Time and Attendance configuration and T&A report generation

Time and Attendance feature is used to calculate work time for created users, able to display when the user enters and leaves and calculate the total work hours. Possible features of Time and Attendance module:

  • Calculate users work time, when he arrives and leaves, and other key details, such as Regular work time, Late arrivals, Early departures, Time before schedule, Time after schedule, Additional work time, Over break time.
  • Absences can be created for users to identify its absents in work days. These details are then added to the T&A reports.
  • Able to create different and more detailed schedules for each user individually. An ability to create night time schedules.
  • T&A reports display:
    • Summary. Displays a summary of worked days and report fields for selected users.
    • Details. More detailed page, where selected users T&A work schedules are presented in detail, depending on the selected T&A report settings and report fields.
    • Schedules. Displays all created T&A work schedules, presenting them in detail.
    • Absences. Displays users who were absent on specific dates and reason for them.
    • Time card. A time card of selected months is displayed for selected users, displaying when the users worked, how many hours, total hours, absences and much more.

This guide will show how to configure Time and Attendance settings on CredoID and how to generate T&A reports correctly. For T&A to work correctly, these settings have to be configured:

  • Doors.
  • User settings.
  • Schedules.
  • T&A report configuration.

Door configuration

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While configuring doors, it is important to configure “Time & attendance” setting, by choosing correct Clock-in/out functions:

  • None. Generates normal events for the reader. This is set by default.

  • Clock-in reader. Generates events with clock-in events for the reader. It is advised to use on Entry directions.

  • Clock-out reader. Generates events with clock-out events for the reader. It is advised to use on Exit directions.

  • Clock-in/Clock-out reader. Generates events with either clock-in or clock-out events for the reader. This feature can only be used on readers with interactive screens, such as Suprema devices like BioLite Net, BioStaion 2, where a user can select to either clock-in or clock-out. Mercury controllers can use this function as well if configured correctly.

After T&A setting has been configured for doors, T&A events will be generated from these doors.

User configuration

Secondly, users have to have their T&A type selected correctly. By default, a new user will have T&A type set as Advanced, meaning that it will use schedules from Time and attendance tab.

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In User tab, it is important to select T&A type for users that it will be using:

  • Simple. Uses configured schedules from Schedules tab. If this type is selected, a schedule has to be selected as well.
  • Advanced. Uses configured schedules from Time and Attendance tab.

Time and Attendance configuration

On Time and attendance tab it is possible to configure and review work days for individual users. Custom schedules can be created and many additional features that helps to calculate work days more efficiently and with better results.

Time and attendance tab is separated into 3 sub-panel:

  • Individual schedules. For reviewing and making changes to the user’s calendar / schedules. Assign or modifying created schedules to users, manage absences, review user information.
  • Work schedule configuration. Work schedules are created, modified or removed on this panel.
  • Settings. Night work time can be configured here, which determines when the night shift starts and ends.

            To fully configure a schedule for a user, a schedule has to be created on the Work schedule configuration sub-panel and then that schedule has to be assigned to the user on the Individual schedules sub-panel.

Individual schedules

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Individual schedules sub-panel is divided to 3 sections:

  • User information field. Here, selected user’s information as well as selected months schedules are presented. The user information fields are not editable, only the schedule field is editable.

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  1. User information, which are configured on Users tab, are displayed here. These fields are not editable.
  2. The selected months schedules are displayed below. This field is editable and schedules can be assigned, modified or removed. If the month is shorter than 31 days, those days are colored yellow and are not editable.
  • Calendar. Displays all users who has T&A type set on Users tab as “Advanced” and their calendar field. Work schedules can be assigned, modified or removed, as well it is possible to manage absences on the calendar field.

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  1. Selected year and month. Displays which year and month is currently displayed on the calendar.
  2. Filter. These fields filter the user list.
  3. Export to XML (button). This function is deprecated.
  4. Import from XML (button). Import schedules on the calendar. After clicking on it, “Data import” window shows up, where data can be selected and imported. As well it is possible to configure automatic imports.
  5. Calendar. Displays users list and their calendar. Here, for the selected user, schedules and absences are added, modified or removed.

Work schedules. Displays created work schedules and their time interval with additional information. From here, schedules are assigned to users by dragging the selected schedule on the calendar.

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To add schedules manually, work schedules have to be configured first on Work schedule configuration sub-panel. After that, in Individual schedules sub-panel, from Typical work schedules list, select a work schedule, hold-click with left mouse button and drag on the calendar on the desired date and user.

For more configuration options on calendar display, click right-click.

