Attendance Manager

Attendance Manager

 

Attendance Module Manual

 

Search Menu

The Search Bar is a user-friendly navigation tool designed to enhance speed and efficiency when working within the Payroll module of the ERP system.

 

Where to find it:

●    
On the left sidebar (where menu options like Global Masters,  Master Setting, Attendance, etc. are listed),

●    
Just above the menu items, there's a "Search Menu" bar with a placeholder text saying:

🎯 Purpose : This helps you navigate faster without scrolling through the full menu.

βœ… Use Case:  Quickly find specific options or sub-modules within Attendance.
                           

 

Global Masters

1. Define Holiday

🎯 Purpose :
  In this tab user can define Holidays name like Holi, Diwali , Mahavir Jayanti etc 

 Navigate to: Attendance Module β†’ Global Masters β†’ Define Holiday

 Field Description:
1. Holiday Name 2. Department 3.From Date- To Date

 Use Case :
 This will show on the attendance report ( Daily & monthly)  and will impact attendance report of staffs.

 

 

2. Define Leave

🎯 Purpose :
This section is used to define the various types of leave that employees can avail of or that apply within the organization.

 

πŸ“ Navigate to: Attendance Module β†’ Global Masters β†’ Define Leave

 
          

Field Description:

 i)
Select Leave Type : Select the leave type in which you want to assign your leave. We have already calculate the settings in backend for these leaves.

 ii) Enter Leave Name : Enter the name of the leave which you want to assign.

iii) Enter Leave Abbreviation: We will enter the short name for the leave.

iv) Max Limit for the Leave : We will define the max limit of the leaves in this section.

v) Limit of Max Leave at the end of Service : Here we will define the max days of leave in the end of the service.

vi) Pay Deduction Per Leave : Deduction of payment per leave can be defined here, If any.

vii) Max Leave Acceptance in a Month : We can define that how many leaves can be accepted in continuation.

viii) Max acceptance in Continuation : We can define that how many leaves can be accepted in continuation.

ix) Not Acceptable if less than:

x) No of Late Days counted for 1 LWP : Here we can define that how many days will be counted as 1 LWP.

xi) Leave Carry Forward : We can define here that is this leave carry forward or
not?

 

 

 

 

βœ… Use Case: It allows for the configuration of rules such as leave deductions, maximum limits, accrual settings, and other related policies. Includes rules on how leave is accrued, carried forward,
.

Examples of leave types include:

●    
Casual Leave

●    
Earned Leave

●    
Leave Without Pay (LWP)

3. Define Shift Master

 

🎯 Purpose :
This section is used to
define the diffrernt types of shifts that will be assigned to the different staff.

 

Shift means - In and Out time for staff, late in allowed (if any) and Additional settings.

πŸ“ Navigate to: Attendance Module β†’ Global Masters β†’ Define Shift Master

 Field Description : i)
Enter Shift Name ii) Select Shift Start Time iii)Shift End Time

iv) Late in Allowed Minute

 

βœ… Use Case :
 

  1. This will show on the attendance report and will impact attendance report of staffs.
  2. We can relate this shift to staff/ Department. ( Attendance>> Staff Shift Relation)

 

 

 

 

 

 

4. Attendance Setting

 

🎯 Purpose:
In this section  users can set the permission for send SMS, Send SMS timings, In/Out Missing Attendance SMS timings.

πŸ“ Navigate to: Attendance Module β†’ Global Masters β†’ Attendance Setting

 Field Description:

βœ… Use Case :

 

 

 

5. Report Setting

🎯 Purpose :
In this section  we can set the format for the reports.

πŸ“ Navigate to: Attendance Module β†’ Global Masters β†’ Report Setting

 Field Description :
In this section  we can set the format for the reports.

Note: Please select the format 1 for all the Report.

 

 

6. LWP Setting

🎯 Purpose :
In this section
 we will assign the Leave without Pay to individual or multiples employees for salary generation purpose.

πŸ“ Navigate to: Attendance Module β†’ Global Masters β†’ LWP Setting

βœ… Use Case : If we want to do any setting with Late comers, We can do the defining here.

