What the Administrator needs to know

Attendance 2.0 is a structured overview that addresses the most common issues in attendance tracking.
With Attendance 2.0, everyone always has a clear picture — no hidden balances, missing breaks, unresolved errors, or endless disputes.

Content:

1. Attendance settings
   • General settings
   • Departures
   • Terminals
   • Attendance cards
2. Attendance overview
   • My attendance
     • Attendance in a detail
   • Team attendance
     • Approving attendance events
     • Attendance filtering
     • Integration of absences into attendance
3. Approval and locking of the attendance
4. Reports and attendance data 

Attendance settings

The settings consist of four sections:

1. General Settinga nastavení
2. Departures
3. Terminals
4. Attendance Cards 

General Settings

Within General Settings, you can define, for example, whether you want automatic lunch breaks in attendance, who is responsible for closing attendance, or whether users are allowed to edit their attendance records.

Changes

Here, you can allow users to edit their own attendance. You can enable this globally for everyone or select only specific users or teams to grant these permissions.

If you allow users to edit their attendance, you can still require approval for every edit. This way, managers or attendance approvers keep full control over all changes.

Important!
The approver is automatically the team manager or a user with the 'Attendance timesheet approver' role. These roles are configured in the Teams section. 

Closing timesheets

If you want to approve and lock attendance every month, the 'Closing timesheets' section allows you to set this up exactly as needed. Attendance will then be approved by the attendance approvers defined in the Teams section.

As part of the approval process, you can set the time window during which approval is possible, as well as automatic reminders for all approvers.

Automatic breaks

Linking Absences and Activites

In the Connections section, you can see an overview of everything that is connected to attendance. However, the actual setup needs to be done directly in Departures Settings and Activity Settings.

Absence connections

You can link all absences of the 'at work' type with attendance. Simply go to the Absences connection section, where you can connect individual absences to attendance.

Activities settings

Attendance can also be linked with activities such as Home Office and Business Trip.
You can enable this connection in Settings > Activities, where you turn on attendance linking for the relevant Home Office or Business Trip activities.

Departures

For each departure type, you can configure the following:

• Departure name and its translation (so it is displayed in the language the user uses in Sloneek)

• Type – whether it should be counted as working time or not

• Absence connection – here you can link any absence of the 'at work' type

• Visibility – in which interface the departure type should be available

Terminals

If you use terminals for attendance tracking, you can configure them in this section.
Add an entry here for each location where a terminal is installed.

For each terminal, you can configure the following:

• Terminal name

• Terminal location – link it to one of the locations defined in Settings > Locations

• Login code – this code is automatically generated and used for the initial terminal login

• Lock/Unlock code – set your own code that will be used to lock or unlock the terminal

• Active – check this option for every terminal you intend to use

You then log in to the terminal itself on the terminal page: app.sloneek.com/terminal-v2/terminal-login

Attendance cards

Once the terminal is set up, all that’s left is to assign card or chip numbers to each user.

In the 'Attendance Cards' section, you will see a complete list of users, where you can easily assign their card numbers. The card number can also be entered directly in the user’s profile.

Attendance Overview

My attendance

Attendance in a detail

Team Attendance

Approving attendance events

In the color-coded overview, you can see a daily breakdown for each selected user. Events displayed with hatching indicate that they are pending approval by a manager or an attendance approver.

Attendance Filtering

In attendance, you can apply filters to display only:

• absences at work

• attendance errors

• requests pending approval

• working days (hide non-working days)

Integration of Absences into Attendance

If a user has vacation or another absence under 'free' type entered for a given day, the attendance overview will clearly show that the user is not working on that day. This event is marked in grey in attendance.

If the user still records attendance despite this, it will be clearly highlighted in color so you are aware of the event if it should not be there.
Time off absences are not shortened or overwritten by recorded attendance in any way.

