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The Attendance Policy page appears when you click Attendance Policy under the Attendance settings group. You can create Attendance Policies from this page and add rules to them. If an Attendance Policy is already created, you can also see that from this screen. The existing Attendance Policies appear with the policy name and the icon of the actions that you can perform on them.

Figure 1: Viewing the Attendance Policy Page


Perform the following steps to create an Attendance Policy.

  1. Click + Add Attendance Policy.

    Figure 2: Creating an Attendance Policy

  2. Type the name for the Attendance Policy in the Policy Name text box.
  3. Type a description for the Attendance Policy in the Description text box.
  4. Click Save. A message is displayed informing that the Attendance Policy is created.

The Attendance Policy is created and appears on the Attendance Policy page. You can perform the following actions on an already created Attendance Policy from the Attendance Policy page.



Clone a Policy

You can create a copy of an existing Attendance Policy by performing the following steps.

  1. Click on the Clone Policy icon () present adjacent to the Attendance Policy that you want to clone.

    Figure 3: Cloning a Policy


  2. By default, Copy of <policy name> appears in the Policy Name text box. Type a name for the clone policy.
  3. By default, Copy of <policy name> appears in the Description text box. Type a description for the clone policy.
  4. Click Clone to save the changes. A message is displayed informing that the clone of the chosen Attendance Policy is created. The clone Attendance Policy then appears on the Attendance Policy page.

Edit Attendance Policy Header

You can modify the header of an existing Attendance Policy by performing the following steps.

  1. Click on the Edit Policy Header Info icon () present adjacent to the Attendance Policy that you want to edit.
  2. Modify the policy name and the description of the Attendance Policy.
  3. Click Save. A message is displayed informing that the Attendance Policy header is updated according to the modifications

Edit Attendance Policy Information

You can modify the information of an existing Attendance Policy by performing the following steps.

  1. Click on the Edit Policy Info icon () present adjacent to the Attendance Policy that you want to edit.

    Figure 4: Editing Attendance Policy Information


2. The Attendance Policy set up for the page appears. From this page, you can configure the Attendance Policy for your employees and also define penalty rules for them by selecting one of the following options from the drop-down list.



Attendance Status Criteria—Select this option in the drop-down list to configure the attendance rules for your employees based on the recorded swipes. The Selected Rules and All Rules tabs are displayed. Click on Selected Rules, to see the rules that you have already selected for your employees. Click on All Rules, to see all the rules that you can configure for your employees.

You can configure the following attendance rules for your employees under All Rules.

  • Presence Detection—This option is used to find if a swipe is recorded for an employee in a day and then mark the employee present for the day or session. Select the checkbox adjacent to Presence Detection, to define this as a Selected Rule.
    You can configure a Presence Detection rule either from the All Rules section or from the Selected Rules section. To edit a Presence Detection rule, click the Edit Presence Detection icon ()  present adjacent. Define the condition for presence detection in the Then: section and save the changes.

    Figure 5: Editing Presence Detection Rule


  • Continuous Absence Alert—This option is used to find if continuous absence is recorded for an employee over a defined period and then notify. Select the checkbox adjacent to Continuous Absence Alert, to define this as a Selected Rule.
    You can configure a Continuous Absent Alert rule, either from the All Rules section or from the Selected Rules section. To edit a Continuous Absence Alert rule, click the Edit Continuous Absence Alert icon () present adjacent. Define the condition based on which you want to be notified for a continuous absence and save the changes.

    The notifications are sent in the form of email, SMS or mobile notifications, based on the type of notification that is enabled. To know more about Event Notification, refer Event Notification

Figure 6: Editing Continuous Absence Alert Rule


  • Swipe not present—This option is used to find if a swipe is recorded for an employee in a day and then mark the employee absent for the day or session. Select the checkbox adjacent to Swipe not present, to define this as a Selected Rule.

If this rule is not enabled, then with no swipe recorded for a session, the status is ‘?’ by default. But once the Swipe not present rule is enabled, the status is Absent 'A'Anomaly '?' is then no longer available.


Figure 7: Editing Swipe not Present Rule
 


  • Shift Roster Detection—Using this option, you can decide whether the Shift Roster must be updated manually or automatically. By default this rule is disabled, which implies that the Shift Roster is updated automatically. To enable this option, click the Edit Shift Roster Detection icon () present adjacent, select the check box and then click Save. The Shift Roster then can be updated manually.

    Figure 8: Editing Shift Roster Detection Rule


Penalty Rules—Select this option in the drop-down list to configure penalties based on whether a particular condition is fulfilled or not and then make deductions as decided.

