Attendance 2.0 - FAQ

General

What is Attendance 2.0 and why was it created?

Attendance 2.0 is a complete rebuild of the attendance module across web, terminal, and (soon) mobile. It addresses the main problems of the previous solution: rigid editing, low transparency for employees (no clear monthly balance), and high administrative overhead for HR. 

Migration & coexistence

Will we lose any data during the switch?

No. All existing attendance data is preserved. After migration, new records are created and managed exclusively in Attendance 2.0, the old records can still be found in the old attendance.

Will the old and new attendance run at the same time?

Yes, temporarily. When Attendance 2.0 is enabled:

• the old attendance buttons remain available,

• the new Attendance 2.0 widget is also visible.

This coexistence phase allows a controlled transition.

However, once you switch to the new attendance system, the buttons and widgets from the old attendance system will disappear and only those from the new attendance system will remain visible.

When does the old attendance stop being used?

Only when the HR admin explicitly switches off the old Attendance module. From that moment:

• only Attendance 2.0 is available,

• old home page buttons disappear,

• all new records are created in Attendance 2.0.

What happens to active clock-ins when the old attendance is switched off?

Any active events in the old attendance are automatically:

• closed,

• recreated in Attendance 2.0.

No open shifts are lost.

Can we still see old attendance data after switching it off?

Yes. Calendars and reports for historical data remain available. They are clearly marked as historical, with a notice that the company is now using Attendance 2.0 and new data is recorded there.

Home page & buttons

Why do I see two attendance sections on the home page?

You are in the migration phase. Both old attendance buttons and the Attendance 2.0 widget are shown intentionally. Once the old attendance is switched off, only the Attendance 2.0 widget remains.

Which buttons should employees use during migration?

Employees should gradually move to Attendance 2.0 actions. Both systems work during the transition, but only Attendance 2.0 reflects the new validation, approval, and reporting logic. We strongly recommend to focus on the internal communication towards employees to prevent any confusion.

Dashboard & balances

What balance is shown on the dashboard?

The dashboard shows the month-to-date balance, meaning the difference between expected and worked hours up to the current day.
The full monthly balance is available in the Attendance overview.

Where can I see my full monthly balance and daily breakdown?

In the Attendance section, which provides:

• a day-by-day overview,

• current month-to-date balance,

• total monthly balance.

Using Attendance (employees)

How do I clock in and clock out?

You can clock in and out via:

• Dashboard buttons (Clock-in / Clock-out),

• the Attendance module,

• Terminal (v2).

Clock-in starts a worked-time segment from the current time. Clock-out closes the active worked-time segment.

Why do I see colored blocks in the timeline?

Colors represent different attendance segment types:

• Green – worked time

• Orange – breaks

• Purple – at-work absences (doctor, business errand, etc.)

• Grey – free-time absences (vacation, sick leave)

• Red – error or missing record

• Hatched pattern – pending approval

Can I edit my attendance records?

It depends on company settings:

• If HR enables employee editing, you can propose changes (add, edit, or delete segments).

• If approvals are enabled, your changes remain pending until approved and are locked from further edits in the meantime.

Can I add attendance records for past days?

Yes. You can add segments retrospectively, but:

• they may require approval (depending on settings),

• your manager will be aware of such action.

Do automatic breaks apply to retrospectively added segments?

No. Automatic breaks are applied after the day ends (typically after midnight).
Past segments must have breaks added manually.

Why is a day marked with an error?

Common reasons include:

• an open segment without an end time (missing clock-out) that continues after midnight,

• a missing mandatory lunch break (if enabled),

• unresolved errors or unapproved changes when the timesheet approval period is approaching.

Editing & approvals

Who approves attendance changes?

There are two approval layers:

• Attendance edit approval – approves employee-made edits (typically a manager or Attendance approver).

• Timesheet approval – approves and closes the entire month after it ends (Timesheet approver).

Do I need to assign attendance approvers manually, or is it handled automatically by the manager?

By default, attendance approval is automatically assigned to the team manager.

Attendance approver (approval of attendance edits)

• the team manager is automatically assigned as the approver

• additional or alternative approvers can be assigned in the Teams section

Attendance timesheet approver (approval of monthly timesheets)

• the team manager is automatically assigned as the approver

• additional or alternative approvers can be assigned in the Teams section

You do not need to configure special roles if approvals should be handled by the manager. These roles are only used when you want to delegate approvals to someone other than the manager.

What if both a team manager and an attendance approver are assigned in the same team? Will both receive requests?

Yes. Both will receive approval requests and can approve them.

If neither a team manager nor an attendance approver is available, the request is automatically escalated to the HR admin.

How are managers notified about attendance approvals?

Managers receive notifications via email and/or in-app notifications, similar to absences and activities.
There is currently no centralized “attendance approval inbox”.

Is it possible to close the month if there are unresolved items or errors?

Not all unresolved items are treated the same way.

