What the Administrator needs to know

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.