Manage attendance data

This document shows you how to manage attendance data recorded from attendance devices and manage valid attendance data in with iSuite Attendance software.

 Requirements

This tutorial requires the installation of the following applications/modules:

• Attendances

• Employees

Manage the employee Working Hours and Timezone

Attendance data will be calculated based on the Working Hours and the Timezone applicable to the employee. So first, you need to make sure the following information:

• Setting up a Working Hours and Timezone for employees in accordance with reality in Work information

  
  

  tab  on Employee information form.

• Employees use the timezone set up above to check in/check out.

Follow and manage attendance data recorded from attendance device

If your company has the integrated biometric attendance devices and you are authorized as Administrator on the module Attendance, you can view and manage the attendance data recorded by the attendance devices.

You access to the module Attendances > Attendance Machines > Attendance Data. Attendance data of employees will be recorded here.

• Timestamp: date and time of employee’s attendance.

• Machine User: the user account, set up on the attendance devices.

• Machine Attendance State: code number shows the activity of Check-in or Check-out, Overtime or Normal Attendance on the employee’s attendance device. This code number is set based on Attendance Devices > Attendance Status.

• Software Attendance State: the attendance status on the software, interpreted from the attendance status above. This field is to match the attendance status on the attendance device with the attendance status on the software. For example with attendance Status is 0, the software will automatically fill in as [Normal Attendance] Check In.

• Employee: the name of employees on the software corresponding to the device user.

• HR Attendance: employee’s attendance data on the software after being matched with the attendance data on the attendance device.

• Attendance Machine: employee on any attendance device.

Follow and manage valid attendance data

Valid attendance data is data which is automatically calculated by the software to produce valid results, based on the above attendance data on the attendance device. For example: an employee can clock in multiple times, the software automatically records the first check-in and check-out. Then based on the working hours set up for the employee, the software calculates the number of Late Coming Hours, Early Leave Hours, Valid Attendance Hours,… This data will be used for HR management, payroll for employees.

Users with the authorized Attendance group of Administrators and over can view, create and edit valid attendance data. You access the module Attendances > Attendances.

Information on data columns:

• Employee: This record belongs to which employee.

• Check In, Check Out: valid date and time employee check in, check out.

• Late Coming Hours: the number of hours employees check in later compared to regulations. Late Coming Hours = Actual Check In - Working Hours set up on Schedule (the “Work from” field on Working Hours).

• Early Leave Hours: the number of hours employees leave earlier than compared to regulations. Early Leave Hours = Working Hours set up on Schedule (the “Work to” field on Working Hours) - Actual Check Out.

• Attendance Activity: select the attendance activity type from the list of configured attendance activity based on your company’s criteria.

• Valid Attendance Hours: the actual number of hours the employee is present that matches with Working Hours. If an employee checks in/check out later/earlier than Working Hours, the system will not be counted here. Valid Attendance Hours = Check Out set up on Working Hours - Check In set up on Working Hours - Late Coming Hours - Early Leave Hours.

• Work Hours: actual working hours of employees. Work Hours = Check out - Check in.

 See also

Related article

• Attendance Analysis Reports

Optional module

• Biometric Attendance Device

• Payroll Attendance

Link Attendance device users with employees in iSuite system

When using iSuite Attendance app, you can create and map attendance device users with employees in the iSuite instance to manage the check-in/check-out process and attendance data..

 Requirements

This tutorial requires the installation of the following applications/modules:

• Attendances

Upload the employee list to the attendance device

First, enter the Employee app and change to the List view.

If the employee number exceeds 80, you need to adjust the displayed number to the max employee number. Then select the top box to select the whole list.

Press Action > Upload to Attendance Machine.

Select the Devices you want to upload the employee list to, carefully check the list before upload, then press Upload Employee.

Register recognition for employees

After uploading the employee list, users will be auto-created on the attendance device based on the employee list you uploaded. Now, you can access Users > User list on the attendance device and then registing recognition for the employees using fingerprint, facial recognition, cards, etc. depending on the device that you are using.

 Tip

• If your company has many employees with the same name (e.g. you have 2 employees named Alex Wich), you should separate the process for these employees as the following steps:

  • Upload the first Alex Wich to the attendance device (recognize him using the information on the employee profile, e.g. department, date of birth, etc.).

  • Registering recognition for him (fingerprint, facial, card, etc.). After successfully registering, the Employee list will display Alex Wich with the fingerprint icon next to his name.

  • Repeat the steps for the remaining Alex Wich. On the registering recognition step, select the employee that doesn’t have the fingerprint icon next to him.

  • When this user check-in or check-out, the software will recognize the right employee.

Link the attendance device users with the employee in the iSuite system

To use the check-in/check-out feature as well as manage the employee’s attendance data, you need to make sure that the attendance device is mapped with the employees in the iSuite system.

It might occur a situation where the employee number doesn’t match the attendance device user number. This issue will occur when:

1. The employee hasn’t been registering on the attendance device. In this case, you need to find the corresponding employee profile, upload the employee to the attendance device, and then register recognition for this user.

