1. System Overview

The Employee Schedule and Attendance Management system, is designed to seamlessly track employee time, manage complex shifts, and handle absence requests. Built to work in tandem with the core Employee Management system, it offers a dual-interface approach: an accessible Employee Kiosk for daily time logging, and a robust Manager View for auditing historical attendance records and configuring organisational time rules.

2. Employee Directory

The Employee Directory acts as the central launchpad for accessing both personnel files and time tracking records .

• Search and Filtering: Quickly locate staff using the search bar by Name, ID, or Department.
• Employee Roster: Displays core identifiers including ID (e.g., EMP-19), Email, First Name, Last Name, and current Life cycle Status (e.g., On boarding).
• Actions:
  • Manage: Opens the standard Employee Profile Workspace for HR data entry.
  • Attendance: Opens the dedicated Attendance Portal for the selected employee to manage their specific time logs and shifts.
  • Add New Employee: Button located at the top right to initialise a new staff record.

3. Attendance Portal Workspace

When you click "Attendance" on an employee in the directory, you enter the Attendance Portal. The sidebar divides this workspace into two primary views:

Employee Kiosk

Designed for end-users to manage their daily shifts .

• Live Clock & Status: A prominent dashboard displays the current time and the user's immediate status (Clocked In or Clocked Out).
• Punch Controls: A dynamic button allows the user to Clock In Now (Blue) when their shift begins, and toggles to Clock Out (Red) once they are active.
• My Assigned Shift: Clearly outlines the employee's expected schedule for the day (e.g., 08:00:00 - 16:00:00).
• Shift Rules Indicators:
  • Grace Period : Specifies the allowable lateness margin (e.g., 15 mins) and the exact time the employee must arrive by to avoid lateness penalties.
  • Overtime : Indicates the threshold at which premium pay is triggered (e.g., After 1h 0m).
• Today's Attendance : A real-time summary tracking the day's First In time, Total Worked hours, accumulated Lateness, and Overtime.

Manager View

Designed for supervisors and HR administrators to audit daily attendance logs .

Attendance Grid: Displays a daily summary for all staff, calculating First Clock In, Last Clockout, Date, Attendance Status (Present/Absent), Lateness (in minutes), Overtime, and Total Minutes worked.

• Date Filters: Allows managers to isolate records using a specific date range (e.g., 07/08/2026 to 07/08/2026).
• Raw Punch Log: Selecting the checkbox next to a specific employee reveals a detailed, chronological timeline at the bottom of the screen. This log displays exact timestamps for every individual IN and OUT punch recorded during that day, ensuring complete audit transparency.

4. Settings & System Configurations

The system utilises global configuration seekers accessible via the top navigation drop downs to define organisational rules.

Shift Management (Attendance -> Shifts)

Manages the templates for different working hours across the organisation .

• Shift Definitions: Lists all active shift patterns (e.g., "Paradox Prevention Shift (Day)").
• Shift Parameters: Tracks Expected Start Time, Expected End Time, Grace Period Minutes, and Overtime Threshold Minutes.
• Management: Use the Create Shift button to add new templates or click Edit on any row to adjust existing parameters.

Absence Requests (Attendance -> Absence Requests)

Centralises time off tracking and leave management .

• Leave Records: Displays the Employee, the Reason for absence (e.g., Sick Mother), Start Date, and End Date.
• Payroll Integration: An Is Paid checkbox visually identifies whether the approved absence qualifies for standard compensation.
• Management: Use the Create button to log a new absence or click Edit to modify an existing request.

5. Common HR Workflows

How to Clock In for a Shift

1. Navigate to the Employee Directory and click Attendance next to your name.
2. In the sidebar, ensure you are on the Employee Kiosk tab.
3. Review your Assigned Shift and Grace Period parameters.
4. Click the blue Clock In Now button. The system will record your exact time and the button will turn red, changing your status to Clocked In.

How to Audit an Employee's Daily Punches

1. Access an employee's Attendance portal and select Manager View from the left sidebar.
2. Use the date filters at the top to select the specific day or week you wish to audit.
3. Locate the employee in the resulting data grid to review their aggregated totals (Lateness, Total Minutes).
4. Check the box on the far left of the employee's row.
5. Scroll down to view the Raw Punch Log to see every individual IN/OUT timestamp recorded for that time frame.

How to Configure a New Shift Pattern

1. From the top navigation menu, click Settings and select Shifts.
2. Click the Create Shift button in the top right.
3. Define the Name, Expected Start/End times, and input any Grace Period or Overtime thresholds.
4. Save the shift. It will now be available to assign to employees.

How to Log an Absence Request

1. From the top navigation menu, click Attendance and select Absence Requests.
2. Click the Create button.
3. Input the affected Employee, Reason, Start Date, and End Date.
4. Check the Is Paid box if the time off is billable/compensated.
5. Save the record to update the employee's schedule expectations.