How do I add an attendance template?

  • Log into your admin account and go to Attendance >> Settings >> Templates >> Add Template

Adding an attendance template: Step 1

  • “Please provide a label for this template“ - Here you can give a name to your Attendance Policy
  • “Please provide a Timezone for this Template “what does this mean? - Here you can specify a timezone for your Attendance Policy
  • “Please select the mode of capturing attendance for this template” - Here you can specify how you will be capturing the daily attendance of employees. There are 4 modes of attendance capture that we support: 
    • Web Checkin: It means you can check-in online once you login to your Quikchex portal
    • Biometric: Check-in or Check-out using the biometric system
    • Manual Upload: Manually entering the time in your Quikchex portal
    • Mobile: Check-in or Check-out using the Mobile App
  • “How do you want to handle single missing check in or single missing check out in attendance process” - The attendance for a day is determined using the check in & check out timings. In case there is only one of these present, we consider that as an invalid entry. This option will allow you to handle such invalid entries in the attendance process. You can handle them in one of the following 4 ways: 
    • Consider as invalid record: The invalid record will not be handled by the attendance process. Please ensure that either the employees or the admin will regularize these invalid records before processing attendance. You cannot process attendance if there is even a single invalid record
    • Regularize Check in and Check out to default Shift Start and End Time: The system will automatically regularise the timings as per the default shift start and end times
    • Regularize only Check out to default Shift End Time: The system will automatically regularise  only the check out time as per the default shift end time
    • Deduct based on hierarchy: There will be a regularization or leave applied automatically on that day by the system
    • Consider the day as Half Day Present and deduct the other half as per the attendance hierarchy: If the employee has marked their attendance only once in the day then they will be considered as half-day present. There will be a half-day regularization or half-day leave applied automatically on that day by the system
  • "Will late marks / early checkouts be applicable?" - If you follow a late mark policy, select Yes. Late part policy is defined in step 3
  • "Is Overtime ("OT") applicable?" - If you follow an overtime policy, select Yes. Overtime policy is defined in step 4
  • "Will half day working hours exemption be applicable? - If you want to provide employees additional flexibility of working less than minimum hours required for a full day on selected days and still consider employees full day present, set this to Yes. The exemption is defined in step 5
  • "If a weekly off is part of the Overtime, should it be included in the number of days taken?" - It means if you do overtime before or after a week off, the week off will be considered as overtime as well if Yes is selected
  • "If a holiday is part of the Overtime, should it be included in the number of days taken?" - It means if you do overtime before or after a holiday, the holiday will be considered as overtime as well if Yes is selected
  • “If a weekly off is part of the LOP, should it be included in the number of days taken” - It means if you take a LOP (Loss of Pay) before or after a week off, will the week off be considered as a LOP as well. Eg: If I have my week-off on a Sunday and I take a LOP on Monday, will my week-off which was on a Sunday be considered as a LOP
  • “If a holiday is part of the LOP, should it be included in the number of days taken” - It means if you take a LOP (Loss of Pay) before or after a holiday, the holiday be considered as a LOP as well. Eg: if I have a holiday on the 2 nd October and I take a LOP the next day, will the 2nd of October which was a holiday be considered as a LOP
  • "If an weekly off/holiday is part of the half day LOP, should it be included in the number of days taken?" - Same as the above two questions with the only difference that the LOP is for half day
  • "What are the minimum minutes per day that the employee should work to avoid prefix suffix leave deduction on holiday/weekly off?" - Consider an employee who works from Monday to Friday and Saturday & Sunday are week offs. If that employee is absent on Friday & Monday and if the company policy allows LOP sandwiching, then the week offs are also counted as absent days. However, to prevent this the employee can work for a short duration on either Friday & Monday. Even if the employee has not completed the minimum required hours for a half day, the week offs will not get considered as LOP. This duration can be defined here.
  • "Is comment mandatory while submitting regularisation request?" - Select Yes if you want to ensure employees enter a comment while submitting their regularization requests
  • "How would you like to assign approvers for each employee ?" - Select whether you have common approvers for all employees as per the template or if you want to assign approvers employee wise
  • "How many levels of approvals you want to add?" - Select between 1 & 2 level approval
  • "Please select the primary/secondary approver for this template" - Based on your level of approval choose the default approvers for all employees who will be assigned this template. This question will not show up if the approvers are assigned Employee Wise
  • "Please choose the hierarchy for which absent days/half days (due to insufficient hours, or missing clock-in or clock-outs) get treated?" - If the employee is absent on a particular day, by default the system considers it a loss of pay. This can also be adjusted by leaves by adding leave category on top of the hierarchy.

