Version 2.0 of the Attendance module is different from the previous version in many ways. Attendance 2.0 comes with different settings, options, rules and concepts. This section, helps the Admin understand version 2.0 well and figure out the areas in which it is different from the previous version.
Ease of assigning shifts
In the previous module, shifts could be assigned only by selecting individual employees from the Employee Shift Rotation page and not in batches. This was a tedious and time consuming task. Here's an example of one such tedious task. Let us consider a shift assigned to an employee in probation. Once this employee is confirmed, the Admin had to manually change the shift for the employee.
Now, with the new version, Admin can create an Attendance Scheme and then map them to the employees based on filters. These filters are based on various attributes such as location, designation, status, all employees and so on. So with the new version, the tedious task mentioned above, can be easily overcome. There are different shifts based on employee's status (employee filter attribute). So once an employee is confirmed, the earlier shift that was applicable in case of probation, no longer holds good. Based on the status, that is Confirmed, a different scheme gets assigned to the employee.
Rule engine imposed
Admin can now define rules for employees in the form of an Attendance Policy. These rules define the attendance policy of the organisation. Following are some of the grounds on which rules can be defined:
- No swipes recorded for an employee in a day
- Employee found absent for a continuous period
- Employee coming in late or leaving out early
- Employee's actual hours are less than the minimum hours defined for a half day
- Employee's actual hours are less than the minimum hours defined for a full day
Based on the chosen rule, Admin can make deductions either from leaves or salary. To understand these rules better, refer to Create an Attendance Policy.
Anomaly concept introduced
There might be days when no swipes are recorded for an employee. This could be for various reasons such as, the biometric device for attendance tracking not working properly or the employee might have taken leave on that day thinking to apply for it the next day. In any such situation, the employee would be marked absent (A) as per the old Attendance module. With the new version, the concept of anomaly has been introduced for these kind of situations. In place of A:A , a new icon ?:? now appears for such days. At the end of the month, employee has to regularize the days that are marked as anomaly or else, these days are considered as absent.
Alerts on attendance exception
Employees can now be notified about their attendance exception in the form of email, SMS or mobile notifications. The mode of notification is based on the type of notification that Admin enable.
Finalizing attendance period
Admin can finalize the attendance of the employees based on the deductions they are entitled for. After getting a clear picture of the scenario or situation that imposed the exception on the employees, Admin can either approve or ignore the exception. Based on this action, their attendance period is finalized. To know the functionality better, refer to Attendance Period Finalization. In case the Admin has not finalized the attendance till the end of the month, then as per the Attendance Cut-Off Date, the attendance is finalized and deductions are applied.
Enhanced Attendance Info page
Admin can now view the complete attendance data of an employee, on the Attendance Info page after processing their swipes, leaves, holidays and attendance regularization. On clicking a particular day, the details of the associated rule and the in line action for it is displayed. In addition to this, legends related to the status of a particular day are displayed at the bottom of the page. Admin can also see the shift assigned to the employee based on the Shift Code displayed. To know more about the functionality, refer to Attendance Info.
Even the employees can now see their attendance exception data with details specific to their entitled deductions and the associated rule. Legends related to the status of a particular day are displayed at the bottom of the Attendance Info page.