Time checked against attendance
With SmartMy HRMS, each submitted week is compared day by day with the person's attendance. It finds more hours than they worked, time on a day of leave or a holiday, or time on a day with no attendance. You choose to warn the approver or to block the week until it matches.
PLANSEvery planWith SmartMy HRMS
Why it matters
Hours on a timesheet become the client's invoice and the project's cost. Say someone logs nine hours on a day the attendance shows four, or on a day of leave. You then bill and cost work that did not happen. Project tools cannot see the attendance, and HR tools rarely look at project time. Because SmartMy Projects and SmartMy HRMS share one database, the week is checked against the real attendance before the approver sees it.
The problem it solves
- Someone logs eight hours on a day the biometric shows they left at lunch.
- Time is logged on a day of approved leave or a public holiday, and nobody notices.
- The approver cannot see attendance when approving the week, so hours are approved on trust.
- Payroll and project costs disagree, and the gap is found at the year-end audit.
How it works
- Your administrator opens Settings > Timesheets > Attendance and chooses Off, Warn or Block, with a tolerance in minutes (30 to start with).
- Your team keeps time as usual, with the timer, the weekly grid or the list. Attendance comes from SmartMy HRMS: punches from devices or the app, and HR corrections.
- When a person submits the week, every day with time is compared with that day's attendance.
- With Warn, the week is submitted and shows Does not match the attendance with the days found. For example: Tue 20 Oct: 9.00 h logged, 4.00 h worked.
- The approver reads the days that do not match and approves, or sends the week back with a reason.
- With Block, the week cannot be submitted until every day matches. The person corrects the time, or HR corrects the attendance, and submits again.
Everything it does
What is checked, day by day
- More time than worked: the day's time is above the worked time plus the tolerance
- Time on a day marked Absent, Leave, Holiday, Weekly Off or Not Joined / Left
- Time on a day with no attendance record
- Days with no time are not checked
- Worked time is the attendance result after HR corrections; the raw punches are never changed
Off, Warn or Block
- Off: no check
- Warn (the default): the week is submitted; the sheet lists the days that do not match and the approver decides
- Block: the week cannot be submitted until every day matches; the message lists the days
- Tolerance: 30 minutes to start with, so a few minutes over the worked time do not count
What the approver sees
- A warning band on the weekly sheet: Does not match the attendance, with each day and why
- The same lines in the sheet's Checks, with a short week if there is one
- A Matches Attendance column in Weekly Timesheets and Timesheets to Approve
- The result is kept with the week and checked again when it is submitted again
People and entities
- A user is matched to their employee record in the same entity
- No employee record: the week says attendance was not checked; with Block, that person cannot submit until HR links them
- Each entity chooses its own rule and tolerance
Cost per hour from the salary
- With SmartMy HRMS payroll, each entry's cost per hour is the salary in force on its date. That is annual CTC divided by 12, or the monthly gross
- Divided by Hours a Month for Cost, 176 to start with (22 days of 8 hours)
- With no salary, the cost per hour typed on the user is used
- Costs are shown to managers only
Who uses it
Team memberSubmits the week and corrects the days that do not match.
Project managerSees the days that do not match when approving, and decides.
HRCorrects attendance where the punches were wrong, so the week can match.
Projects AdministratorChooses Off, Warn or Block and the tolerance for the entity.
Where you use it
- Web: Settings > Timesheets > Attendance; the weekly sheet and Projects > Time > Weekly Timesheets and Timesheets to Approve
- The SmartMy Projects app and the SmartMy HRMS employee app: submitting runs the same check. The Projects app is built and in testing, not in the app stores yet
- Attendance itself is kept in SmartMy HRMS
What you control
Settings
- Check time against attendance: Off, Warn or Block; Warn to start with
- Tolerance (minutes): 30
- Hours a month for cost: 176 (with HRMS payroll)
Approvals
- No chain of its own: the days found go with the week through the Weekly Timesheet chain
Notifications
- No separate notice: the person sees the days at once when submitting, and the approver sees them on the week
- Timesheet Sent Back: to the person, with the reason, in the app and by email
Works with
SmartMy HRMSNeeded for this feature: daily attendance from punches, leave, holidays and week-offs, and the salary for the cost per hour. It switches on by itself when both products are on the same system.
Questions
Do we need SmartMy HRMS for this?
Yes. The check reads the daily attendance kept in SmartMy HRMS. Without it, weeks are checked only for being short.Does it stop people logging time while they type?
No. The check runs when the week is submitted. People can keep time freely during the week and see the days that do not match when they submit.What about work from home or on-duty days?
They count as worked days, and the time is compared with the worked time recorded for that day. If HR records the hours for those days, the week matches.Our biometric missed a punch. Will the week be blocked?
With Block, yes, until it matches. HR corrects the attendance in SmartMy HRMS, then the person submits again. With Warn, the approver sees the day and decides.Can we allow a little extra time?
Yes. The tolerance is 30 minutes to start with, and you can change it per entity.Which plan has it?
Every plan of SmartMy Projects, when SmartMy HRMS attendance runs on the same system.Related features
TIMEWeekly timesheets with approvalEach person's time for the week sits on one sheet, sent on Friday. The project manager or your approval chain approves it as a whole. Approved hours become the project's cost and what you bill.TIMETime entries with a timer and a weekly gridYour team keeps time on projects and tasks in the way that suits the work. Use a timer on the task, a weekly grid of projects and days, or a line in the list. Each entry is billable or not and lands on that person's weekly timesheet by itself.TIMEMissing-time reminders and Time AnalysisEvery week, people whose last week is short or not submitted are reminded in the app and by email. Time Analysis shows managers the hours by project, person, task, week, billable and status.ACROSS SMARTMY PROJECTSApproval chainsTimesheets, billing runs, expenses, budgets, stage overrides and subcontract work go to the right people in the right order, set up by you without code. Every decision is kept with who made it, when and why.MONEYProfitability per projectOne row per project with revenue, cost, margin and budget used, read from the project's budget ledger. Time is costed at each person's cost per hour, and filters show the projects losing money or over budget.PEOPLECapacity, allocations and utilisationSee each person's hours for every week, what is promised to projects and what is free. With SmartMy HRMS, leave and holidays are taken out. Utilisation and billable percentage come from the hours people actually log.
See your next project on it.
Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.