If a user enters an absence of the 'at work' type, such as a doctor’s appointment, this event is also clearly linked to attendance and is marked in purple. Once the user clocks in after returning, and the return time overlaps with the recorded absence, the absence is automatically adjusted according to the actual return time.

Approval and Locking of Attendance

At the end of each month, attendance is approved and then locked.

To be able to lock and approve the attendance, all unresolved items and errors have to be resolved first.

The only item that can be accepted without correction is a negative balance. All other errors (such as a missing clock-out, invalid segments, overlaps, etc.) must be resolved by the team manager before the system allows the month to be closed. If the manager decides to 'accept the error as is', they must:

• open the affected segment using the edit icon,

• save it again without making any changes.

This explicitly confirms the segment in the system and allows it to be considered resolved for the purpose of closing the month.

Reports and Attendance Data

All data from Attendance 2.0 is available exclusively in the Custom Reports section. This includes, for example, preconfigured reports such as Summary of time worked by clock-ins and clock-outs, Overview of clock-ins and clock-outs and Complex Payroll Report, or you can create your own custom report with the data you need.

You can find more information about working with custom reports HERE.

Attendance 2.0 is the next generation of attendance tracking in Sloneek. To ensure a safe transition without unnecessary surprises, the old and new attendance systems will run in parallel for a period of time. This gives both administrators and employees enough space to adapt and verify that everything works as expected.

Below you’ll find an overview of what happens after the new attendance is enabled, what is migrated automatically, and the recommended transition approach.

Parallel run of old and new attendance

The old attendance and Attendance 2.0 will run side by side for at least several months.

Clients can use this period to:

• test the new attendance,

• verify data, reports, and processes,

• prepare employees for the change.

The old attendance will be sunset (switched off) later. We will inform you about this step well in advance.

Recommended transition approach (best practice)

We strongly recommend a controlled transition, not a company-wide jump into the unknown:

1. Select one pilot team.

2. Enable Attendance 2.0 for this team and run it as a pilot for at least one month.

3. Verify:

   • that the numbers in reports match,

   • that employees understand the new interface,

   • that approvals and roles work as expected.

4. After a successful pilot:

   • roll out Attendance 2.0 to additional teams,

   • optionally switch off the old attendance.

This approach significantly reduces the risk of end-of-month chaos.

Terminals: transition to the new terminal

Once Attendance 2.0 is enabled:

• The old terminal page (app.sloneek.com/terminal) remains functional, but:

  • a persistent notice about the new version appears on the locked screen and login screen,

  • a “Open new terminal” button is displayed in the footer, opening the new terminal in the same browser.

• The new terminal supports the last 4 versions of modern browsers (so keep your browser up to date).

• Terminal settings:

  • the terminal name and location are reused automatically,

  • new login PINs must be created again in the application interface (Settings / Terminals).

• Hardware for terminals (card readers, cards, etc.) does not change. Hardware requirements and supported standards stay the same as outlined in this article: Attendance Terminal — Accessories and Standards (the existing card readers and access cards continue to work).

Admins don’t need to recreate terminals manually, only complete the security setup.

Migration of active events at switch time

When the HR admin switches off the old attendance:

• all active events in the old attendance:

  • are automatically closed,

  • if needed, must be recreated in Attendance 2.0.
    For this reason, we recommend scheduling the switch for the first day of the month to minimize administrative overhead.

• Calendars and reports from the old attendance:

  • remain available,

  • display a notice that the company is using the new attendance,

  • contain historical data only from the old attendance.

Home page and attendance actions

The behavior of the home page depends on the module status:

New attendance disabled

• Only the original attendance buttons are shown.

New attendance enabled

• Both options are shown:

  • old attendance,

  • new attendance buttons and widgets.

Old attendance disabled

• Only the new attendance is shown.

This allows a smooth transition without employees losing the ability to track attendance.

New role: Attendance timesheet approver

A new team role, Attendance timesheet approver, is introduced. It can be assigned to people responsible for approving attendance at the end of the month.

