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Daily attendance, regularisation and the register

Every employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.

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The problem it solves

At month end HR spends days matching punches, leave and late marks in Excel before payroll can start.
An employee asks why they lost half a day, and nobody can explain which rule did it.
Attendance is quietly changed for favourites and nobody can see who changed what.
The staff bus was late and forty people are marked late, one correction at a time.

How it works

Every hour the system builds yesterday's and today's record for each employee, and again whenever a punch, leave or request arrives. It takes the day's shift, weekly off and holidays, the punches, approved leave and requests, and the attendance rule.
The result is a status, such as present, half day or weekly off, with Paid Days, Loss of Pay and the minutes. How It Was Worked Out says in words why, for example 3 late marks this month: half day deducted.
When a day is wrong, the employee sends a request from My Requests. It can be a Regularization with a reason, On Duty / On Site with the place, or Work From Home. The manager approves it and the day is worked out again.
When many people were hit by the same thing, HR uses Bulk Regularization. Choose the date, the reason, the action and the departments, tags or people.
Authorised HR can correct a day directly with In (HR), Out (HR) or Status (HR), and must give a Correction Reason. Before and after are logged, and the day is marked Corrected by HR.
The Monthly Register shows people by days with a code in each cell, and totals per status, Paid and LOP. Export saves it as CSV. Payroll reads these records.

Everything it does

The day record

Statuses with register codes: P present, A absent, HD half day, L leave, OD on duty, WH work from home. Also PR permission, H holiday, WO weekly off, - not joined or left
Paid Days (1, 0.5 or 0, or a fraction for deducted minutes) and Loss of Pay (days)
Worked, late, early, overtime and permission minutes; In (punch), Out (punch) and the number of punches
Exempt staff are present unless on leave; part-time staff are paid for the hours or days they come, without late or half-day rules
A day in a locked pay period cannot be changed

Attendance rules

Grace for Late In and Grace for Early Out: 10 minutes each to start with
Grace Uses per Month: 0 means unlimited; after the limit even small delays count
Full Day Needs 420 minutes and Half Day Needs 210 minutes to start with
Late Coming: no deduction, or deduct the late minutes. Or every N lates is a half day (3, the default), or late beyond X minutes is a half day (120)
Early Going: the same choices; late beyond 120 minutes is a half day to start with
Deductions taken from loss of pay (the default), or from a leave balance first, then loss of pay
Only One Punch: absent, half day (the default), or present and flagged
Only a day that would otherwise be full is cut, so nobody pays twice

Requests by employees

Regularization, On Duty / On Site, Work From Home, for a full day, first half, second half or hours
Permission, Overtime and Shift Swap use the same screen
Regularization reasons ready to start with are these. Company transport late (approved at once by its chain), Forgot to punch (at most 3 a month), Device not working. Also Official work outside (proof needed) and Joined before the record was created (HR only)
Per reason: Needs Proof, Max per Month, HR Corrections Only
Statuses: Draft, Waiting Approval, Approved, Rejected, Cancelled; a sent request cannot be edited, and only HR can cancel it
Nobody decides their own request

HR corrections and the audit

Only Attendance Users and Managers, for their Entities and the departments their role covers
Correction Reason is required; a note is optional
Create attendance for a day without punches, for a failed device or a late joining, recorded as created by HR
Correction History on each day: when, who, the source (HR correction, approved request, bulk regularization, created by HR), the reason, before and after
Attendance Changed by HR report: grouped by who changed it, the reason, Entity or department, or as a pivot
The payslip shows the days corrected by HR in the period

Register and lists

Monthly Register: previous and next month, filter by Entity and department, search by name or code. Late days are marked LT, and HR-corrected cells show in their own colour
Export downloads attendance-<month>.csv for a spreadsheet
Daily Attendance: filters Today, Absent, Late, Corrected by HR; group by employee, department, status or day
HR sees the Entities of their role, a manager the whole team below them, an employee only their own row

Who uses it

EmployeeSees their own days and sends regularization, on duty and work-from-home requests.

