Attendance Management

Track work hours of your employees and balance them with their leaves with the Attendance extension of WP ERP.

In this documentation, we will cover the following-

Installation & Overview

After purchasing, download the plugin from the link given on your My Account page.

The installation of this add-on is same as a regular WordPress plugin. Navigate to wp-admin → Plugins → Add New → Upload the add-on file → Install and Activate.

The Attendance overview page looks like the following:

After installing the Attendance extension, you will get 2 new widgets on your HR Management Overview page.

1. Attendance Settings

Navigate to- WP-Dashboard → ERP Settings → Settings → HR → Attendance.

From this settings, you can configure grace time (grace before checkin, grace before checkout, grace after checkin, grace after checkout) in minutes.

You can include the time when your business starts and ends. There are also options to enable Self Attendance, IP Restriction and Shift Management.

If you enable the shift management option, the office start and end settings will be disabled as you will mention them separately for each of your shifts.

IP Restriction for Self Service

You can enable IP Restriction feature if you want from the settings page. Just click on the IP Restriction checkbox.

There is another field for White-listed IP addresses. Just type the IP addresses one in each line.

For Example:

192.168.0.1
192.168.0.2
192.168.0.3
192.168.0.10
192.168.0.11

2. Creating List and Managing Employee Attendance

Navigate to- WP-Dashboard → Attendance → Attendance.

You will view all of your attendance lists.

To create new attendance list, click on the Add New button. You will view all your available employees. Besides that, if you are using an external device to log attendance, you can use a CSV file from that device and import that data into the HR system.

Admins can manually enter attendance logs for each employee.

1. On the top of this modal there is a date field for selection. Besides, there are check boxes for marking all employees present or absent.
2. Selecting the Present radio button will set that user to default office hours.
3. Selecting the Absent radio button will set that user to default office hours.
4. To import from an external device, navigate to Attendance → Import/Export→ Import and select the CSV file.
5. You can also manually input time by clicking on the field.

There are options for setting all of your employees either present or absent at once. You can also specify checkin and checkout time for each of your employees manually. When you are done with editing, hit the Save button.

3. Reviewing & Filtering Attendance Records

After creating and managing your employee lists, you can review the records of your employees' attendance. Navigate to- WP-Dashboard → Attendance → Attendance and select an attendance list by clicking on the name (attendance date in this case).

You will find the list of your employees, their ID, name, department, status (present or absent), checkin time, checkout time and total work time. There is a bulk action option and from there you can delete records if required.

You can also filter the attendance list by different duration including today, yesterday, this month, last month, this quarter, last quarter, this year, last year and even custom.

4. Create, Assign and Manage Shifts

Navigate to- WP-Dashboard → Attendance → Shifts.

At first, you will see the shift management as disabled.

To enable this feature, click on the Shift Settings or navigate to:

WP-Dashboard → ERP Settings → Settings → HR → Attendance → Enable shift management.

Check the box for Shift Management, Enable Shift, and click on Save Changes.

After enabling shift management, navigate to WP-Dashboard → Attendance → Shifts page.

From this page, you can create and manage your shifts. Just click on the New Shift button to create a new shift.

Enter the shift title, start time and end time. Now, click on the done button and finally save the page. You can always edit and delete a shift if you want.

To assign a shift to an employee, drag that shift and drop it after the employees name.

Please note, you have to drop the shift for each of the days of the week. There is a copy shift button under the employee name. You can click on that button to create a similar shift management for that employee for the next week.

You can also assign multiple shifts to a single employee if required. After managing the shifts, click on the Save Changes button.

Note: If you enable shift but don't assign one, your employee will not be able to check-in. However, without enabling shift, employees can check-in at any time.

5. Set Up Reminder Emails For Employees

You can also set up email reminders for your users/employees when they have not checked in on time. This reminder email will be sent to the employee after the Grace After Check-In period is over.

To do this, navigate to ERP Settings→Settings→HR→Attendance.

Enable the checkbox for Attendance Reminder, Send email notification to remind Checking-in.

If you have disabled Shift Management, you will have to manually add the times for Office Starts and Office Ends.

Whereas, if you have enabled Shift Management, the system will automatically use the times you created for Shifts under Attendance. Consequently, the system will send reminders to employees based on their shifts.

Configuring Reminder Emails

Go to ERP Settings→Settings→Emails.

Scroll to the bottom of the page to find Attendance Reminder and click on Configure on the right.

A new page will open for you to configure and modify your email content.