After enabling this feature:

• team managers are automatically assigned to this role,

• the HR admin is informed about this behavior.

Additional approvers can be:

• added manually in team settings,

• combined according to company needs.

The role is visible in the team overview and is fully auditable.

Migration of departure events

After enabling the new attendance, the following are migrated automatically:

• departure types (lunch break, break, errands, end of shift, etc.),

• their configurations and rules.

No manual action from the admin is required.

Reports: important notice

• New reports contain only data from Attendance 2.0.

• Old reports contain only data from the old attendance.

• The data is not mixed.

This is especially important for:

• payroll checks,

• historical comparisons,

• audits.

Summary

• Attendance 2.0 and the old attendance will run temporarily in parallel.

• We recommend a pilot rollout with one team.

• Terminals, departure types, and roles are migrated automatically.

• New PIN codes must be set for terminals.

• Reports remain strictly separated by attendance type.

• The goal is a controlled, calm transition without outages or surprises.

We know how much time and energy gets lost in fixing attendance mistakes, reconciling missing records, and dealing with the current attendance that don’t fit all your needs. That’s why we’re excited to introduce that we are working on brand new Attendance 2.0 - a complete redesign of attendance tracking that’s flexible, transparent, and built to reduce HR admin and managers overhead.

📅 What to Expect

Attendance 2.0 is not just a redesign — it’s a brand-new module that introduces a structured workflow to solve the most common challenges in attendance tracking. With Attendance 2.0, everyone will always know where they stand – no more hidden balances, missing breaks, unresolved errors, or endless back-and-forth.

Key benefits you can expect:

• 🍲Automatic lunch breaks - enable predefined rules to save time and ensure consistency

• 📊 Attendance widget - see all key data in one place, right from your dashboard

• 🕒 Worked hours vs. target – instantly track daily and monthly progress

• ➕ Overtime visibility – clear balance against required work hours

• 🏖️ Absences integrated – just schedule a doctor appointment in the absences and it will be automatically reflected in the attendance, checking your actual return and updating it accordingly

• 👥 Team attendance dashboard – managers get progress tracking and error highlights at a glance

• ✅ Approval workflow – at the end of each month, attendance will be subject to an approval and will be locked to any more changes

• ✏️ Simple editing – correct mistakes or add forgotten records easily

See below a few examples of what you can expect from Attendance 2.0.* For more information, do not hesitate to reach out to us! 

*The final version and UX of our new Attendance module can differ from the screenshots.

Do you want to actively monitor your employees' attendance, but you're unsure whether to go with classic time clocking systems or let employees log their worked hours as Activities?

Let’s take a look together at the differences between these two types of attendance tracking, to help make your decision as simple as possible.

Clocking In/Out

Tracking arrivals and departures is a typical form of attendance monitoring. Employees “clock in” when they arrive at work and “clock out” when they go on a lunch break or at the end of their shift. In Sloneek, this type of attendance can be recorded directly through the web interface, mobile app, or you can even get a terminal (learn more about terminals here).

Specifics of this type of attendance tracking:

• Employees only need to press a button or tap a chip/card, so it’s quick and easy for them

• They can only clock in at the actual time, meaning they cannot log attendance in the past or future — you’ll see the real time they spent at work

• You can set a location where employees are allowed to clock in, and the report will show whether they were in that location (Note: the system still allows them to clock in even if they are not physically there)

• If they forget to log their attendance, an admin or manager must manually add it for them

• Lunch breaks or any other breaks must be manually entered

Activities

Activities and Time Tracking are often associated with project work reporting. However, Activities can just as easily be used for basic attendance tracking.

Specifics of tracking attendance through Activities:

• Entries can be added retroactively, in real-time, or even in advance

• You can define various types of activities or shifts — whether linked to project tasks or general work duties (e.g., administration, content creation...) or used as morning/night shifts, overtime, etc.