ManagerSees the team's register and approves their requests.

Attendance UserCorrects days with a reason, runs bulk regularization, decides requests.

Attendance ManagerSets the attendance rules and regularization reasons.

ManagementReviews the Attendance Changed by HR report.

Where you use it

Web: Time & Attendance > Attendance > Daily Attendance and Monthly Register
Web: Time & Attendance > Requests > My Requests, To Approve and Bulk Regularization
Web: Time & Attendance > Reporting > Attendance Changed by HR
The SmartMy HRMS app: My month with paid days, loss of pay and late days. Also My requests, Team requests and Correct a day for HR (built and in testing, not in the app stores yet)

What you control

Settings

Grace: 10 minutes in and out; Grace Uses per Month: unlimited
Full day 420 minutes, half day 210 minutes
Late Coming: every 3 lates is a half day; Early Going: beyond 120 minutes is a half day
Deduct from: loss of pay; Only One Punch: half day
Regularization reasons: five ready, each with Needs Proof, Max per Month and HR Corrections Only

Approvals

Attendance request: regularization, on duty, work from home, permission, overtime and shift swap. One chain per Entity, decided by the reporting manager or the Attendance User unless you set other levels. A regularization for Company transport late is approved at once to start with

Notifications

Attendance Request to Approve: to the approvers, in the app, by push and by email
Attendance Request Decided: to the employee, in the app, by push and by email
Approval Waiting and Approval Escalated: reminders when a request waits too long
All are transactional; a person can switch off a channel such as email, while in-app notices always arrive

Works with

SmartMy ProjectsWeekly timesheets can be checked against the day's attendance: off, warn or block.

Questions

Can an employee see why they lost half a day?

Yes. Each day has How It Was Worked Out, in plain words. It names, for example, the third late mark of the month and the half day it cost. They see it on the web and in the app.

Can HR quietly change attendance?

Only Attendance Users and Managers can change a day, and only with a reason. Every change keeps the values before and after, who made it and when, and is listed in Attendance Changed by HR.

Can late marks be taken from leave instead of salary?

Yes. Set the deduction to come from a leave balance first. When the balance runs out, the rest is loss of pay.

Can we export the month to Excel?

Yes. Export on the Monthly Register downloads the grid as a CSV file that opens in Excel.

What happens after payroll is paid?

The attendance of that pay period is locked. Days in it can no longer be corrected or worked out again.

Can an employee withdraw a request they sent by mistake?

Before sending, yes. Once sent, only HR can cancel it, so ask HR or wait for the manager to reject it.

Related features

ATTENDANCECheck-in on the web, the phone and attendance devicesStaff mark attendance in the browser from the office network, or from their own approved phone with a selfie and a location check. ZKTeco and eSSL device punches come straight to the server. All punches of a person count together for the day.SHIFTS, OFFS AND HOLIDAYSShifts, rotations and the roster plannerDefine fixed, night, split and flexible shifts and run 24-hour rotations with teams offset from each other. Plan who works what on a grid of people by days. Shift swaps need the colleague's acceptance and the manager's approval, and every change flows into that day's attendance.ATTENDANCEOvertime, comp-off and short leaveOvertime is counted from the punches by your overtime rule and either paid through payroll at your rates or turned into comp-off. Work on a weekly off or a holiday earns comp-off by claim. Short permissions of an hour or two stay within your monthly limits.LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.PAYROLLPayroll runs, approval and lockRun payroll per Entity and pay period straight from the attendance record, with joiners, leavers and mid-month revisions worked out. Approvers review it on one screen, salaries can be held and released, and a paid payroll is locked and reopened only with a reason.VIEWS AND REPORTSHR reports and the custom report builderHeadcount, attrition, salary cost, leave liability and more than 20 payroll and statutory reports, most of them on screen, in Excel and as PDF. In Scale, HR builds its own reports without code and shares them; each person sees only what their access allows.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.

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