What the team Manager needs to know

  • Attendance 2.0 and My Team Management

    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.

    Team Attendance

    In the 'Team' section, you can view the attendance of other users.
    As a team manager, you can select either the entire team or only specific users.

    Attendance in a detail

    The attendance dashboard provides a color-coded overview of all events for the selected month, broken down by individual days. Simply hover over a specific day and color to see what type of event it represents and the time range during which it occurred.

    The exclamation mark icon indicates that there is an inconsistency or an unusual segment in the attendance record, such as an unfinished shift.

    Each attendance day is bounded by the working hours defined in your work contract. This makes it easy to see whether attendance exceeded the working hours or, conversely, whether the required working time was not completed on a given day.

     

    Additionally, attendance always shows indicators of the current time, the exact time point you are currently viewing in the dashboard, and what the current time is.

    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.

    After clicking on a specific event, a detail panel appears on the right showing the selected user and a detailed summary for that day. Here, you can approve or reject the event that is pending approval.

    To approve or reject an event, simply click the stamp icon.

    If a user is allowed to edit or add to their attendance, all changes they make must also be approved in attendance 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.

    Let’s look at an example:

    A user enters a doctor’s appointment from 9:00 to 11:00. However, they return at 12:00 and clock in at that time. To ensure the attendance reflects reality, the absence is automatically recalculated and updated to end at 12:00, and it is sent to the manager or attendance approver for approval again with the new recorded 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 yourself (team manager) before the system allows the month to be closed. If you decide to 'accept the error as is', you 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.

     

    Do you have more questions? Visit the Attendance 2.0 FAQ, where you’ll find answers to many common questions.

     

     

     

     

     

     

     

     


     

  • Edit team Clock-in / out

    If you need to edit an attendance event that has already been entered by a user, click on the specific attendance event in the Clock-in / out calendar (or general overview calendar). The right sidebar will appear.

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

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    You must have ADMIN permission to edit any attendance event. Managers and Clock-in / out Managers can only edit events in their team.


    In case you need to  ADD/INSERT an attendance event, use the insert new SEGMENT function to do so.

    This operation can be performed in the CALENDAR by a user with the Manager role for their team, by a user with the Clock-in / out Manager team role or by a user with the Admin role for anyone who has the Clock-in / out 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.

    Inserting a segment can only be done backwards, not forwards, this would break continuity.

    It is not possible to insert a segment into an ongoing segment. It would break the segment.

     

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

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  • Manager's view of team clock-in / out

    The difference between the view of the ordinary user and the manager is the manager's ability to to view the data of the people in the team teams where he/she is designated as the manager.

    In the calendar view, this is done by selecting specific attendance events and selecting specific users whose data he wants to see.

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    Like a user, a manager has the ability to add a message to a specific event. In addition, he has permission to edit clock-in / out.

     

    To enable the overview of all subordinates' data in the attendance reports, he activates the All Users view   report_button  . The data of all users that the manager has under his/her management (=is assigned as manager in their team(s)) will be displayed. The data of other users will not be visible.