Do you have a new terminal and need help setting it up? Read on.👇

How to set up terminal step-by-step (iiyama example)

The appearance of the terminal after it is switched on:

Click on the small arrow to access the menu:

Let's go to the settings:

Click through to the Network & Internet  section:

We will enable Wi-fi:

Now click on Wi-fi again to connect to a specific network:

Select the desired Wi-fi and enter its password:

Click on the small arrow again to get to the menu:

Launch Chrome, where the terminal works best:

In the URL line, type terminal.sloneek.com to log in to the terminal:

And we are already loading the Sloneek app 😊:

We choose a language:

Click on Sign in with a code and enter the login code you previously set up in the app under Settings / Terminals:

We have everything ready to load contactless cards. For easier manipulation with the terminal we can expand the whole window:

When connecting a USB card reader, it is better to disable the software keyboard. Therefore, first swipe the screen downwards:

And then click the small toggle next to Show virtual keyboard to turn off the keyboard:

If we want to take photos of employees as they arrive and leave the workplace, we must allow this option:

Finally, a demonstration of the terminal on a VESA stand:

We wish you successful use and if you have any problems, please contact our team. 🙂

Track the arrivals and departures of your employees. This is a standard attendance system.

Attendance event codebook

The events that users record through Attendance are configurable in the attendance dials available in Company Settings / Attendance Events.

What you will set up:

• event name, or the language variant of the event name for all available languages. This allows you to configure attendance to speak to foreign workers in their language (the whole application is of course available in several languages).

• activate/deactivate an event - If an event is inactive, it will not be visible when you select the event.

• end of shift marking - An event marked with this flag will be treated as an end of shift

• event type - there are only 2 types

  • At work - The event is related to a work activity ( at the workplace, errand, business trip, customer visit, etc.)

  • Not working - The event refers to non-work activity (end of shift, work interruption, lunch, etc.)

• colour - To better distinguish between the different attendance events, you can change the colors of the buttons that users use to log into attendance. Attendance events in the calendar view will be coloured in the same way.

After setting up the event, don't forget to  your work.

In the Clock-in / out calendar, you can turn on the "custom" colour selection. When activated, the events will be displayed in the colour scheme you define.

Setting up locations

You enter locations in Settings /  Locations.

Locations are physical addresses that are paired with attendance events. If a user enters an arrival or departure within the geographic radius defined in a location, the attendance event is attributed to that location. In the reporting of attendance events, it appears as the name of the location (e.g. Office Prague). If the user logs into the system at a location that does not match the locations entered in Sloneek, it will appear in the report as "off-site" identification.

Because the location is tied to GPS, the user's location may not be accurate at the time of detection if the user is, for example, in a large building, in an underground car park or even in the subway. This needs to be taken into account when setting the distance tolerance of individual company locations.

The app needs user consent to access GPS locations for proper functionality.

Setting up attendance identification cards

When using attendance terminals, employees are assigned identification cards, both by editing the user profile and through the attendance card report.

The pairing of a user to his/her attendance card (or chip, sticker,...) is done by Admin via the Settings section. The card can be assigned to an employee either

• by editing the employee's user profile, or
• via the report Cards (Settings / Attendance Cards).

Editing a user's profile

In the Users / Management click on edit User and set, change or remove the user's attendance card ID in their profile.

Click in the field to enter the card/chip. Attach the chip and the number will automatically be entered in the field. 

Settings via the Cards tab

If you need to change cards for multiple users at once, the best way to do this is to use the report in Settings / Attendance Cards. In the table, the card ID field is directly editable. Just double click on it, change it and click outside the field. The change will be saved immediately.

To automatically enter the card number, click in the card/chip entry field. Attach the chip and the number is automatically entered in the field. It is also automatically saved.

Change card

The administrator can change the user's card at any time. To change a user's card, follow the procedure described above.

Setting up the attendance terminal

Sloneek's attendance recording terminal is a Thin Client, which can run virtually any operating system and has Google Chrome installed on it. 

The terminal is logged in using a unique terminal code that lets the application know which terminal it is, and which company and location it belongs to.