In this page you will type the subject, heading, and content for the email that the system will automatically be send to your employees if they have not checked-in within the grace period time.

In other words, the reminder email is sent when Grace After Check-In period is over.

6. Enabling Self Attendance System

The employees can check-in and checkout from their own HR Dashboard. You have to enable the feature from ERP Settings → Settings → HR → Attendance → Enable self attendance service for employees.

Employees can login to their HR profile and check in and check out by themselves from the HR Dashboard.

The latest version of Attendance now shows the time you checked-in and your spent working time within the widget, as shown below:

Users will also get alerts when they attempt to checkout before the specified work hour, as shown below.

After a successful check-in, your employee gets a success message.

In case of IP Restriction, your employees cannot check-in if the device they are using are not White-listed. In short, if you are connected to another network other than the one specified by your workplace, then you cannot check-in and check-out.

Users will get a message if they try to check-in with non-connected devices.

Employees can also check in & check out has been from the top right section of their dashboard, as shown below.

Staff will be able to check in/out from any part of the website (apart from the actual check in/check out page).

Both employees and also the HR manager can view employee attendance status record from the employee profile page.

To view this go to WordPress ERP dashboard→HR Management→Employees. Select the staff whose profile you want to view.

Then select the Attendance tab from the top.

7. Attendance Report

The utility of this attendance system is the reports. Navigate to wp-admin → HR Management → Reporting. 

Here you will find two types of Attendance Reports: 1) Date Based and 2) Employee Based.

Date Based

This report shows detailed information for employee attendance date-wise.

Admins can can see the total number of holidays allocated, average absent, late, present, leave, and early leave:

  • Total days: total time the HR selected from filtering option
  • Average Present: avg of the number of present combined from all employees
  • Total Holidays: number of holidays for that time
  • Average Absent: employee absent average for that duration
  • Average Late: employee late time average for that duration
  • Total Work Days: number of working days for the selected time
  • Average Leave: avg of the leave for the time selected
  • Average Early Leave: avg number of early leave by all employees for that time

Admins can also filter the reports location-wise, department-wise, and also use a customized date range.

Location, Department, Month to filter out the information along with two charts compiling different information.

Employee Based

Employee based report will show all the employees in a list with their information.

The table present the following information for each personnel:

  • Present: Total number of present days for that employee
  • Leave: How many days the employee took a leave
  • Absent: Number of absent days
  • Worked: Total number of working hours
  • Avg. Work: The average number of working hours
  • Avg. Check-in: Checkin average time
  • Avg. Check out: Average of the time the employee checked out

Admins can also filter the report location-wise, department-wise, and year-wise.

8. Import & Export Attendance Records

You can import your attendance data to CSV. Just navigate to WP-Dashboard → Attendance → Import/Export and select the file. Finally, hit the Import button to import button.

You can also export the data from your Attendance extension in CSV format simply by clicking on Export, as shown below.

Sample CSV File

If you are confused about how you should format your CSV file what type of data should be there, then this is a reference file for you.

Download Attendance CSV File

FAQ

  1. I can not find the self attendance option on the HR Dashboard. What should I check?
    You have to enable self attendance feature from wp-admin → Settings → HR → Attendance and your should have an employee profile to see the check-in and check-out option.
  2. Can employees check-in and out more than once a day?
    Currently, it only supports single check-in and out feature. As the ERP system counts the entries on a 24-hour basis. So only the first entry is considered as a check-in and the last one is as a checkout.
  3. What happens if there are duplicate entries? Or, What if I import the same file twice by mistake?
    While the CSV file is being imported, there is no client or server side validation. So, the system cannot tell if you are uploading the same file or data twice. As a result, it will create duplicate entries.
    Only the HR Admin and System Admin will have access to the importing feature, we instruct you to use the feature with caution.
  4. How to delete test attendance data?
    The attendance add-on stores all the data in `erp_attendance` table. You can edit or delete any entries from the database using PHPMyAdmin or any other database administration tool you like.
  5. Do we have hardware support?
    Not right now, but we are already developing something similar.
  6. What happens when I am using Attendance with HR Frontend?
    If you have both Attendance and HR Frontend, then you will get a integration. But this integration only gives two widgets and a new tab to your employee profiles. You cannot view or manage attendance of your employees from frontend. Your employees will be able to self check-in and checkout from frontend and the attendance tab on their HR profile.
  7. Do fingerprint readers and card-readers work with Attendance?
    Yes. Many of our users are using Attendance with these automated devices.

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