This article gathers the cross-cutting topics of the Attendance module: role matrix permissions, notifications and emails, attendance import and export, data retention and personal data.
Before you start #
- Permissions are set under Settings › Manage Employees › Employee Roles, Time Management section. Each permission has three levels: Access, Execute, Admin.
- Attendance import and export are reserved for the Administrator by default.
The module’s permissions #
| Permission | What it opens | Roles supplied |
|---|---|---|
| Clock in / out / pause / resume (widget) | Clocking (Execute level) | All employees |
| View own attendance sheet | The Timesheet tab | All |
| Enter / Edit time entries | Enter, correct and repeat days | All except Auditor |
| Delete a clocked period | Delete a segment that comes from a punch | Administrator, HR Manager, Manager, Payroll Manager |
| Submit the sheet for approval | Submit and recall a submission (Execute) | All employees, Payroll Manager, Administrator |
| Correct attendance after the entry lock | HR extra days (Execute), reasoned correction of a closed month (Admin) | Administrator, HR Manager |
| View requests pending approval; Approve / reject / delegate a request | Approving attendance | Administrator, HR Manager, Manager, Payroll Manager |
| View the attendance calendar; View colleagues’ attendance; View colleagues’ detailed working hours | The attendance calendar and what it shows | Depending on the permission (see the approval article) |
| View attendance history | The History tab | Administrator, HR Manager, Manager, Auditor |
| View working-hours profiles; Create / Edit / Delete a working-hours profile; Working-hours profile — Assign employees | Attendance profiles | See the profiles article |
| View / Adjust / Pay out / Convert a time counter | Hour counters | See the counters article |
| View allowances; Create / Edit / Delete an allowance | Allowances | See the allowances article |
| Manage badge clocks; Resolve quarantined badge clock punches | Badge clocks | Administrator, HR Manager |
| Import data; Export attendance data (payroll) | Attendance import and export | Administrator |
Company rules (clocking, forgotten sessions, entry closing) depend on the “Work Schedules” permission. Approval circuits are configured with the workflow configuration permissions. The “Configure attendance approvals” permission opens no screen.
Notifications and emails #
| Event | Who is notified |
|---|---|
| Timesheet submitted (“Attendance sheet submitted”) | The approver, with reminders |
| Next step of a circuit (“An approval is waiting for you”) | The step’s approvers |
| Decision on a submission (“Your request has been processed”) | The employee |
| Unconfirmed hours for the previous month | Employees who still have days to submit, on the 1st of the month at 8:00 |
| Reminder before the time declaration deadline | The employee (by default 2 days and 1 day before) |
| Summary of declarations to approve | Managers, on Mondays at 8:00 |
| Rest periods not respected at submission | The manager and HR |
| Clocking session closed automatically or abnormally long | The employee and, if set, their direct manager |
| Punch contradicting granted leave | HR or the employee, depending on the company rule |
| On-call slot new, changed or upcoming | The employee on call |
| Badge clock alerts | The people who manage badge clocks or the quarantine |
Everyone chooses their notifications under Personal Settings › Notifications, “Payroll and attendance” group: “Attendance and hours” and “Approval requests”. Time declaration reminders, the Monday summary, rest periods not respected and forgotten sessions cannot be turned off.
Importing attendance #
- Open Settings › Time Management, then, in the side menu under Presence, Data Import.
- Choose the data type (Absences, Attendance, Counters for leave balances, Provisioning) and the import mode: Incremental (adds or updates) or Full replace (replaces the non-submitted, non-approved rows in your scope).
- Get the template with Download CSV template, fill it in, then drop the file (comma, semicolon or tab separator).
- Map the columns in Field Mapping, run Validate & check (dry run), then Run import.
- Review the result; an incremental import can be rolled back with Rollback. The Import history keeps track of each import.
The attendance import requires a start time and an end time: days kept as a duration or as day-rate days cannot be imported through this screen. Periods whose payroll is approved are left untouched. Row-by-row error messages are in English.
Exporting attendance #
In the side menu under Presence, Data Export has two tabs:
- Attendance data: period (a month or the full year), employee, status (“Approved” by default), CSV format or PDF report.
- Payroll variables: payroll month, variable type (Allowances, Absences, hours summary, By payroll item), preview, then CSV or PDF.
The Payroll interface entry manages scheduled file exchanges with the payroll software. Each employee can also export their own timesheet (the Export button of the timesheet).
Personal data and retention #
- A person’s data export (right of access) includes their attendance, counters, hour payouts, declarations, presence reasons and reduced day-rate plan.
- When a person is erased or anonymised, their attendance days stay attached to the anonymised record; they are removed from the badge clocks and their badges are revoked or deleted, but the clocks’ raw punches are kept as evidence of working time.
- Raw badge clock punches are kept according to the badge clock setting (at least 5 years), then purged; quarantined punches are never purged.
- Submissions, recalls, rejected clocking corrections, counter operations and exports are traced in the activity log.
Good to know #
- The timesheet, the attendance calendar and many settings screens exist in French and English: users working in German or Italian see them in English.
- Circuit trigger names (“Attendance management” category) are in French whatever the language.