You can click on Next and Previous to move in between the Attendance Status CriteriaPenalty Rules and Regularization Rules pages.

The Selected Rules and All Rules tabs are displayed. Click on Selected Rules, to see the rules that you have already selected for your employees. Click on All Rules, to see all the rules that you can configure for your employees.

You can configure the following penalty rules for your employees:

    • Unauthorized Absence—This option is used in scenarios where an employee's swipe is not recorded or recognized. Select the checkbox adjacent to Unauthorized Absence, to define this as a Selected Rule
      You can configure an Unauthorized Absence rule, either from the All Rules section or from the Selected Rules section. To configure, click the Edit Unauthorized Absence icon ()  present adjacent. Define the deduction in the Then: section, choose if you want to be notified for that and then save the changes.

      Figure 9: Editing Unauthorized Absence Rule

    • Half Day Minimum Hours—This option is used to find if an employee's actual hours for a day is less than the minimum hours defined for a half day in a shift and then make deductions as decided. Select the checkbox adjacent to Half Day Minimum Hours, to define this as a Selected Rule.
      You can configure a Half Day Minimum Hours rule, either from the All Rules section or from the Selected Rules section. To configure, click the Edit Half Day Minimum Hours icon () present adjacent. Define the deduction in the Then: section, choose if you want to be notified for that and then save the changes.

      Figure 10: Editing Half Day Minimum Hours Rule

    • Full Day Minimum Hours—This option is used to find if an employee's actual hours for a day is less than the minimum hours defined for a full day in a shift and then make deductions as decided. Select the checkbox adjacent to Full Day Minimum Hours, to define this as a Selected Rule.
      You can configure a Full Day Minimum Hours rule, either from the All Rules section or from the Selected Rules section. To configure, click the Edit Full Day Minimum Hours icon () present adjacent. Define the deduction in the Then: section, choose if you want to be notified for that and then save the changes.

      Figure 11: Editing Full Day Minimum Hours Rule

    • Late In/Early Out—This option is used to find if an employee's Late In and Early Out time exceeds the already defined attempts as per the set grace period and then make deductions as decided. Select the checkbox adjacent to Late In/Early Out, to define this as a Selected Rule.
      You can configure a Late In/Early Out rule, either from the All Rules section or from the Selected Rules section. To configure, click the Edit Late In/Early Out Rule icon () present adjacent. Define the condition for Late In and Early Out time in the If: section and the deduction in the Then: section, choose if you want to be notified for that and then save the changes.

      Figure 12: Editing Late In/Early Out Rule
    • Late In/Early Out - Every Option - This option is used to configure the attendance penalty rules considering the first n grace instances or for every n grace instances. For example, if n is configured to 3, attendance penalty rules can be considered after the first 3 late instances or for every 3 late instances. This option is useful if you want to enforce attendance penalty rules for grace instances considered as a batch.

      Figure 13 - Editing Late In/Early Out for Every n Grace Instances

    • Late In/ Early Out- Consecutive Days—This option is used to find if an employee's Late In and Early Out time consecutively exceeds the already defined attempts as per the set grace period and then make deductions as decided. Select the checkbox adjacent to Late In/Early Out - Consecutive Days, to define this as a Selected Rule.
      You can configure a Late In/Early Out - Consecutive Days rule, either from the All Rules section or from the Selected Rules section. To configure, click the Edit Late In/Early Out - Consecutive Days icon () present adjacent. Define the condition for Late In and Early Out time in the After: section on how many grace instances, in the If: section and the deduction in the Then: section, choose if you want to be notified for that and then save the changes.

      Figure 14: Editing Late In/Early Out - Consecutive Days rule

    • Shortfall in work hours—This option is used to find out the short fall in the actual work hour for an employee and then make deductions as decided. Select the checkbox adjacent to Shortfall in work hours, to define this as a Selected Rule.
      You can configure a Shortfall in work hours rule, either from the All Rules section or from the Selected Rules section. To configure, click the Edit Shortfall in work hours icon () present adjacent. The condition for deduction is mentioned in the If: section. You can define the deduction for the short fall in the actual work hour, in the Then: section and the grid below. You can then choose to be notified for that and then save the changes.

      Figure 15: Editing Shortfall in Work Hours Rule
    • In-Time Criteria—This option is used to find, if an employee's first swipe for the day exceeds the already defined time (for example 1 hour) as per the set grace instances and then make deductions as decided. You can configure the In-Time Criteria rule, either from the All Rules section or from the Selected Rules section. To configure, click the icon present adjacent to In-Time Criteria.

