Everything You Need to Know about Attendance Recording

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    Before diving into how to use the Attendance feature in the portal, it's important to first understand the general concept and flexibility of how attendance recording works. Our system is designed to support configurable attendance schemas, enabling each client to tailor the process to align with their company’s policies and operational needs.

    ✅ What is Attendance Recording?

    Attendance recording is the process of capturing employees’ check-in and check-out activities to reflect their daily presence. This data serves as the foundation for time tracking, performance monitoring, and even payroll calculations.

    Because each organization may have different rules or operational requirements, our system allows multiple schema configurations to support this diversity.

    ⚙️ Key Concepts in Attendance Configuration

    Each company can configure how attendance is recorded and validated. Below are the most common configurations that can be enabled individually or in combination, depending on the client’s needs:

    📸 1. Photo Proof of Attendance

    Employees are required to take a selfie during check-in and/or check-out as proof of their presence. This can include:

    • Face Matching Validation:The submitted selfie is compared to the photo registered during onboarding. A mismatch may automatically mark the attendance record as invalid.
    • Liveness Detection:To prevent fraud (e.g., using a printed photo or a screen image), a liveness check ensures the selfie is taken live in real-time. This prevents others from clocking in on someone’s behalf.
    These photo validations can be enabled independently or together, based on the security requirements of the client.

    📍 2. Geolocation Validation

    Attendance can also be validated based on the employee’s physical GPS location:

    • If the employee is assigned a specific work location, the system can verify whether the check-in/out was performed within the permitted area.
    • If remote work or mobile roles are allowed, this check can be disabled.

    When enabled, attempts to record attendance outside of the allowed area can be blocked automatically.

    🏷️ 3. Attendance Tagging

    Attendance records can be tagged with status indicators such as:

    • Late Check-in
    • Early Check-out
    • WFH
    • Business Trip

    These tags are typically used by companies with strict attendance policies and can impact payroll or performance evaluations.

    ⏰ 4. Strict Time Windows & Minimum Working Hours

    Clients may enforce:

    • Strict Check-in Time WindowsEmployees are only allowed to check in during a specific time range. Attempts outside this window will be blocked.
    • Minimum Working DurationEmployees may be required to work a minimum number of hours (e.g., 8 hours) before being allowed to check out.

    This is commonly used to ensure compliance with labor regulations or internal company standards.

    🔄 5. Exception Handling (Schedule or Location Changes)

    For dynamic field operations, employees might need to:

    • Request a change in their scheduled working time
    • Request a temporary location change

    These exceptions can be enabled or restricted by the client. If allowed, employees may need to submit a request, often with supporting details or evidence.

    ✅ 6. Approval Workflow

    Each schema (photo, location, time, etc.) can be paired with an approval process:

    • Clients can choose to automatically approve records that meet all validation rules.
    • Alternatively, they can require manual approval for some or all attendance records, allowing supervisors or HR to verify and approve entries post-submission.