Attendance & Time Tracking

Track employee attendance with GPS-validated clock in/out, automatic overtime calculation, and shift-aware lateness detection.

Overview

The Attendance module captures real-time clock in/out data with GPS location validation. It integrates with shift assignments to detect lateness and early departures, calculates overtime based on configurable thresholds, and feeds worked hours directly into the payroll system.

Clock In / Clock Out

Employees clock in and out through the system, which captures time, location, and method.

GPS capture - Records latitude and longitude at clock-in and clock-out
Clock method - Tracks whether entry was GPS-based or manual
Duplicate prevention - System prevents double clock-in on the same day at the same business unit
Shift matching - Automatically matches clock-in to the assigned shift for the day

Geofence Validation

The system validates that employees are physically at (or near) their workplace when clocking in.

How It Works

Each business unit has GPS coordinates (latitude/longitude) configured
On clock-in, the employee's GPS location is compared to the business unit coordinates
Distance is calculated using the Haversine formula (great-circle distance)
If the distance exceeds 500 meters, the clock-in is flagged as out-of-range
Out-of-range clock-ins are still recorded but marked for manager review

Not a Hard Block

Geofence violations don't prevent clock-in — they flag it. This allows flexibility for employees who may be working at a nearby site while maintaining visibility for managers.

Attendance Status

Each attendance record has a status that reflects the employee's day:

Clocked In - Employee has clocked in and is currently working
Clocked Out - Employee has completed their day and clocked out
Late - Employee clocked in after their shift start time
Early Departure - Employee clocked out before their shift end time
Break - Employee is on a scheduled break
Absent - Employee did not show up and has no leave approved

Lateness & Early Departure

The system automatically detects and records timing issues.

Late detection - If the employee has a shift assignment and clocks in after the shift start time, the record is marked LATE with the exact minutes late
Early departure - If the employee clocks out before the shift end time, the record is marked EARLY_DEPARTURE
Minutes tracked - The exact number of late minutes is stored for reporting and analytics

Overtime Calculation

Overtime is automatically calculated based on configurable thresholds.

Default Thresholds

Daily - Hours beyond 8 per day are overtime
Weekly - Hours beyond 40 per week are overtime

Overtime minutes are recorded on each attendance record and automatically fed into payroll calculations. The overtime service uses the employee's shift schedule and actual worked hours to determine overtime eligibility.

Payroll Feed

Total overtime minutes from attendance records are automatically summed during payroll calculation and applied at the configured overtime rate (e.g., 1.5x).

Auto Clock-Out

A scheduled job runs hourly to automatically clock out employees who forget to punch out. If an employee is still marked as "Clocked In" past their shift end time plus a grace period, the system records their clock-out at the shift end time.

Admin Override

Managers with the appropriate permissions can override attendance records to correct errors.

Adjust clock times - Correct clock-in or clock-out times
Change status - Override the attendance status
Add notes - Record the reason for the override
Auto-recalculate - Worked minutes and overtime are recalculated after any time adjustment

Attendance Dashboard

The attendance dashboard provides a real-time view of workforce status.

Today's status - Who is clocked in, who is late, who is absent
Filter by BU - View attendance for specific departments
Date range reports - Historical attendance data with export
Employee drill-down - Click into individual employee records