Attendance Regularization (Set permissions and notifications): Step 2

  • "Would you like to restrict the IP address that the employees can check-in/check-out?" - Select Yes and add your office network IP  addresses here so that employees can use the web check-in feature only when they log into their Quikchex account while they are in the office premises
  • "Would you like to restrict Locations from which employee can mark check-in/check out using Mobile?" - This allows you to restrict your employees to check-in and check out using the mobile app only when they are physically present in office premises.
  • "Do you want to allow employees to mark attendance outside the geo-fenced locations(Approval will be mandatory for this)?" - For employees who frequently visit off-site locations(for example sales & training executives), you can allow them to mark attendance from the off-site location. Such employees would be technically submitting a geotagged regularization request, which will follow the same approval process as normal regularizations.
  • "How would you like to assign Locations for each employee?" - Here you define if all the locations created in this template are applicable to whoever this template is assigned or if they can be assigned only one location out of these. Once you click on Add Location you will see a map using which you can choose the location and the attendance marking radius.
  • "Do you want employees to enter comments while marking attendance via mobile app?" - While marking attendance using the mobile app, employees can specify a mandatory comment if required. This is different than submitting a geotagged regularization request as this does not need additional approval. The comments are visible in the attendance logs
  • "Can employees regularize their own attendance entries?" - Select Yes if you want to allow the employees to submit their own regularization requests. If set to No then it will be the responsibility of the reporting supervisor or the admin to regularize on behalf of the employee
  • "Within how many days can the employee apply for regularization from the date of occurrence?(Leave blank for no limit)" - Here you can specify within how many days the employee should submit their regularization request. For example if the company mandates that all employees need to submit any regularization requests within 3 days of the actual date and an employee needs to regularize their attendance for 5th May, they have until 8th May to regularize their attendance. Leave blank if you do not have any such policy. Specifying 0 days means that the regularization request must be submitted on the same day itself.
  • "Does the employee's supervisor need to approve every regularization request?" - Select Yes to ensure that the request follows the approval flow. Selecting No will cause auto-approval of the request on submission
  • "Should the admin/supervisor receive a notification every time an employee regularizes?" - Choose whom you want to notify about the regularization requests submitted by the employees
  • "Can supervisors regularize their subordinate's attendance entries?" - Choose whether you want to allow the reporting supervisor of the employee to add the regularization request on behalf of the employee. If the supervisor is the only approver or is the second level approver then the request will get auto-approved. If the supervisor is the first level approver then the request will be pending at the second level approver
  • "Should the admin/employee receive a notification every time a supervisor regularizes on behalf of an employee?" - Similar to employee settings. Choose whom you want to notify about the regularization requests submitted by the reporting supervisor
  • "Can the admin edit regularize attendance entries?" - Choose whether you want the admin to be able to regularize employees' attendance. All requests added by admins are auto-approved
  • "Should the supervisor receive a notification every time an admin regularizes on behalf of employee?" - Similar to employee settings. Choose whom you want to notify about the regularization requests submitted by the admin
  • "Should weekly email notification for missing check in/check out be sent?" - You can choose whether you want to inform employees, their supervisor and admins if any employee has not marked their attendance. This is a summarized email notification which will be sent out every week on Monday and on 1st day of a new attendance cycle

Late marks and Early Check outs: Step 3

  • "How many grace minutes do you grant the employee relative to his/her check in/out time?" - This is the grace period the employee has to prevent any accumulation of late or early marks
  • "Maximum no. of minutes employee can come late from the shift starting time to avoid a force full penalty" - If employee exceeds this duration then there is a straight deduction of Half or Full Day
  • "Would you like to clear the late/early mark if the employee completes a certain number of hours in the day?" - If Yes then you can specify the number of working hours employee needs to clock in to clear off their late mark
  • "How do you treat late and early mark deduction ?" - Choose whether the deduction policy for late & early marks are the same or different
  • "Please select the logic upon which late marks will affect attendance?" - Define how do you want to deal with the late marks. Eg: On 2nd late day deduct half/full day (only 2 nd late day will be penalized). Or  After 3 rd late-day deduct half/full day (after 3rd every late day will be penalized). Or every 3 rd late-day deduct half/full day (3rd, 6th, 9th late day and so on will be penalized)
  • "Please select the logic upon which early marks will affect attendance?" - Define how do you want to deal with the early marks. Eg: On 2nd early day deduct half/full day (only 2 nd early day will be penalized). Or After 3 rd early day deduct half/full day (after 3rd every early day will be penalized). Or   Every 3 rd early day deduct half/full day (3rd, 6th, 9th early day and so on will be penalized)             

Over time policy: Step 4

  • "How is Overtime calculated?" - Specify when does the system starts calculating the overtime duration for employees. It could be immediately after the total hours of the shift have been completed or after a certain grace period after completing the total hours
  • "What is the grace minutes for the shift?" - Specify the grace period after which overtime calculation will start
  • "Should employee be credited for the grace period once overtime is applicable?" - Choose whether to include the grace period in the total overtime duration
  • "What is the base unit for calculating Overtime?" - Choose whether overtime is calculated in minutes, hours or days
  • "What are the minimum minutes/hours per day that the employee should work to get credit for a Half/Full Day of Overtime?" - Specify how the overtime credit is determined based on the overtime duration recorded
  • "What is the smallest unit to for OT calculation?" - This is applicable if overtime is calculated in hours. If the overtime duration captured is not in multiples of hours, choose whether to round it to the nearest half an hour or hour. For example if the overtime duration is 7 hours & 36 minutes, choose whether to round it up to 7 hours & 30 minutes or just 7 hours
  • "Upto how many minutes of shortfall in meeting the smallest unit can be rounded up to the nearest unit?" - This is applicable if overtime is calculated in hours. Specify the minimum threshold for minutes to be converted into the nearest hour. For example if the value of shortfall minutes is 15 and an overtime duration of 7 hours & 45 minutes is recorded (falling short of 15 minutes to make 8 hours), we can round that up to 8 hours.

Half Day Working Hours Exemption: Step 5

  • "How many grace minutes employee is allowed after/before the shift start/end time to be marked as present?" - Here you can define grace minutes permissible for coming late from shift start time and grace minutes permissible for early leaving from shift end time to avail this exemption.
  • "How do you treat late coming and early leaving exemptions?" - Choose whether the exemption policy for late coming and early leaving are the same or different
  • "Please select the frequency restriction for late coming/early leaving exemption" - You can define the maximum number of exemptions an employee can avail.
  • "Select days on which half day working hours exemption is applicable" - You can also choose on which days of the week the exemption will be applicable.

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