Custom Schedule - This function is deprecated.

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Work schedule configuration

Work schedules can be reviewed, created, modified or removed on this sub-panel. On the list panel, created schedules are displayed with their representative colors, while on details panel – schedule configurations are made.

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To create work time interval, hold-click and drag on work time interface. This will create a green bar, which indicates Normal work time. It can be configured by either dragging the slider, which is above the Normal work time schedule on or by configuring Starts at and Ends at time intervals on work times settings below. To create break time interval, hold-click and drag inside the Normal work time interval, creating an orange bar, which indicates Break time. By selecting a work time interval, its settings are displayed below.

  • Report scheduled work time (ignores actual work time). Ignores the actual work time and applies full work schedule time. This function is deprecated.
    • Unless user is absent. Applies an absent day to the user unless a clock-in or a clock-out was done during any time of the work schedule. This function is only available if Report scheduled work time is checked. This function is deprecated.
  • Use first and last events only. Only uses the first and last events during the day while creating a report.
  • Flexible. Grants flexibility for the work schedule. This will add extra configuration for the work schedule on the Work interval (represented as green arrows on the bottom of the interval) and Selected interval settings. This function is deprecated.
  • Get work type from reader. Receives work type from readers. Work types are configured on Selected intervals sections, by clicking on Edit work type button, located on the right side of the Work type. After a work type has been configured, it can be assigned to a door on Doors tab. This function is deprecated.
  • Regular work time during weekends and holidays. The schedule will act as a normal work day during weekend and holiday days.
Settings

Night work time can be configured here, which determines when the night shift starts and ends.

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Generating Time and Attendance reports

Time and attendance reports are generated on Reports tab, under Time & attendance sub-tab. In this tab, either create a new report template or use the default template. Configure report settings, time interval, filters (users, departments or companies) and click on Generate report button to create a report file. The report file will be generated in Microsoft Excel format .xlsx.

  • Event type. Indicates what type of events will be used while generating a T&A report.
    • TA clock in/clock out events.  Uses clock-in and clock-out events. These events are generated when readers door setting Time & attendance is set on Clock-in, Clock-out or Clock-in/Clock-out.
    • Access control events. Uses “Access granted” events. When a report is generated, only the first and the last “Access granted” events are used for every single day. (Ignores T&A mode on door).
    • PC logon events. Uses events generated by logon programs.
    • Access control and PC logon events. Uses the first and last “Access granted” of the day and logon programs generated events.
  • Use first and last events only (checkbox). While generating a T&A report, only the first and the last events will be used of the day. This function is only available for TA clock in/clock out events and PC logon events types.
  • Order report details & summary sheets by. Orders the users by the selected order, on reports Summary and Details tabs.
  • User status. Report will include only those users, who have selected status.

When T&A report is generated, the report file can be opened with Microsoft Excel. In the report file, 5 sheet tabs are displayed: Summary, Details, Schedules, Absences and Time card.

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  • Summary. Displays a summary of worked days and report fields for selected users.
  • Details. More detailed page, where selected users T&A work schedules are presented in detail, depending on the selected T&A report settings and report fields.
  • Schedules. Displays all created T&A work schedules, presenting them in detail. Simple schedules from Schedules tab are not presented in the report.
  • Absences. Displays users who were absent on specific dates and reason for them.
  • Time card. A time card of selected months is displayed for selected users, displaying when the users worked, how much hours, total hours, absences and much more.

 

Roll-over shift step by step example

This example shows step by step instructions of setting working schedule of 2 days shifts and 2 night shifts.

  1. Open "Time and Attendance",
  2. Press "New"
  3. Enter schedule name.
  4. Select working days in a schedule. 

Picture 1

Picture 1.

 

  1. Select working hours for each work day. In our example first 2 days are identical (Picture 2), working hours from 06:00 to 18:00. Roll over shift begins at the day 3 from 18:00 and ends at 06:00 next day. Same schedule goes for 2 days in the row (Picture 3, picture 4).

Picture 2

 

Picture 3

 

Picture 4

 

  1. Working day 5 is required for finishing second night shift (Picture 5). After schedule set up, press “OK”.

Picture 5

 

  1. Press “Individual Schedules”.
  2. Drag and drop schedule in the calendar for individual schedules (Picture 6). Each user can have individual schedule created in previous described steps.

Picture 6

 

Generate time and attendance report.

  1. Press “Reports”.
  2. Select “Event Type” to “TA clock in/clock out events”.
  3. Select “Time interval” of events.
  4. Select what fields should be inserted in the report.
  5. Press “Generate report”.

Picture 7.

 

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