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Attendance Logs
If an employee has already been assigned to their schedule and shift before they punched in for the day, then the record of their punches will appear in Attendance Logs. Additionally, if the unprocessed punches have been "Fixed", then those punches will also now appear in the Attendance Logs.
The review of the Attendance Logs is the second step in the Daily Timekeeper process and is critical, as it allows the Timekeeper to spot any anomalies with the punches and associated times that have been assigned to the employee. At this stage the Timekeeper has the opportunity to edit attendance log attributes including which times are flagged as Punch Valid = Yes/ No/ Unknown, as only the ones flagged as "Yes"are the ones which are posted to the employee timesheet for payment and punctuality records.
N.B.Please pay special attention to the records that have been flagged in pink (if any) as the application is signaling that those records require specific attention e.g. when an employee has switched his/her shift and the change has not been reflected in the Schedule Individual Employees screen
Review Current Attendance Log
How to Review the Attendance Logs?
- In the Search Bar, select your Company, Schedule and date(s) of the attendance logs that are being reviewed. Ideally, this should be reviewed and filtered to show a single day's punches at a time, so that all employee records for that day can be viewed in sequence, by employee. If any employee worked on a shift that overlapped from one day to the next, then in that instance, those 2 days should be selected for review.
- Click "Search".
- Next, Click on the Header titled Attendance Time and then Badge Number ( in that order) to sort the data by employee and punch time.
- Next, the Timekeeper should review the Attendance Logs as follows:
- Check attendance logs and edit (i.e. Adjust ‘Punch Belong' , 'Punch Type’, ‘Punch Valid’ and 'Belong To') if necessary. i.e. if there are several “in” or “out” punches for a particular employee and the punch the system deemed as valid is not the one you wish to base the employee’s time on, simply select the punch which you acknowledge as valid or correct as “yes” under the Punch Valid field and the incorrect or invalid punch as “no”.
- Similarly, the Punch Type field can be adjusted to reflect “in” or “out”. Please pay special attention to the records that have been flagged in pink (if any) as the application is signaling that those records require specific attention e.g. when an employee has switched his/her shift and the change has not been reflected in the Schedule Individual Employees screen or if an employee works the overnight shift.
- If you have made edits to the Attendance Log, click on the Submit button to save the records.
Once the records in the Attendance Logs have been posted to the Timesheets (which is the next step in the timekeeping process), then the records are no longer available in the Current view but in the Archived view.
Log ID: Each record in the attendance log screen generates a unique Log ID to identify the record.
Device Name: The name of the device that the employee punches are on is recorded here for reference.
Shift: The shift description/name that the employee was placed on and that the punch is linked to appears here as part of the attendance record.
Schedule: The name of the Schedule that the employee was assigned to for the day that they punched in, is recorded here for reference.
Clock ID: The Employee's unique Clock ID to which they are mapped appears here as part of the attendance record.
Badge Number: The Employee's badge number linked to their profile appears here as part of the attendance record.
First Name: The Employee's First Name appears here as part of the attendance record.
Last Name: The Employee's Last Name appears here as part of the attendance record.
Attendance Time: The actual date and time that the employee punched in is recorded here. This cannot be edited.
Punch Belong: The date to which the punch belongs is recorded here. In most instances, this date is the same as that shown in the Attendance Time, but there are scenarios where the Punch Belong date may be different. E.g. If an employee is assigned on an overnight shift, they may punch out at 2:00 am on the 3rd March, 2023 but their punch actually belongs to the 2nd March, 2023 as that is day on which the shift started.
Note that this field may be edited to change the date, in the event that there is an error.
Punch Time: This is actual attendance time captured on the device for that specific punch recorded for the employee. This cannot be edited.
Punch Type: Punches can be assigned as one of four(4) options on HRplus. The four punch types are:
- IN
- OUT
- In From Lunch
- Out To Lunch
The Punch Type that is assigned to the punch automatically by HRplus, is based on several factors considered together. This includes:
- If it was the employee's first or last punch for the day.
- If the shift was setup for the employee's to punch for lunch, then punches will be assigned in the sequence expected i.e. IN, Out to Lunch, In From Lunch, OUT.
- If the app. was expecting 4 punches based on the shift setup, but the employee did not punch the number of expected times.
- If the employee punched in multiple times within the time limit as setup in the Punch Parameters, then only one of those punches can be deemed as the valid punch.
N.B. The Punch Type can be edited by the timekeeper, in the event that the app. has assigned the incorrect Punch Type.
Punch Valid: The Punch Validity is closely linked to the Punch Type. Punches can be assigned one of three(3) validity statuses on HRplus. The three valid statuses are:
- Yes
- No
- Unknown
The Punch Valid status which is assigned to the punch automatically by HRplus, is based on several factors considered together. This includes:
- If the punch is assigned as an IN Punch Type and it was the employee's first punch for the day, then the validity will be assigned as YES.
- If there were multiple punches for any one Punch Type whether it is IN/Out to Lunch/In From Lunch/OUT, within the time limit as setup in the Punch Parameters, and this was the app. can only assign one as Valid = Yes. The others will either be Valid = No or Unknown.
N.B. Only the Punches flagged as "Valid = Yes" are posted to the timesheets.
Belong To: Employee Punches can link to either a Normal shift in which case the "Belong To" status will be flagged as "N" OR the punch can be linked to a Second/Split shift, in which case the "Belong To"status will be flagged as "S".
- Check attendance logs and edit (i.e. Adjust ‘Punch Type’ and ‘Punch Valid’) if necessary. i.e. if there are several “in” or “out” punches for a particular employee and the punch the system deemed as valid is not the one you wish to base the employee’s time on, simply select the punch which you acknowledge as valid
- or correct as “yes” under the Punch Valid field and the incorrect or invalid punch as “no”. Similarly, the
- Punch Type field can be adjusted to reflect “in” or “out”. Please pay special attention to the records that
- have been flagged in pink (if any) as the application is signaling that those records require specific
- attention e.g. when an employee has switched his/her shift and the change has not been reflected in the
- Schedule Individual Employees screen or if an employee works the overnight shift.
- If you have made edits to the Attendance Log, click on the Submit button to save the records.
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