1. The employee is already registered for recognition but the system hasn’t mapped the data yet: the user name on the device isn’t mapped to the employee’s name, the employee has been created on the device but hasn’t been mapped, etc. Follow the steps below to map the user of the attendance device with the employee on the iSuite system:

• Navigate to Attendances > Attendance Machines > Machines Manager, select the device you want to check and then select the Unmapped Employees tab.

  

• Choose Action > Map Employees and the system will map the device users and the system’s employees that have the same name together (regardless of uppercase/lowercase).

  

• Check the result by viewing the unmapped employees on the Unmapped Employee tab:

  • If this list is empty: all the employee has been mapped.

  • If it is not empty: you need to change the attendance user’s name with the steps below.

Manage unmapped employees

Enter the attendance device, on the User list, find the user you need, and then fix his/her name so that it matches his/her name on the iSuite system.

On the iSuite system, navigate to Attendances > Attendance Machines > Machines Manager, select the device, and choose Action > Map Employees.

 See also

Related article

• Attendance Analysis Reports

Optional module

• Biometric Attendance Device

• Payroll Attendance

Manage attendance data

This document shows you how to manage attendance data recorded from attendance devices and manage valid attendance data in with iSuite Attendance software.

 Requirements

This tutorial requires the installation of the following applications/modules:

• Attendances

• Employees

Manage the employee Working Hours and Timezone

Attendance data will be calculated based on the Working Hours and the Timezone applicable to the employee. So first, you need to make sure the following information:

• Setting up a Working Hours and Timezone for employees in accordance with reality in Work information tab on Employee information form.

• Employees use the timezone set up above to check in/check out.

Follow and manage attendance data recorded from attendance device

If your company has the integrated biometric attendance devices and you are authorized as Administrator on the module Attendance, you can view and manage the attendance data recorded by the attendance devices.

You access to the module Attendances > Attendance Machines > Attendance Data. Attendance data of employees will be recorded here.

• Timestamp: date and time of employee’s attendance.

• Machine User: the user account, set up on the attendance devices.

• Machine Attendance State: code number shows the activity of Check-in or Check-out, Overtime or Normal Attendance on the employee’s attendance device. This code number is set based on Attendance Devices > Attendance Status.

• Software Attendance State: the attendance status on the software, interpreted from the attendance status above. This field is to match the attendance status on the attendance device with the attendance status on the software. For example with attendance Status is 0, the software will automatically fill in as [Normal Attendance] Check In.

• Employee: the name of employees on the software corresponding to the device user.

• HR Attendance: employee’s attendance data on the software after being matched with the attendance data on the attendance device.

• Attendance Machine: employee on any attendance device.

Follow and manage valid attendance data

Valid attendance data is data which is automatically calculated by the software to produce valid results, based on the above attendance data on the attendance device. For example: an employee can clock in multiple times, the software automatically records the first check-in and check-out. Then based on the working hours set up for the employee, the software calculates the number of Late Coming Hours, Early Leave Hours, Valid Attendance Hours,… This data will be used for HR management, payroll for employees.

Users with the authorized Attendance group of Administrators and over can view, create and edit valid attendance data. You access the module Attendances > Attendances.

Information on data columns:

• Employee: This record belongs to which employee.

• Check In, Check Out: valid date and time employee check in, check out.

• Late Coming Hours: the number of hours employees check in later compared to regulations. Late Coming Hours = Actual Check In - Working Hours set up on Schedule (the “Work from” field on Working Hours).

• Early Leave Hours: the number of hours employees leave earlier than compared to regulations. Early Leave Hours = Working Hours set up on Schedule (the “Work to” field on Working Hours) - Actual Check Out.

• Attendance Activity: select the attendance activity type from the list of configured attendance activity based on your company’s criteria.

• Valid Attendance Hours: the actual number of hours the employee is present that matches with Working Hours. If an employee checks in/check out later/earlier than Working Hours, the system will not be counted here. Valid Attendance Hours = Check Out set up on Working Hours - Check In set up on Working Hours - Late Coming Hours - Early Leave Hours.

• Work Hours: actual working hours of employees. Work Hours = Check out - Check in.

 See also

Related article

• Attendance Analysis Reports

Optional module

• Biometric Attendance Device

• Payroll Attendance

Attendance Analysis Reports

 Requirements

This tutorial requires the installation of the following applications/modules:

• Attendances

To view the Attendance Reports on odoo software, navigate to the Attendances app > Reporting.

View the Chart report

When you enter the reporting view, by default, the system will view the Chart report. The default report will be a monthly bar chart report with Hours Worked for the vertical axis and quantity of Check In for the horizontal axis.

To change the criteria for the vertical axis, select another value on the Measures.

To change the criteria on the horizontal axis, you can use the filter and group tools. When there are multiple criteria on the horizontal axis, the system will show a Stacked report, making it a lot easier to understand.

Besides the Bar chart, you can also view the same report using the Line chart and Pie chart.

Use the Measures and filter, group tools to view the report for the needed criteria.

Using the Bar chart and Line chart, you can select Descending/Ascending to view the report, making it more convenient for you when giving quotations.

View the Pivot report

To view the Pivot report, select the Pivot icon.

You can use the filter, group tools to view the needed reports.

Select the suggested value on the Measures to view on the report. You can select multiple values.

If the values on the Measure aren’t detailed enough, you can press the “-”/”+” icon on the criteria.