 

 

 

7. Session Transfer

 

 

 

Master Settings

 

1. Change Academic Year

🎯 Purpose : This section allows users to switch between different academic years and financial years within the ERP system to access πŸ“ Navigate to: Attendance Module β†’ Master Settingsβ†’ Change Academic Year

βœ… Use Case :
After Academic Year change you can review data from previous or upcoming sessions.

 

 

 

 

 

 

Attendance:

1. Assign Leave To Staff

🎯 Purpose : In assign leave to staff user can assign multiple leave to employee, includes Casual leave, earned leave, Medical leave and so on.

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Assign Leave to Staff

 Field Description :

 

1.Select School Name and Employee type

We will select the school name and employee type for which we want to assign leaves.

 

2.Select Leave Type

 

Select the leave type which we want to assign to employees.

 

3.Select Employee Name and fill the leaves

 

βœ… Use Case:  1.
After Assign the Leave to Staff , it will be shown on Attendance module as well as on e-care ( Staff Login > Menu > My info > My Leave )

 

 

 

 

 

 

  1. Select school name
  2. Select employee type
  3. Select department
  4. Select leave
  5. Select the particular staff member
  6. Assign Leave and save.

 

2. Mark Attendance

 

In this tab, users can view the connection status of the biometric device.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Mark Attendance

 

Note: Not in use in live  schools.

 

 

3. Assign Leave To Staff MonthWise

 

🎯 Purpose :
In assign leave to staff monthwise user can assign multiple leave to employee month wise, includes Casual leave, earned leave, Medical leave and so on.

 

 

 

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Assign Leave to Staff MonthWise

 

 
           Field Description:

         1.Select school name

         2.Select employee type

         3.Select department

         4.Select leave

         5.Select moth

         6.Select the particular staff member

         7.Assign Leave and save.

 

Except Select Month Tab, all tabs are similar to
 Assign Leave To Staff.

In Select Month,
you can assign the leave according to Month wise.

βœ… Use Case: After Assign the Leave to Staff , it will be shown on Attendance module.

 

4. Staff Shift Relation

 

🎯 Purpose :
In staff shift relation we relate the shifts to staff.

Only one shift will be assign to indivisual staff.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Staff Shift Relation

 

 Field Description :

     1.
Select staff :

  1. Select Shift name
  2. Select effective from
  3. Assign

βœ… Use Case :
At the time of biometric attendance integration, when staff attendance data is not coming on attendance module then we should check whether staff shift relation is assigned or not.

It should also be checked whether the machine number is given to the employees or not.

 

 

Note: Only one shift will be Assign to individual staff.

 

 

 

 

5. Process Attendance for Payroll

 

🎯 Purpose : T
his module will process attendance for the whole month.

 It will process the present, absent and leaves of the employees according to the settings made in accordance with integration with Bio-Metric connected.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Process Attendance for Payroll

 

 Field Description :

βœ… Use Case:
This is help for salary generation , when you select month > View >   select staff & save it .

These all data will move to payroll Module for salary generation.

 

 

 

 

 

 

 

6. Mark Manual Attendance

 

🎯 Purpose :
This section allows for the manual recording of an employee's attendance.

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Mark Manual Attendance

Field Description:

  1. Select Employee Type
  2. Select Employee Name
  3. Select Date
  4. Select time
  5. Click on Mark Button

 

 

 

           

βœ… Use Case:
If a staff member is off-campus for official duties and unable to mark their attendance, the HR department can record it manually using this option, provided they follow the established protocol of the respective school or organization.

 

 

 

 

 

 

7. Upload Attendance

 

🎯 Purpose :
This section is used to upload the attendance file retrieved from biometric machines.

 

 Field Description :

 

1.   
Select format : Format 2

2.   
Click on Select file : Select .dat file( log file)

3.   
Click on update button

4.   
 After that choose  A2 , A0 , A1

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Upload Attendance

βœ… Use Case :  In cases where the machine is not integrated with the Attendance Manager due to compatibility issues.

 

 

 

 

 

8. Process Leave Application

 

🎯 Purpose :
This section is used to process leave applications submitted by employees, including full-day, short-duration, or half-day leave requests.

 

Field Description :

  1. Select School name
  2. Select Emp Type
  3. Select Department
  4. Select Month & Year
  5. Select Leave type
  6. Click on view button.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Process Leave Application

 

 

Select leave type to full, half & short.

