Web Time Clock and Attendance Management

  1. Overview
    • HR.my Attendance Management is made easy with the integration of free Time Clock and Field Check-In, where employees could easily punch in or punch out through their Employee Web Accounts. Nevertheless, using the Time Clock is not mandatory, and you are free to enter employees' attendance in Attendance Management manually.
    • Time Clock and Field Check-In are features that you may use independently, which means it is not compulsory for you to use both features together. Both features support Geolocation and Selfie for better tracking and security purpose.
    • Time Clock is used for daily employee attendance management purpose. For instance, when an employee reports to work, he/ she clocks in and when the employee is about to leave, he/ she clocks out.
    • Field Check-In, on the other hand, is a feature that enables you to track your mobile workforce with ease. For instance, you may have sales people that are doing outside sales. When the sales people are visiting clients, you may request them to check in regularly, such as on every new client visit. Find out more about using Field Check-In to track mobile workforce below.
    • In the event that you have already had an in-house Time Clock or Biometric Attendance System, you may still want to import your Time Clock data into your Employer account. Doing so will save you a good deal of effort of routinely having to convert raw Time Clock data into insightful attendance reports. Additionally, your employees will also be able to check their attendance records from their web accounts, which makes the attendance management more transparent and efficient.
    • Since Time Clock tracks employee clock-in and clock-out times, it is very important that you have updated your Employer Time Zone Setting correctly. You may do so via Employer ❯ Setting » General » Time Zone.
  2. Geolocation and Selfie
    • Geolocation is a feature that captures the latitude and longitude of an employee's location when he/ she performs clocking. When Geolocation data is available, you may easily locate the employee's position on map services such as Google Maps. You may check an employee's location on Google Maps by clicking at the Geolocation link in Attendance ❯ Management.
    • Selfie is mainly used to prevent Buddy Punching. You may view an employee's Selfie by clicking at the Selfie link in Attendance ❯ Management.
    • You could customize both Geolocation and Selfie options for Time Clock via Attendance ❯ Setting. The default setting for both Geolocation and Selfie for Time Clock is Optional.
    • Since Field Check-In is used for tracking mobile workforce, as a result, both Geolocation and Selfie are mandatory. Both Geolocation and Selfie are viewable via Attendance ❯ Field Check-In.
  3. Web Clock In and Clock Out by Employee
    • As an employee, you may sign into your Employee Web Account, then perform clock-in or clock-out via Home » Time Clock. A Time Clock window will be shown with the proper action, i.e. Check In or Check Out, depending on the employee's Last Check-In or Last Check-Out state.
    • When an employee is clocking in or out, he/ she may leave a note in the Remark field.
    • For usual 9 to 5 work session, just leave "Today" selected in the date field. Check out more for clocking out overnight in the section below.
    • Together with the clock-in/ clock-out time, the IP Address from where an employee performs the action will also be captured.
    • An employee can always check his/ her current month (or any other month's) attendance records via Attendance ❯ Time Clock in his/ her Employee Web Account.
  4. Overnight Clocking for Night Shifters
    • When an employee attends night shift (such as a shift that starts at 2018-01-18 22:00:00 and ends at 2018-01-19 04:00:00):
      • When he/ she first clocks in at 2018-01-18 22:00:00, he/ she will just clock in as usual with "Today" selected in the date field (i.e. 2018-01-18).
      • However, when the employee is clocking out overnight, he/ she will be presented with an additional option in the date field of the Time Clock window, which is last night's date (i.e. 2018-01-18) besides "Today" (i.e. 2018-01-19).
      • For this example, the night shift employee will need to make sure that last night's date (i.e. 2018-01-18) is selected, otherwise his/ her clocking will start a new day instead.
    • By default, within 12 hours from the first clock-in, HR.my will automatically select last night's date for overnight clocking. An employee is free to change the date field option, particularly if there is a need to start the work session for a new day.
    • Once a new day clocking is started, an employee will not be able to clock for last night any more without the intervention of HR.my Administrator.
  5. Attendance Tracking
    • If you add a new employee attendance record manually via Attendance ❯ Management, it will first appear as "Absent" until you manually clock in for him/ her.
    • Similar to employee web clock-in, once you have added a clock-in for an employee manually, his/ her status will change to "IN" to indicate that the employee is currently clocked in.
    • When an employee clocks out, or if you add a last clock out record to the employee, his/ her status will be updated to "Present" for that particular day.
    • When you are adding employee clock-in/ clock-out records in the Employer account, your role will also be recorded, so that it is very easy to discern if a time record is clocked by an employee, or by HR.my Manager.
    • The work duration will be automatically calculated based on the difference between the First Check-In and the Last Check-Out.
  6. Employee Forgetting to Clock In or Clock Out
    • It is quite common that employees may forget to clock in or clock out at times. When this happens:
      1. Should an employee forget to clock out last night, when he/ she arrives at work the next morning, he/ she may have 2 options depending on the time elapsed since his/ her first clock-in on the previous day. If it is within 24 hours from the first clock-in, then the employee would still be able to perform a clock-out (an incorrect record though), or to clock in for the new day. The attendance of previous day will continue to show as "IN" for the day that the employee forgets to clock out, until a clock-out record is added by HR.my Administrator or HR.my Manager.
      2. Should an employee forget to clock in on any day, when he/ she is about to leave, he/ she cannot perform clock-out by then as he/ she is not previously clocked in.
      3. In either case, the employee will need to request HR.my Administrator or HR.my Manager to perform a manual clock-out/ clock-in for him/ her on the day when clock-out/ clock-in is forgotten.
  7. Using Field Check-In to Track Mobile Workforce
    • Field Check-In is designed to help Employers to track mobile workforce with ease. You may have the need to manage outside-sales people, field service agents etc in your organization. One of the commonly faced problem is knowing or verifying the whereabouts of the mobile workforce at certain moments, particularly when they claim to be present at locations that are highly dubious. In this case, you may request them to check in regularly, such as on every new client visit, or on certain time intervals.
    • To perform a Field Check-In, just click at Home » Field Check-In. Wait until your web browser successfully retrieves current Geolocation info, then the Check In button will be enabled for clicking.
    • Unlike the Time Clock window, the button in the Field Check-In window will always show as Check In, as this is the only action required.
    • HR.my provides a Field Check-In report that is accessible to both Employer and Employees to check the location maps and selfies of your mobile workforce. If you are accessing this report as an employee, you will be able to view your own Field Check-In records, plus your team members' if you are either a Line Manager, Head of Department or Head of Branch.
  8. Attendance Management Setting
    • Duration Calculation
      • For each Attendance record, HR.my will automatically calculate the duration of work for each day. There are 2 available options for the determination of work duration:
        1. Full Duration between First Check-In and Last Check-Out, with optional break time automatically added after certain amount of time. You may also manually adjust the break time of each attendance record with this option.
        2. Actual Duration for Valid Check-In and Check-Out Pairs. Break time adjustment is not allowed and break time will always be zero with this option.
      • You are free to change the Duration Calculation Preference via Attendance ❯ Setting » Duration Calculation. However, the change of Duration Calculation Preference will only affect newly created Attendance records, i.e. if an Attendance record has already been created (such as by employee clock-in), subsequent clock-in or out will still use the same Duration Calculation Preference when the Attendance record is created.
      • If you decide to go with the option of Actual Duration for Valid Check-In and Check-Out Pairs, due care must be exercised when you are manually adding Time Clock records via Attendance ❯ Management. All Time Clock records manually added must follow ascending time order, i.e. earlier time must be added first prior to later time. Otherwise the work duration will not be properly calculated. The same applies to importing Time Clock records under this option.
    • Time Clock
      • HR.my Attendance Management supports the option to capture either or both of Geolocation and Selfie when an employee clocks in or clocks out. You may change the option for Geolocation and Selfie separately according to your needs:
        1. Not Required
          Geolocation or Selfie will not be captured.
        2. Optional
          This is the default option. This option allows your employees to decide if they want to submit Geolocation or Selfie when they perform the clocking. They could turn of their web browser's Geolocation and Camera access if they wish, and their attendance record will be submitted without the corresponding Geolocation or Selfie data.