      Define the condition for In-Time Criteria in the following sections as:

  • After:—define the grace instances
  • If:—if no swipe is recorded till the defined time
  • Then:—define the day(s) and type of deduction (leave or LOP)
  • Notify:define if you want to notify the employee or no

You have to then Save the changes.

Figure 16: Editing In-Time Criteria Rule


    • Out-Time Criteria—This option is used to find if an employee, leaves the office premises before the already defined time (for example 1 hour) as per the set grace instances. If the employee exceeds the defined instances, then deductions are made as decided(LOP or leave). You can configure the Out-Time Criteria rule either from the All Rules section or from the Selected Rules section. To configure, click the icon present adjacent to Out-Time Criteria. Define the condition for Out-Time Criteria in the following sections as:

      • After:—define the grace instances
      • If:—if employee leaves before the defined time
      • Then:—define the day(s) and type of deduction (leave or LOP)
      • Notify:define if you want to notify the employee or no

You have to then Save the changes.

Figure 17: Editing Out-Time Criteria Rule


Regularization Rules—Select this option in the drop-down list to configure the attendance regularization rules for your employees based on the recorded swipes. The Selected Rules and All Rules tabs are displayed. Click on Selected Rules, to see the rules that you have already selected for your employees. Click on All Rules, to see all the rules that you can configure for your employees.

You can configure the following attendance rules for your employees under All Rules.


    • Back-dated Regularization—This option is used to set the number of back dated days for which regularization can be applied. Employees would not be allowed to regularize back dated days that are greater than the defined days. Select the checkbox adjacent to Back-dated Regularization, to define this as a Selected Rule.
      You can configure a Back-dated Regularization rule either from the All Rules section or from the Selected Rules section. To edit a Back-dated Regularization rule, click the icon present adjacent to Back-dated Regularization. Define the number of days in the text box either by typing or simply using the arrows provided.

      Figure 18: Editing Back-dated Regularization rule



    • Limit for applications in a month— This option allows you to set a limit on how many day(s) in a month for which an employee can apply for regularization. If your employee tries to regularize for more than the defined days, the system throws an error message. Select the checkbox adjacent to Limit for applications in a month, to define this as a Selected Rule.
      You can configure a Limit for applications in a month rule either from the All Rules section or from the Selected Rules section. To edit a Limit for applications in a month rule, click the icon present adjacent to Limit for applications in a month. Define the number of days in the text box by typing or simply using the arrows provided.

      Figure 19: Editing Limit for applications in a month rule
    • Minimum work hours— This option allows you to pre define the minimum work hours for the day, required for an employee to apply for regularization. Select the checkbox adjacent to Minimum work hours, to define this as a Selected Rule.
      You can configure a Minimum work hours rule either from the All Rules section or from the Selected Rules section. To edit a Minimum work hours rule, click the icon present adjacent to Minimum work hour. Define the minimum work hour(s) in the text box provided.

      Figure 20: Editing Minimum work hours rule
    • Zero hours restriction— This option restricts your employees to apply for regularization if the total work hours, for the day are greater than zero. Select the checkbox adjacent to Zero hours restriction, to define this as a Selected Rule.
      You can configure a Zero hours restriction rule either from the All Rules section or from the Selected Rules section. To enable the Zero hours restriction rule, click the icon and enable the check box adjacent to the rule statement.

      Figure 21: Editing Zero hours restriction rule

    • Limits to avail— This option restricts your employees to apply for regularization on certain predefined days such as rest day, holidays and so on. Select the checkbox adjacent to Limits to avail, to define this as a Selected Rule.

      You can configure a Limits to avail rule either from the All Rules section or from the Selected Rules section. To define the rule, click the icon and type or select the restriction day(s) from the drop-down that appears.

3. Click Finish. A message is displayed informing that the Attendance Policy information is updated according to the modifications.

Ignore Option in Attendance Penalty Rules

As an admin, now you can ensure that an employee is not penalized for all the configured rules. You can now ignore a rule if any of the preceding rules are configured. Perform the following steps to enable this option:

  1. Navigate to System Settings > Attendance > Attendance Policy > Edit Policy Info.
  2. Select Penalty Rules from drop-down list and click Selected Rules/ All Rules tab. Click Edit icon of the rule for which you want to edit the rule.
  3. Click Ignore if selection box and select the rule. The current rule will be ignored if the selected rules are already considered for that day.
  4. Click Save to save the changes.

Delete a policy

Click the Delete Policy icon () present adjacent to the Attendance Policy that you want to delete. A message is displayed informing that the Attendance Policy is deleted. The deleted Attendance Policy then does not appear on the Attendance Policy page.

You cannot delete an Attendance Policy that is linked to an Attendance Scheme.

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