 

 

 

9. Mark Manual Attendance In Bulk

 

🎯 Purpose :
This section allows for the manual recording of an employee's attendance.

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Mark Manual Attendance in Bulk

 

 Field Description :
Staff Type , Date , Time

βœ… Use Case :
This tab is used to mark manual attendance in bulk for all employees.

 

 

 

 
10. Process Leave

 

🎯 Purpose:
 In this tab users can mark leave manually according to Leave Type.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’Process Leave

 

            Field Description : Select School & Select Date , click on view.

βœ… Use Case : users can mark leave manually according to Leave Type.

 

 

11. Reprocess Attendance

 

 

🎯 Purpose : This section is used to process attendance from bio-metric machine for particular date range.

 

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Reprocess Attendance

 

            Field Description :

1.   
Select from date

2.   
Select To date

3.   
Click on the process button.

 

βœ… Use Case: After Biometric integration, if machine is online and you run the commands(Op Stamp and Transtamp) then when you check attendance on ERP, if attendance is not coming then you Reprocess the attendance on particular date.

 

 

12. Leave Acceptance Employee Wise

 

 

🎯 Purpose : In this tab , accept the leave ( CL , EL etc.) employee name wise.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Leave Acceptance Employee Wise

 

            Field Description :

1)Select school Name

We will Select school name from here.

 

2)Select Employee type

We will select employee type from here.

 

 

3) Select Employee Name

Select the employee name for which we want to process the leave.

 

 

4) Select Leave

Select Leave for which we want to process.

 

 

5) Select Leave Value

We will selct the leave value from here whether the leave is full day or half day.

 

 

6) Leave Balance

We can check the leave balance from here.

 

 

7) Select From Date

We will select from date of leave in this section.

 

 

8.Select to Date

We will select to date of the leave in thi section.

 

 

 

 

 

 

 

8) Type Remak

We will type the remark for the leave.

 

βœ… Use Case : This option is used for accepting/managing the leave of individual employee, if request is generated manually .

 

 

 

 

 

13. Mark Leave Staff Type wise

 

🎯 Purpose: In this tab users can mark Leave manually staff type wise.

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Mark Leave Staff Type Wise

 

 
           Field Description:

 

 

 

βœ… Use Case

 

 

 

 

14. Assign Opening Leave

🎯 Purpose: In this tab users can assign Opening Leave (Leave Balance) if any.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Assign Opening Leave

 

            Field Description : School Name , Employee Type , Department  , Please select Leave

βœ… Use Case

 

 

 

15. Send SMS to Staff

 

🎯 Purpose : In this tab users can send SMS regarding Late arrival, Missing attendance etc.

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Send SMS to Staff

            Field Description : School Name , Employee Type , Department , Month , SMS Type( Late SMS , Leave SMS)

βœ… Use Case : Sending late sms to staff

 

 

 

 

16. Download Attendance

 

🎯 Purpose : In this tab users can download the attendance by date range.

 

πŸ“ Navigate to: Attendance Module β†’ Attendance β†’ Download Attendance

 

           
Field Description

βœ… Use Case

 

 

 

Reports :

 

Daily Reports :

 

1.   
Late in Early out Report

 

    

🎯 Purpose : 
 This report highlights employees who have marked their attendance late  or Early.

This report will display the in time, out time, check-in time, check-out time, late entries, and early exits.

 

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Daily Reports β†’ Late in Early out Report

           
Field Description :

  1. Select Type
  2. Select Designation
  3. Select Name
  4. Select From Date
  5. Select To date

 

 

 

 

 

Select the Status

User can select the required button as per the report.

 

 

 

 

2. Attendance Consolidated Report

🎯
Purpose : This report will display consolidated log sheet for the given date range.

πŸ“ Navigate to : Attendance Module β†’ Reports β†’ Daily Reports β†’ Attendance Consolidated Report

 

           
Field Description :

  1. Select Name
  2. Select Shift Name
  3. Select From Date
  4. Select To date
  5. User can select the required button as per the report.

