Attendance and leave

What it does#

Everything sits in the menu under People: My attendance and My leave for each member, Team attendance, Leave approvals, Employees, HR reports and HR settings for the people who run HR. Each entry shows only with its permission.

• Members check in and out in the browser. The browser's location is checked against your office locations, and a selfie can be required.
• Leave follows your leave types: quota, monthly or yearly credit, carry forward, half days, notice, the longest stretch, documents and the sandwich rule.
• Holidays are public, company or optional. Optional (restricted) holidays keep the office open; each employee may take a few a year.
• Managers approve leave, short leave, corrections and marks made from outside the office. Reports download as CSV, and the daily sheet, muster roll and leave register also as PDF.

Who can do what#

Give these permissions to roles under Settings → Role & Permission. The organization login has all of them, but it is not a member, so it keeps no attendance of its own.

hr-self:use

Check in and out, apply for leave, short leave and corrections, see your own reports — and decide the requests of the people who report to you.

hr-attendance:view-all

Team attendance: everyone's days and marks.

hr-attendance:manage

Manual entries, and approving marks from outside the office and corrections.

hr-leave:approve

Leave approvals for the whole organization, with each applicant's balance and attachment.

hr-leave:manage

Every leave application and balance, and the Team leave calendar on Leave approvals.

hr-settings:manage

HR settings and Employees.

hr-report:view-all

Everyone's reports in HR reports.

Set the office rules#

1. 1

   Step 1: Open HR settings → Policy & shifts

   • Office time: when the day starts and ends, the Grace time (check-ins within it are on time) and the Time zone attendance is kept in.
   • Late policy: optionally turn lates beyond a free number a month into half days — each one after that, or every second or third.
   • Lunch: not deducted, a fixed break whenever the day spans the window, or only the time spent inside the window.
   • Full and half days: the minutes that make a full day and a half day (less is absent), and optional cut-offs — a check-in after, or a check-out before, a time caps the day at a half day.
   • Short leave: how many a month, the longest, whether it needs approval, and what happens beyond the allowance (refused, a half day, or unpaid time).
2. 2

   Step 2: Choose the weekly offs and the Saturdays

   Pick the days off every week. Saturdays have their own pattern: All working, All off, Some weeks off (for example the 2nd and 4th) or Specific dates off. A preview shows every Saturday of this month and the next as off or working.

   Tip: A 5th Saturday is off only when 5th is picked.

3. 3

   Step 3: Press Save changes

   The bar at the bottom lists what changed; Discard puts it back. Today's open days are worked out again with the new rules.

Under Shifts, Add shift sets hours that differ from office time (a night shift ends the next day), with its own grace time, earliest check-in, weekly offs and Saturdays. Give a shift to people on Employees.

Decide how attendance is marked#

HR settings → Security:

• How attendance can be marked: Web, WhatsApp and Manual entry. Check-in window opens refuses check-ins before a time.
• Location: Require a location with every mark, the Least accuracy accepted in metres, how fresh a WhatsApp location must be, and what happens to A mark from outside every office — Goes for approval, Is rejected or Is accepted (with the distance recorded).
• Selfie and network: Require a selfie with every mark, and Allowed networks (web) — one IP address or range a line; empty allows any network.

1. 1

   Step 1: Under Office locations, press Add office

   Name it, then give the centre point: paste coordinates or a Google Maps link, type the latitude and longitude, or stand in the office and press Use my current location.

2. 2

   Step 2: Set the radius

   From 10 m to 5 km. Phones indoors are often 20–100 m off, so leave some room. Check on the map opens the point in Google Maps.

Leave types and holidays#

HR settings → Leave types → Add leave type: a name and a short Code (shown on the muster roll), paid or unpaid, and optionally Keep a balance (yearly quota) — the days a year, credited at the year's start or monthly, and how many carry into next year. Then the notice, the Longest in a row, when a document is needed, Half days allowed, Needs approval and the Sandwich rule.

