 - Reset Type : Balance Reset of that excuse , either Annual, Semi Annual, Quarterly Or Monthly 3.6 - Exuse Type : one of the following types - Payroll Deduction : requires selecting a pay element from pre-added pay elements with classification 'Excuse' - Full Paid : does not require any additional information - From Leave Balance : that excuse will be deducted from employee's leave balance and requires selecting a leave type to deduct from 4 - After Filling in the required Excuse Information click on 'Save Changes' 5 - Repeat from step 2 until all Exuses are added and then click on 'Next' 6 - Click on 'Add New' to create a new Absence Rule 7 - Fill in Absence Rule details as Follows 7.1 - Occurence : The sequence of absences, ranging from the first to the tenth instance. After each absence, the next rule is applied until all absences have been accounted for, with the final defined absence rule being applied last. 7.2 - Compensation Type : Defines how the absence will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'Attendance.' 7.3 - Leave Type / Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen the pay element that should be deducted from should be chosen 7.4 - Compensation Days: Number of days that should be compensated due to absence 8 - After Filling in the required details for the absence rule click on 'Save Changes' 9 - Repeat from Step 6 to add another Absence Rule then Click on 'Next' 10 - Click on 'Add New' to add a Shift 11 - Fill in the required Details of Shift as follows 11.1 - Name in English : Shift Name in English Language that should be unique for each and every shift 11.2 - Name in Arabic : Shift Name in Arabic Language 11.3 - Shift Start Time : Attendance for that shift starts from that time 11.4 - No Earlier Than : Employee cannot be out before that certain amount of Minutes if employee is out before the new out time he/she will be considered as early out 11.5 - Allowed Shortage : allowed amount of minutes that doesn't need to be compensated for attendance Shortage 11.6 - No Later Than : employee can not leave after that amount of minutes added to the shift end time 11.7 - Weekends : Weekend Days for that Shift where attendance is not required and if an employee attends during these days and a weekend overtime rule was defined the Weekend Overtime Rule will be applied to that employee 12 - Revise on Shift details then click on 'Lateness Details' tab 13 - Click on 'Add New' to apply a new late rule on shift 14 - Fill in Late Rule Details as follows 14.1 - Compensation Type : Defines how the Lateness will be compensated. It can be either deducted from the employee's leave balance of a specific type or deducted from the employee's salary through a predefined deduction classified as 'Late' 14.2 - Leave/Pay Element : In case 'From Leave' was chosen in the previous field , you should choose the leave type where the leave balance will be deducted from, but when 'From Payroll' is chosen ; choose the pay element that should be deducted from 14.3 - Compensation Days : Number of Days equivalent to that leave 14.4 - Occurence : The sequence of lates, ranging from the first to the tenth instance. After each late, the next rule is applied until all lates have been accounted for, with the final defined late rule being applied last. 14.5 - From : Minimum Boundary for late in minutes 14.6 - To : Maximum boundary for late in minutes 15 - After Filling in the required details for a late rule click on 'Save' 16 - Repeat from step 13 to add a new Late Rule then Click on 'Save Shift' 17- After Filling in the required details for the Shift Click On 'Next'

Last updated on Sep 03, 2024

How to create a new Attendance Machine Group

Attendance Machine Group Setup 1- Click on “Settings” from main menu 2- Click on “Attendance Rule” tab 3- Click on “Machine Group” tab 4 - Click on "Download Agent" to synchronize payday with Attendance Machines 5 - Open the Downloaded File and Click on 'Next' then click on 'Install' 6 - Click on 'Finish' after installation is done 7 - Click on “Add New” button 8 - Fill in the Attendance Machine Group details as follows 8.1 - Name In English : Attendance Group name in English Language that should be unique for each attendance machine group 8.2 - Name In Arabic : Same as name in English but used when arabic is selected as payday language 8.3 - Business Unit: Select the Business Unit having these Attendance Machines from pre-added business units in Organizations Settings 8.4 -Click to add attendance Machines to the machine group 9 - Choose the desired Attendance Machine type Jump to the desired type of Machine by clicking on the right side menu ZK Machine Setup 10.1 - Fill in the required details as follows 10.1.1 - Machine Name in English Language that should be unique for every attendance machine 10.1.2 - IP address of the Attendance Machine in the Local Network 10.1.3 - Port of the Attendance Machine in the Local Network 10.1.4 - After Filling in the machine information click on the checkmark button ZK Database File 10.2 - Fill in the required details as follows 10.2.1 - Machine Name in English Language that should be unique for every attendance machine 10.2.2 - Local Path of the database path 10.2.3 - After Filling in the machine information click on the checkmark button Hikvision Machine Setup 10.3 - Fill in the required details as follows 10.3.1 - Machine Name in English Language that should be unique for every attendance machine 10.3.2 - IP address of the Attendance Machine in the Local Network 10.3.3 - Port of the Attendance Machine in the Local Network 10.3.4 - Username of the user to login into Hikvision Attendance Machine Portal 10.3.5 - Password of the user to login into Hikvision Attendance Machine Portal 10.3.6 - After Filling in the machine information click on the checkmark button 11 - Click on Refresh Icon until the machine status becomes 'Connected' 12 - Click on 'Group Access' tab to manage the users with access to that machine group 13- Click on “Add Group Access” button 14- Select a user from the pre-added employees to gain access 15- Repeat the procedure from step 8 to add another user with access to the Attendance Machine Group 16- Click on “Add” Button to add the created Attendance Machine Group

Last updated on Sep 03, 2024