Attendance & Regularization

Geofenced clock-in/out, automatic daily attendance computation, and self-service workflows for missed punches, on-duty travel, and remote work.

How it works at a glance

Admin creates shifts → Creates attendance policy (links shift + geofence zones) → Employees clock in/out → System auto-computes daily status

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Prerequisites

From Core HR, the following must be ready:

• ✅ Locations with latitude/longitude - required for geofencing
• ✅ Active employees assigned to locations
• ✅ Holiday calendars loaded (affects ABSENT vs. holiday distinction)

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👤 Role-Based Access

Action	SUPER_ADMIN / HR_ADMIN	Manager	EMPLOYEE
Create / manage shifts	✅	❌	❌
Create attendance policies	✅	❌	❌
Configure on-duty types	✅	❌	❌
View team attendance	✅	✅ (direct reports)	❌
Clock in/out	✅	✅	✅
Submit regularization	✅	✅	✅
Approve regularization	✅	✅ (direct reports)	❌
Submit WFH / On-Duty	✅	✅	✅
Approve WFH / On-Duty	✅	✅ (direct reports)	❌

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Admin Workflow

Step 1 - Create Shifts

Shifts define the standard working hours and thresholds for half-day vs full-day presence.

Navigate to: Attendance Settings → Shifts → Add Shift

Field	Description	Example
Code	Short identifier	SH-GEN
Name	Display name	General Shift
Start Time	When shift starts	09:00
End Time	When shift ends	18:00
Half-Day Minimum Hours	Hours for a half-day count	4.0
Full-Day Minimum Hours	Hours for a full-day count	7.5

Note

Employees who work between halfDayMinimumHours and fullDayMinimumHours are automatically marked HALF_DAY. Below halfDayMinimumHours is ABSENT.

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Step 2 - Create Attendance Policies

Policies link shifts, criteria, and geofence zones to groups of employees.

Navigate to: Attendance Settings → Policies → Add Policy

Policy applicability (resolution priority, highest to lowest):

Priority	Scope	Who it applies to
1	EMPLOYEE	Explicit per-employee assignment
2	DEPARTMENT	All employees in listed departments
3	LOCATION	All employees in listed locations
4	ALL	Global fallback

Tip

The system automatically uses the employee’s office location coordinates as a virtual geofence zone if no specific zones are linked to the policy.

After creating a policy, link geofence zones: Navigate to: Policy Detail → Add Zone → enter center coordinates and radius

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Step 3 - Configure On-Duty Types

On-duty types handle travel, conferences, and client visits.

Navigate to: Attendance Settings → On-Duty Types → Add Type

Field	Description	Example
Code	Identifier	CLIENT-VISIT
Name	Display name	Client Site Visit
Counts As Present	If true, auto-marks as PRESENT	✅
Counts As Office In	If true, bypasses geofence check	✅

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Employee Workflow

Daily Clock-In / Clock-Out

Navigate to: Attendance → Check In / Out

The app displays a map showing your current GPS location relative to the office geofence boundary.

1. Ensure location permissions are enabled on your device
2. Click Check In - the system records your coordinates and checks if you’re within the geofence radius
3. At end of day, click Check Out

Daily status is automatically computed:

Status	Condition
PRESENT	Total hours ≥ fullDayMinimumHours
HALF_DAY	halfDayMinimumHours ≤ hours < fullDayMinimumHours
ABSENT	No punch logs, or total hours < halfDayMinimumHours
LATE_IN	Check-in is after shift start + grace period
EARLY_OUT	Check-out is before shift end

Caution

If your punch is outside the geofence radius, it will be flagged or rejected depending on whether strict geofencing is enabled for your policy. Contact HR if you have a legitimate reason for punching outside the office.

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Request Attendance Regularization

If you forgot to punch or had a system issue, submit a regularization request.

Navigate to: My Attendance → Request Regularization

Field	Description	Example
Date	The affected date	2026-06-25
Check-In Time	When you actually arrived	09:00
Check-Out Time	When you actually left	18:00
Reason	Explanation	Forgot to punch out due to client meeting

Caution

You can only submit one active regularization per date. Duplicate requests for the same date are rejected.

After manager approval: The system automatically inserts simulated punch logs and recalculates your attendance status for that date to PRESENT.

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Request Remote Work (WFH)

Navigate to: My Attendance → Request WFH

Field	Description
Dates	One or more days for WFH
Reason	Why you need to work remotely

Once approved by your L1 manager, you can punch in without office geofencing checks for those dates.

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Request On-Duty

For official travel, conferences, or client visits outside your usual office:

Navigate to: My Attendance → Request On-Duty

Field	Description	Example
On-Duty Type	Select the applicable type	Client Site Visit
Start Date / End Date	Date range of travel	2026-07-06 to 2026-07-08
Reason	Details of the travel	Client presentation in Pune office
Location	Where you’ll be	Pune Office
Document URL	Supporting document (optional)	(invitation PDF link)

Caution

The system rejects on-duty requests that overlap with already-approved on-duty periods or approved leave applications.

After approval: The system automatically marks the date range as on-duty (PRESENT) in your attendance records.

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Common Troubleshooting

Problem	Solution
Punch rejected - “outside geofence”	Verify your GPS location; request regularization if you were actually in office
Attendance shows ABSENT despite punching	Check if total hours logged met the halfDayMinimumHours threshold
Regularization rejected - duplicate	A regularization for that date already exists; check My Requests
WFH request not routing to anyone	Your L1 reporting manager may not be assigned; contact HR
On-duty request blocked - overlap	You have an existing leave or on-duty that covers those dates

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← Core HR Locations with GPS coordinates must be set up first.

Leaves → Configure leave types and policies alongside attendance.