          For Geolocation, accuracy depends on several factors, one of them is the weather condition. Accuracy worse than 100 KM will not be accepted for Optional setting.
        3. Mandatory
          If this option is selected, then the attendance record MUST be submitted together with Geolocation or Selfie. If the employee turns of web browser's access for Geolocation and Camera, he/ she will not be able to clock in or clock out. Additionally, if the web browser does not retrieve Geolocation information successfully, he/ she will not be able to clock in or clock out as well.

          For Geolocation, accuracy depends on several factors, one of them is the weather condition. Accuracy worse than 10 KM will not be accepted for Mandatory setting.
  9. Overtime, Undertime and Tardiness Tracking
    • If your organization tracks employee Overtime, Undertime or Tardiness, you may customize your settings via Attendance ❯ Workday.
    • Overtime could be tracked for workdays, rest days and public holidays. You will be able to check employee Overtime via Attendance ❯ Management, a blue color or positive value in the "Overtime (Hours)" column indicates extra hours worked.
    • Undertime is only tracked for workdays. Undertime tracks employees who have not worked sufficient hours for a workday. This may be due to late coming to work, or leaving the work earlier than allowed. You will be able to check employee Undertime via Attendance ❯ Management, a red color or negative value in the "Overtime (Hours)" column indicates insufficient hours worked.
    • Tardiness is only tracked for workdays. You will also need to specify Start time for workdays in order to track Tardiness. If the Start time of a workday is not set, Tardiness for that particular workday will not be tracked. You will be able to check employee Tardiness via Attendance ❯ Management, a red color "First Check In" value indicates reporting to work late.
    • The work duration for Overtime and Undertime cut-off points is Actual Work Duration (i.e. after taking into consideration of Break Time).