Time & attendance

Overview

One of the modules offered by Talexio is the time and attendance module. This module is used to log time clocked in by employees (be it via the online punch clock or the physical punch clock), as well as to approve those hours (if you have the necessary permissions). 

Contents

1. Permissions
2. Time Tracking
3. Clockings
4. Review & Approve
5. Manage clocking devices
6. Scheduler
7. Working schedule
8. Schedule generator
9. Shift templates
10. Job schedules
11. Work locations
12. Lateness penalties
13. Shift allowances

Permissions

For more information on time and attendance specific permissions, click here. 

In order for employees to make use of this module, you need to ensure that time and attendance is enabled on their profile. 

With this module enabled, you will see two extra sections in the menu bar. These are Time tracking and Scheduler:

 

Time Tracking

This section is made up of 3 sub-sections:

• Clockings
• Review & approve
• Manage clocking devices

Clockings

In this section, employees can punch in and out using the online punch clock. If you have the Manage Time Clocking permission, however, then you will be able to see a list of all the clockings. 

You can filter clockings according to date, employee, department, job schedule, work location, and/or clocking status (processed, approved, broken)

Each clocking may be edited by a user with the necessary permissions. Clockings need to be edited in cases where an employee has, for example, forgotten to punch out (thus resulting in a broken clocking). 

You may also wish to add a manual clocking (in the case where an employee forgot to log their time). 

Next, let's start approving the clockings.

Review & Approve

Here, you can approve clockings on a daily, weekly, or monthly basis. You may also filter by employee, department, job schedule and/or work location. 

To approve a clocking, simply click on the thumbs-up icon near the clocking. A window will pop up with the shift information. You can amend the information before approving. 

However, approving shifts one by one can be a lengthy process. To approve in bulk, simply click on the tick box  underneath the Pending Approval field to select all the employees. Then a small button will appear on the bottom right hand side of your screen: Bulk approve X selected rows:

Clicking on it will allow you to approve numerous clockings easily: 

Manage clocking devices

The final tab is relevant to those who have purchased the physical punch clock. For more information about it, click here. 

This brings us to the next section.

 

Scheduler

This section comprises 7 sub-sections: 

• Working schedule
• Schedule generator
• Shift templates
• Job schedules
• Work locations
• Lateness penalties
• Shift allowances

Working schedule

Here, you can generate your company/department's schedule on a daily, weekly, or monthly basis. 

You can also generate a report, and filter by employee, department, job schedule, and/or work location. For more information about the working schedule, click here. 

Schedule generator

Here, you can configure the schedules according to job schedule and department. Once these are configured, you may generate them in the Working Schedule. For more information on how to use the Schedule generator click here. 

Shift Templates

Here, you can create the shifts which can then be used to allocate to your employees in the Schedule generator and Working schedule. 

For more information on how to create a shift template, click here.

Job Schedules

A job schedule is a summary of the employees’ weekly days and hours. For more information on how to set one, click here. 

Work Locations

Setting up a work location will enable the system to identify from where the employees punch in. For more information on how to set these up, click here. 

Lateness Penalties

Lateness penalties can be set up to deter employees from punching in late. For more information on how to set these up, click here.

Shift Allowances

Shift allowances are allowances given to employees working on certain shifts. To learn how to set these up, click here. 

 

That is the time and attendance module in a nutshell. Next, you might want to have a look at the payroll section.