All attendance operations, such as entering arrivals and departures, filling in missing departures, and possibly saving the photo taken when recording arrivals and departures, are instantly synchronized with the Sloneek server.

If the terminal is disconnected from the Internet, a warning message is displayed and the terminal stops recording attendance events until the connection is restored. An entry is made in the audit log about the event.

For setting up a new terminal in the application, go to the section Settings / Attendance Terminals. Here you have an overview of all existing terminals in your company. You can edit them and of course add a new one by clicking on the "Add".

Enter the name of the terminal, which will then appear, among other things, on its screen visible to all users who go to take attendance. Select a location from the already created location dials (Settings / Locations). Enter the PIN for logging out of the terminal and the unique PIN for logging in.

More detailed guide to set up your terminal can be found here.

Click on the specific attendance event in the attendance calendar (or integrated calendar). The right sidebar will appear.

When you click on the pencil icon, editing options appear. To edit, SAVE.

If you need to retroactively add/enter an attendance event such as a lunch break or departure, click on the New Segment button in the calendar.

This operation can be performed in the Calendar either by a user with the Manager role for their team or by a user with the Admin role for anyone who has the Arrivals and departures module activated

What is a segment

A segment is a logical unit bounded by a beginning and an end. Start = clock-in, End = clock-out. An exit can be of type At work - for example, an errand where time worked continues to count, or Away - leaving and time worked stops counting.

You insert a segment from the clock-in / out calendar.

There are two types of attendance, negative and active attendance.

Negative attendance

In the case of negative attendance, the user is assigned working hours and does not record clock-in and clock-out, the time worked is counted automatically. The working time determines when the user is working (can be defined and set according to specific needs, either on a weekly or yearly basis). You can learn all about working hours and how to set them here.

You can also set up automatic lunch breaks within the negative attendance.

Active attendance

Active attendance uses clock-in and clock-out, which the user enters in the app. The number of hours worked is therefore dependent on when the user checks in and then checks out.

How to do it? By clicking on Clock-in, which is visible on the main dashboard at the top right corner in the app. Once the user clocks-in, the working hours start to count. The moment the user leaves work, they click Clock-out. Here, however, you need to select the attendance event, i.e. why the user is ending the attendance and where they are leaving (ending a work shift, going to the doctor, going to lunch, etc.).

An important part of active attendance is absence, and how to correctly enter the clock-in and clock-out when the user is absent. For better understanding, let's briefly recall the two general categories of absences:

• Free time = absence when the user is away from work (e.g. holiday) and the time not worked reduces the total time worked
• At work = in this case, the user is away from work but the time not worked does not affect/reduce the total time worked (e.g. doctor, sick day, wellness day..)

Now, it is crucial to know that Clock-in and Clock-out and Absences are not directly linked, which is why it is important to know how to enter this information into the application correctly. 

Absence, whatever type, is entered by the user by creating it through the New Absence button, for more information and detailed description refer here.

Once the user has entered the absence, we move on to Clock-in and Clock-out, where the process is as follows:

• For absences of the type FREE TIME - the user does not enter the clock-in or clock-out, as the last clock-out will be made the day the day before the holiday when the user leaves work and the following clock-in will be entered by them once they are back from holidays
• For absence type AT WORK - it is necessary for the user to enter both clock-in and clock-out, even though they will not be at work at that time. Since this type of absence does not affect the time worked, not entering clock-in and clock-out would create a negative balance and the time worked would not be correct at the end of the month. There are two ways to enter it correctly in this case:

1. Even in the user's absence, they log into the application, click check-in and then check-out with the correct reason for leaving, e.g. a doctor, and upon returning to work, clicks check-in as standard.

2.  Admin enters check-in and check-out for the user - this can be done retrospectively.        This action is performed by the admin via inserting a New Segment of the attendace. Go to the Calendars/Clock-in/Out section and click on the New Segment button in the upper right corner.