How to Set Up Attendance Module (HR Users)

A Complete Guide for Key Users

Hello! If you are a new user of the Worksy system, you may be curious about how to set up attendance for your employees to ensure complete settings and avoid any unnecessary exception tags or inaccuracies in clock-in and out data.

Here is the guide (knowledge base) that you can follow to build complete attendance settings for your employees.

You may navigate to our Need Help? Button for the other information that is not enlisted in this guide :

1. Understand Shifts, Schedules, and Duty Rosters

Familiarize yourself with the differences between Shifts, Schedules, and Duty Rosters to determine the appropriate choice for your company's attendance setup.

Read the below article to understand more about the differences:

• The differences between Shift, Schedule, and Duty Roster
  
  

2. Create Shift Templates

Follow the instructions provided to create shift templates that define working hours and shifts for your staff.

You need to create a shift template in order to have a shift time range and set the total working hours that your staff needs to follow.

Refer to the below articles to know better how to create a shift template :

• Creating Shift Template   
• Changing Default Shift in Attendance

3. Create Work Schedule Templates

After completing shifts, proceed to create a schedule template in order to assign the shift in the schedule. You will assign the schedules with assigned shifts to your staff. 

Learn how to create schedule templates and assign shifts to employees using the provided guidelines :

• Creating a Work Schedule Template
• Changing My Staff Default Schedule

4. Assign Schedules to Employees

After completing creating a schedule it is important to assign the schedule to all of the employees to ensure proper scheduling by assigning the appropriate schedules to each employee.

You can read  the below links in order to have a guide on how to assign schedules by individual or by batch :

• Assigning Schedule by Individual
• Batch Assign Work Schedule

5. Use Duty Roster for Varied Shifts

The Duty Roster allows you to assign different shifts every week and not preset by the schedule. You can use Duty Roster if your employees have to work different shifts and are not the same. 

Discover how to utilize the Duty Roster feature when employees have different shifts on a weekly basis :

• Work Scheduling with Duty Roster

6. Configure Essential Duty Roster Settings

Customize Duty Roster settings, such as changing shift codes and assigning shifts on public holidays, to align with your specific requirements.

Below are the articles that you can study about how to settings a duty roster :

• Changing Shift Code in Duty Roster
• Assigning Shift on PH in Duty Roster
• Assigning Shift in Duty Roster

7. Manage Pre-Approved Overtime

The pre-approved overtime is to have your employee the overtime in the shift automatically without requesting any self-overtime.

Read the below articles to guide you on how you can perform this action :

• Change Shift to Pre-Approved OT
• Auto-Approve Overtime Methods

8. Batch Update Manual Clocking

Learn how to efficiently handle batch updates for manual clocking, including adding, locking, or changing day types for multiple employees simultaneously.

Follow the knowledge-based link below to understand more :

• Inserting Clocking Record by Batch 
  • In case you have a staff that unable to clock using our system you may insert the clock record by batch without inserting one by one
    
    
• Locking Attendance by Batch
  • After you have confirmed the attendance record captured accordingly you may lock the attendance in order to proceed to process payroll.
    
    
• Batch Change Day Type
  • This function here allows you to change day type by batch to your employee such as batch change day type to Public Holiday and you don't need to assign it individually 

9. Reset Attendance to Default Schedule Settings

After making changes to shift or schedule templates, follow the provided steps to reset attendance settings and ensure accurate capture of updated configurations.

Open the below link then you can understand how to run the step and apply it in the live server : 

• Resetting Attendance to Default Schedule Settings
  
  

10. Attendance Reports

Gain insights into attendance data by generating various reports, such as individual clock logs and team attendance widgets on the dashboard.

Below is the report of the attendance guide that you can follow : 

• Individual Clock Log Interactive Report
• Generating Attendance Reports
• Team Attendance Widget on the Dashboard