Auto attendance marks the attendance for the Employees assigned to a shift based on records in the 'Employee Checkin' Document and the Auto Attendance Settings of that shift.
Note: Shift Type needs to be set up and assigned to Employees before creating 'Employee Checkin' records. Attendance will be marked by Auto Attendance only for check-in records that are created after setting up and assigning an Employee to their shift type.
You can set up Auto Attendance by following the steps mentioned below:
To be able to mark attendance from a list of Check-in/Check-out logs, you need to set up shifts that have the "Enable Auto Attendance" field enabled. Once you enable this option, you will be able to see an "Auto Attendance Settings" section. Please fill this section as per your requirements for that shift.
Please refer to the following link to know more about each field in the Auto Attendance settings section: Auto Attendance Settings
Once you have set up a shift, you will have to assign this to the employees.
You can assign this to an employee by either of the two methods:
You can use the Shift Assignment to assign shifts to employees on a date to date basis.
2. Using the Default Shift field in the employee
Sometimes you would want to assign a shift for an employee for all the days.
You can do this by setting the following field in the Employee:
Employee > ATTENDANCE AND LEAVE DETAILS > Default Shift
Note: Setting Shift Assignment takes precedence over the default shift. i.e. When the default shift is set, that shift is taken as the employee shift for all days without a Shift Assignment.
Biometric systems usually have their own IDs for employees. But, the Employee Checkin in OneOfficeERP needs to be mapped to an employee.
To map the employee to their IDs in the Biometric system you need to set the following field with the appropriate value:
Employee > ATTENDANCE AND LEAVE DETAILS > Attendance Device ID (Biometric/RF tag ID)
Once you are done with the above steps you can now import the Employee Checkin and start generating attendance automatically.
Please refer to this article to know more about importing Employee Checkin from an external system: Integrating OneOfficeERP With Biometric Attendance Devices
Consider a Morning Shift:
So the "Actual Start Time" of the shift = Start Time - Begin check-in before shift start time = 07:00:00
The "Actual End Time" of the shift = End Time + Allow check-out after shift end time = 12:30:00.
Auto Attendance for every 'Shift Type' record is attempted to be marked every hour. You can also trigger the auto attendance manually for a single shift type by pressing the 'Mark Auto Attendance' button in the Shift Type document.
Once the "Last Sync of Checkin" passes the shift's actual end time, all the employee checkins for that shift are processed for marking attendance.
For eg: Consider a Morning Shift:
So the "Actual Start Time" of the shift is 07:00:00 and the actual end time of the shift is 12:30:00.
Once the "Last Sync of Checkin" timestamp passes 12:30:00, it indicates that all possible checkin records for that particular shift have been synced/captured and this is when attendance marking is attempted.
The shift of an Employee on a particular date is determined by the following steps:
Holiday List for an employee is determined as follows:
Note: The Holiday List is important to be determined correctly by the Auto Attendance to not mark the employee as 'Absent' on holidays.
This is determined by 2 fields in the Shift Type set up:
It has been explained in detail over here.