The only item that can be accepted without correction is a negative balance (saldo).

All other errors (such as missing clock-outs, invalid segments, or overlaps) must be resolved by the team manager before the system allows the month to be closed.

If a manager decides to accept an error as-is, they must:

• open the specific segment using the edit icon,

• save it again without making any changes.

This action explicitly confirms the segment and allows the system to treat it as resolved for the purpose of closing the month.

What happens if my edit is rejected?

The original attendance state is preserved. The proposed change is not applied.

When is a month “closed”?

After timesheet approval. Once closed:

• employees cannot edit that month,

• managers cannot change it,

• HR admins can override approvals and reopen the month if necessary (available in the next update)

Rules & validation

Why did the system automatically split or shorten my segments?

Attendance 2.0 enforces a strict no-overlap rule. When a new segment conflicts with existing ones, the system automatically resolves it so that every minute belongs to exactly one segment. For example:

• adding Lunch inside Work splits the Work segment,

• adding Doctor overlapping Work shortens the Work segment,

• overlapping multiple segments may shorten or remove affected segments.

Can I create overlapping segments?

No. Overlaps are not allowed. Segments that touch at boundaries are fine (e.g. 12:00–13:00 followed by 13:00–17:00). 

The only exception is a Free time absence (e.g. Vacation). If an employee has a Free time absence recorded but decides to work during that time, the absence is not shortened. Instead, the worked time is recorded as a green segment visually overlaid on top of the grey absence block, clearly showing that the employee worked during a scheduled day off.

What if I work past midnight?

Cross-midnight segments are automatically split into two daily segments. Each day is handled independently as a 00:00–24:00 timeline.

Automatic breaks

Why is a lunch break added automatically?

Because HR enabled Automatic breaks. The system adds predefined scheduled breaks based on working hours settings and displays them as orange blocks.

Is the automatic lunch break added during Home office or Business trip?

No. Automatic lunch breaks are not added to activities categorized as Home office or Business trip.

What happens if I manually insert a lunch break?

Manual breaks take priority and will shorten or override the automatic one.

When are automatic breaks applied?

After the day ends, not dynamically during the day. The lunch break is added to the following day, not retrospectively.

How does the automatic lunch break work when returning from lunch?

If automatic lunch breaks are enabled:

• employees do not need to clock out when going for lunch,

• the system inserts the break segment automatically,

• when returning from lunch, employees must clock in so that a new “At work” segment can start.

Without this clock-in, the working segment will not resume.

Absences & activities

What is the difference between “At work” and “Free time” absences?

• At work absences (e.g. Doctor appointment) can be connected to attendance and adjusted through Attendance, depending on settings.

• Free time absences (e.g. Vacation, Sick leave) reduce working hours and appear in the Attendance overview but cannot be edited from Attendance.

How do absences with a fund in days work and how are they calculated?

Absences with a fund in days (e.g. vacation tracked in days) are not directly connected to Attendance in the same way as “At work” absences such as Doctor.

• They are displayed in the Attendance timeline (like vacation),

• they cannot be entered directly from Attendance,

• attendance segments are not shortened or trimmed because of them, even if the employee decides to work on that day,

• they do not affect segment structure, but their hours are still included in “Total hours worked”, so users always see the correct monthly balance (saldo).

Can I edit connected activities (Home office / Business trip) from Attendance?

No. Connected activities cannot be edited through the Attendance module. Time spent on these activities is still counted as worked time.

Can I enter absences outside of working hours from active attendance?

Yes, but only hour-based absences (e.g. Doctor, personal errand). These can be entered outside standard working hours in the same way as today from the Absences.

Other types of absences cannot be entered outside working hours.

Terminal (Attendance Terminal v2)

Do we use the old terminal?

No. Attendance 2.0 uses a new terminal (Terminal v2) with updated logic and improved audit tracking. When Attendance 2.0 is enabled, the old terminal shows a clear message with a button linking to the new terminal.

Do we need to reconfigure terminals from scratch?

No. Existing terminal settings (name, location) are reused or mapped automatically. New login PINs will be automatically created by Sloneek for the new terminal.

How do users log into the terminal?

• Initial login: unique 6-digit PIN or master card

• Lock/unlock: unique 4-digit PIN per terminal within the company

Managers & teams

What does a manager see for their team?

A dedicated view showing:

• current attendance,

• worked time,

• absences,

• Home office and Business trip.

Can managers edit attendance for their team?

Yes. Manager edits are automatically approved.

Reporting (Custom Reports v1.1)

Can we report on Attendance 2.0 data in Custom Reports?

Yes. Custom Reports v1.1 adds an Attendance data source, supports XLSX export, and includes UI improvements such as frozen name columns and better filtering for missing versus available data.

Why do I not see some data in reports?

Usually because:

• the data is not available (e.g. no terminal photo captured),

• the record is pending approval,

• or filters are hiding rows with missing data.