HR settings → Holidays shows the year as a calendar and a list. Click a date or press Add holiday; Paste a list takes one holiday a line — the date, the name, then optionally public, company, optional or restricted. Set how many optional holidays an employee may take a year in the same tab.

2026-01-26, Republic Day
15/08/2026, Independence Day
02 Oct 2026, Gandhi Jayanti
2026-11-08, Govardhan Puja, optional

Add employees#

1. 1

   Step 1: Open Employees and press Add members

   Every active member without a profile is listed and picked. Untick anyone who does not keep attendance.

2. 2

   Step 2: Choose what they start with

   • Department and Shift for everyone added.
   • Track from: the first day counted.
   • Let them use self-service attendance gives their roles the HR self-service permission.
3. 3

   Step 3: Fill in each profile

   Click a person to set the Employee code, Joining date, Department, Designation, Reporting manager (who approves their requests), Shift, a WhatsApp phone (empty uses the member's phone) and Own weekly offs. Turn off Keeps attendance with an exit date when someone leaves.

Check in and out#

1. 1

   Step 1: Open My attendance and press Check in

   The first time, the browser asks to share your location: allow it. The page sharpens the location for a few seconds and shows how far you are from the nearest office.

2. 2

   Step 2: Outside the office?

   The page says how far outside the radius you are. Depending on your organization's setting you can Send for approval with a note for your manager, or Locate again.

3. 3

   Step 3: Take the selfie when asked

   Only when your organization requires one. Allow the camera, press Take photo, then Use this photo.

4. 4

   Step 4: Read the answer

   Checked in, Sent for approval (the day shows as pending until your manager decides) or Not accepted, with the reason. Check out works the same way at the end of the day.

Below the button, today's timeline shows the check-in (on time or how late), lunch, the check-out and the hours worked. My month colours every day by its status, with a legend; click a day to see its marks and Ask for a correction. Short leave and Regularise a day are at the top of the page.

Apply for leave#

1. 1

   Step 1: Open My leave and press Apply for leave

   Your balance for each type is shown on the page.

2. 2

   Step 2: Pick the type and the dates

   For a single date, choose Full day, First half or Second half. Add a reason and, when the type needs one, an attachment (PDF or image, up to 5 MB).

3. 3

   Step 3: Check the count

   The days counted appear as you type — holidays and weekly offs crossed out, or counted under the sandwich rule — with what the balance will be afterwards. Anything that would be refused (notice, too many days, no document) shows before you apply.

My applications lists your leave: withdraw a pending one, or cancel an approved one that has not started (its days go back to your balance). Under Holidays, Take it asks for an optional holiday while you have some left.

Team attendance and approvals#

• Team attendance → Day sheet: today's board — In, Late, Absent, On leave, Not checked in, Pending approval and At work now. Click a figure to filter the list, or filter by department, name and status.
• Date range lists everyone's days for up to 31 days, and Marks log every mark attempt, accepted or not. The day sheet and the date range download as CSV.
• Click a person to see their marks with the map, the distance, the selfie, the IP address and why each was accepted or not, and their Month (also as a PDF).
• With the permission to manage attendance: Manual entry, and the Approvals tab for marks from outside the office and corrections.
• Leave approvals lists leave and short leave waiting for a decision, with the applicant's balance for that leave type and any attachment. Approve, or Reject with a reason the person sees. The Team leave calendar shows who is away.
• A reporting manager without organization-wide approval sees a banner on My attendance when their team's requests wait, which opens My team on Leave approvals.

Reports#

HR reports has Daily, Muster roll, Leave register and Leave balances, each with a CSV download (and PDF for the first three). Members see My report: their own month, as CSV or PDF.

P / L / LP

Present; late; late counted as a half day under the late policy.

HD / A / MC

Half day; absent; missed check-out.

PN / NM

Pending approval; not marked yet.

WO / H / OH

Weekly off; holiday; optional holiday taken.

WP / HP

Worked on a weekly off; worked on a holiday.

CL, CL/2

A leave shows its type's code; a half-day leave adds /2.

Common questions#