 

 

 

 

 

 

For Example :

 

 

 

3. Staff Wise Daily Attendance Report

🎯 Purpose : This report displays attendance details for each employee individually.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Daily Reports β†’ Staff Wise Daily Attendance Report

 
           Field Description:

  1. Select Designation
  2. Select Name
  3. Select Shift Name
  4. Select From Date
  5. Select To date

 

 

 

 

For Example:

 

4. Biometrics Attendance Detail Department Wise

🎯 Purpose : This report provides In-Time and Out-Time attendance details of employees, categorized by department.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Daily Reports β†’ Biometrics Attendance Detail Department Wise

           
Field Description :

  1. Select Department
  2. Select Designation
  3. Select Name
  4. Select Shift Name
  5. Select From date
  6. Select To date

 

 

 

 

 

For Example :

 

 

 

 

 

5. Weekly Attendance Report

 

🎯 Purpose : This report shows the weekly attendance for each individual employee, including actual working days, days absent, days present, early our, and late in.

 

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Daily Reports β†’ Weekly Attendance Report

           
Field Description :

  1. Select Department
  2. Select Designation
  3. Select Name
  4. Select Shift Name
  5. Select From date
  6. Select To date

 

 

 

 

 

6. Daily Performance Report

 

🎯 Purpose : This report shows the daily attendance details for the selected employee, including Shift In, In Time, Early In, Late In, Shift Out, Out Time, Early Out, and Late Out.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Daily Reports β†’ Daily Performance Report

           
Field Description :

  1. Select Department
  2. Select Designation
  3. Select Name
  4. Select Shift Name
  5. Select On Date

 

 

 

 

 

For Example :

 

 

 

 

7. Attendance Report

🎯 Purpose: This report shows the attendance details of an individual employee, including their present or absent status along with check-in and check-out times.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Daily Reports β†’ Attendance Report

           
Field Description

 

 

 

 

2. Monthly Reports:

 

1. Attendance Report Monthly Wise

🎯 Purpose : This report provides the monthly attendance details of an individual employee, organized by month-year, and includes information on late hours, late days, and absent days.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Monthly Reports β†’ Attendance Report Monthly Wise

           
Field Description :

  1. Select Type
  2. Select Department
  3. Select Designation
  4. Select Shift Name
  5. Select Month - Year

 

 

 

 

 

For Example:

 

 

2. Monthly Attendance Report
         

🎯 Purpose:
This report provide monthly attendance report of individual employee organized by month-year.

πŸ“ Navigate to : Attendance Module β†’ Reports β†’ Monthly Reports β†’ Monthly Attendance Report

           
Field Description

βœ… Use Case

 


For Example:

3. Monthly Performance Report

🎯 Purpose : This report provides a monthly, date-wise attendance summary that includes employee number, machine number, presence status, holidays, week-offs, absences, leave taken, hours worked, and overtime.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Monthly Reports β†’ Monthly Performance Report

           
Field Description

βœ… Use Case

 

 

For Example:

 

 

4. School Staff Attendance Register

🎯 Purpose : This report provides the school staff attendance register, organized by staff type and month-year.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Monthly Reports β†’ School Staff Attendance Register

           
Field Description :

  1. Select school name
  2. Select staff type
  3. Select Month-year

 

 

βœ… Use Case

 

 

 

For Example :

 

 

5. Monthly Late In Count Report

 

🎯 Purpose : This report provides a monthly summary of late arrivals, including late hours, half-day counts, and total absences.

πŸ“ Navigate to : Attendance Module β†’ Reports β†’ Monthly Reports β†’ Monthly Late In Count  Report

 
           Field Description

βœ… Use Case

 

 

 

6. Monthly Consolidated Biometric Report

🎯 Purpose : This report provides a monthly consolidated biometric summary with a date range, including total number of days, days present, working days, leave without pay (LWP), late day count, and short leaves.

πŸ“ Navigate to: Attendance Module β†’ Reports β†’ Monthly Reports β†’ Monthly Consolidated Biometric  Report

           
Field Description

βœ… Use Case

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Leave Reports

 

Leave Format Report

 

 

Leave Balance Report

 

Sancationed Leave Report

 

Leave Card Report

 

Leave Ledger Report

 

Leave Absent Report

 

Leave Register Report

 

Leave Bucket Report

 

Leave Report Staff wise

 

Leave Status Report

 

Leave Report

 

Other Reports

 

Staff Shift Relation Report

 

Attendance Analysis Report

 

LWP Year Wise Report

 

SMS Report


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