Table of Contents
What is Daily Attendance for Non-Scheduler Employees?
Daily Attendance calculates attendance on a daily basis for employees that do not need to be included in the Scheduler. The calculation takes into consideration leave, excess, rewards, and penalties. It also allows the user to compare projected daily attendance with actual daily attendance for such employees.
Please note that night shifts are not supported for non-scheduler employees in Daily Attendance.
Employee Configuration
Before creating a Daily Attendance Profile we must first ensure that the employees to be assigned to it are configured correctly. This ensures that their Daily Attendance Exceptions calculations will be based on their Work Schedule Profile, which is found in the 'Work schedule' field under Employment Details as highlighted below.
To assign the correct configuration for Daily Attendance:
Go to HR > Employees.
Select the employee to be configured and click the form view.
Scroll down to the Attendance Details section.
Set Daily Attendance Type to either Work Schedule Profile.
Click Save.
📋 Note
The Daily Attendance Type can also be modified directly from Daily Attendance Profiles > select profile > select View Users icon > change the value in the Daily Att. Type dropdown. Once done, the value in the employee profile will be automatically updated as well.
Daily Attendance Profiles
You can find the icon for this feature via Attendance > Setup.
When accessing this page to set up Daily Attendance Profiles for the first time, you will see this message:
If you are not ready to create your first Daily Attendance Profile, select 'I'll do this later', which will close the popup and take you back to Indigo. If you are ready to go ahead, click 'Start'.
Profile Setup
The first step in setting up a Daily Attendance Profile is to fill in the basic details.
Code: enter an identifying code here. This will help you identify it at a glance when the description is not present. The code cannot be changed once the profile is created.
Description: enter a basic description here. This will serve as the profile's name.
Negative Tolerance: this setting allows an employee to work a certain amount of time (hours or minutes) below the assigned Work Schedule Profile's hours.
Positive Tolerance: this tolerance allows the employee to work a certain amount of time (hours or minutes) over the assigned Work Schedule Profile's hours.
Example: Let's say that an employee works eight hours a day and can take a 30-minute break, according to their Work Schedule Profile. The Positive Tolerance is set to 15 minutes.
Case 1: The employee clocks in at 7 am and clocks out at 3:45 pm (8 hours worked + 30-minute break + 15-minute positive tolerance). The system won't compute any excess time, and no potential rewards will be allocated since the clocking times respect the 15-minute tolerance.
Case 2: The employee clocks in at 7 am and clocks out at 3:46 pm (8 hours worked + 30-minute break + 15-minute positive tolerance + 1 extra minute worked). The system will compute 16 minutes of excess time, merging the positive tolerance and the extra minutes. Any rewards set up for excess time will be calculated accordingly.
Earliest Clocking In: the earliest clocking in time employees are allowed. Any clocking before this time will not be included in the daily attendance exception, as it is technically unauthorised excess. This explanation is available by clicking on the tooltip.
Latest Clocking Out: the latest clocking out time employees are allowed. Any clocking out after this time will not be included in the daily attendance exception, as it is technically unauthorised excess. This explanation is available by clicking on the tooltip.
🧠 Pro-tip
Leave the Latest Clocking Out field empty if you allow your employees to work overtime. If you set a specific time in this field, the system will correct all clock-out times to the set time, preventing any excess time calculation and thus not triggering any potential overtime rewards.
Max. Shift Hours: the maximum shift hours the employee can work. Any attendance above this amount will be treated as excess in the daily attendance exception. This explanation is available by clicking on the tooltip.
Switches
Deduct break from unscheduled attendance does exactly what it states.
Apply to work schedule profile employees -
Apply to scheduled employees - It should be activated when you want the system to consider only the earliest and latest clockings in the attendance exceptions calculations.
Once you have configured the settings to your requirements, click Save. This will take you to the list of Daily Attendance Profiles, where your newly created profile will be listed in the grid.
Grid Options
Refresh: refreshes the grid.
Filter: opens filters in each column.
Search: searches all entries in the grid for key words.
New Profile: use it to create a new attendance profile.
Settings: it shows the list of columns available in the grid. Scroll up to revise the Code, Description, Negative and Positive Tolerance, Maximum Shift Hours, Earliest Clocking In and Latest Clocking Out details. As for the remaining columns:
First and Last Clocking Only WSP: it shows whether the Apply to work schedule profile employees switch is toggled on or off.
First and Last Clocking Only Sch.: it shows whether the Apply to scheduled employees switch is toggled on or off.
Deduct break from unscheduled attendance: it shows whether the switch is toggled on or off.
Created On: date the profile was created.
Created By: which user created the profile.
Modified On: date the profile was last modified.
Modified By: which user last modified the profile.
Profile Entry Actions
At the far right of each profile entry are some actions that allow you to use the profile in different ways.
View Breaks
This icon loads the Daily Attendance Profiles Breaks grid, which lists all the breaks assigned to a particular profile.Creating a break
To create a new break click on ➕ New Break at the top right of the screen.
This opens the below popup, allowing you to specify the break amount the employee is entitled to based on the range of hours you set. The break amount is triggered if the number of hours worked falls within the specified range. You can also specify the break amount applicable to overtime requests.
Edit Profile
Click here to amend a profile's settings. Every field can be edited except for the code.
View Users
This icon opens the modal where you can manage (view or change) the employees assignment to the profile. You can toggle the view to Show active employees only, and you can Search and Filter the grid as needed.
Use the Daily Att. Type dropdown to decide whether the employee's attendance hours have to be considered against the Scheduler or the Work Schedule Profile. You can also select None to exclude the employee from Daily Attendance and consider either the Target Attendance Profile (if set up) or the raw clockings.
The Set selected as button at the bottom right allows you to bulk assign a Daily Att. Type value to the employees ticked in the grid.
Delete Profile
This icon deletes the profile completely. Deleting a Daily Attendance Profile will automatically free up those employees that were assigned to it, making them available to be assigned to another profile. Clicking the Delete icon brings up the below message.