Attendance & punching

1. Where your attendance comes from

Two clocks feed one record. Whichever you use, the day ends up as a single row with your first in-time, your last out-time, your hours and a status.

• The biometric device at the office door. Punches are read from the device automatically — nobody exports a file, and you do not need to do anything for them to arrive.
• Your phone, through the Punch In / Out page. Used when you work at a site with no device, or when your company has chosen phone punching for your role.

Because both go into the same record, punching on the device in the morning and on your phone in the evening still produces one correct day.

2. Punching from your phone

Open Punch In / Out from your home page. The page is built for a phone held in one hand, and shows four things: who you are, your work site, a live camera preview, and one big button.

1. Check the work site line

   It names the site you are assigned to and how far away you are right now. When you are close enough it reads inside the site. If your work station has no boundary set, it says so and you may punch from anywhere.

2. Allow location and camera when the browser asks

   The first time, your browser asks permission for both. Both are needed: location proves where the punch happened, and the photo proves who made it. If you refuse, the punch cannot be verified.

3. Look at the camera

   The preview is a live camera only — there is deliberately no option to choose a photo from your gallery, so an old picture cannot be used in place of you.

4. Press the big button

   It reads CHECK IN at the start of your day and CHECK OUT afterwards; the system knows which one you need next, so you cannot accidentally check in twice.

5. Confirm it registered

   Your in-time, out-time and status update on the same page, and the punch appears in the list below with the time and the site.

What the distance reading means

The distance shown on the page is advisory — a helpful indication while you are walking in. The decision is always made on the server when you punch, using the location your phone reports at that moment. A punch that looks close on screen can still be recorded as outside the boundary if your phone's GPS was inaccurate.

If the page says GPS accuracy ±80 m or worse, step outside or near a window for a few seconds before punching. Poor accuracy is the most common cause of a punch being marked outside the site.

3. Automatic face punch

Some employees see the big button greyed out. That means your company has put you on automatic punching: instead of you pressing anything, the page watches for a face, and records the punch when two checks both pass —

• the face in front of the camera matches the photo on your employee record, and
• your location is inside your site's boundary.

If either fails, nothing is recorded and the page tells you which one. Hold the phone at normal reading distance, with your face lit from the front rather than backlit by a window, and give it a couple of seconds.

The direction alternates by itself: your first punch of the day is an in, the next an out, and so on. You do not choose.

4. Punching away from the site

Field staff can be given permission to punch from anywhere. It is granted one employee at a time and is off by default.

When you have it, punching outside your site's boundary still succeeds, and the punch is recorded and clearly marked as remote. Nothing is hidden: your manager sees that the punch happened away from the site, which is exactly the point — the permission exists so that genuine field work is recorded honestly rather than being punched by a colleague at the office.

Without the permission, a punch outside the boundary is refused, and you should call your supervisor so the day can be recorded properly.

5. What each status means

Every attendance day carries one status. These are the words you will see, and what each of them is actually saying.

Overtime

Overtime starts once you pass your own shift's working hours, not a single company-wide number. A nine-hour shift and a twelve-hour shift produce overtime at different points on the same clock, which is why two people who left at the same time may not both have earned it.

6. Checking your own record

Open My Attendance from your home page — or click the Hours this month or Days present this month tile, which take you to the same place.

The grid opens on the current month and shows one row per day: date, in-time, out-time, working hours and status. You can change the period with the date bar at the top, sort by clicking a column heading, and export the result if you need it in a spreadsheet.

Your home page also shows two pictures of the same data that are quicker to read than the grid: My hours — last 30 days, and My punctuality — last 90 days.

7. Missing punches and corrections

You forgot to punch out

The day shows as Incomplete. You cannot fix it yourself — attendance is evidence, and evidence that the subject can edit is not evidence. Tell your supervisor or HR the date and the actual time you left, and they will record the correction, which stays visible as a correction. (HR: see section 8.)

The device did not read your finger

Punch again immediately; a duplicate is harmless, because the day uses your first in and your last out. If it fails repeatedly, report it the same day — a device that will not read one person's finger usually needs that fingerprint re-registered.

Your punch shows the wrong site

The site recorded is the one whose boundary you were actually inside when you punched, not the work station on your employee record. If you regularly work at a different site from the one on file, ask HR to update your record — otherwise your distance readout will be wrong every day.

A whole day is missing

Check first whether it was a holiday or your weekly off, then whether you had approved leave that day. If none of those apply and you were at work, raise it with HR the same week.

8. For HR & Admin: add, edit or delete a day

This part is for the people who fix attendance: HR Manager, Head of HR and the System Administrator. Everyone else can skip it. There is one screen for all three jobs.

Where: sidebar Human Resources → Attendance. The top half is a list of days, newest first. The bottom half is the form where you make the change.

Find the days you need

Above the list is a filter bar. Use it to narrow the list before you fix anything.

The filters work together. For example: one employee, this month, Status Incomplete shows every day that person forgot to punch out. Sorting, page buttons and Excel / Word / PDF all keep the filters, so an export holds exactly the rows you see. Clear removes every filter.

Add a missing day

1. Press Clear

   This gives you an empty form, so you don't change the day that is already showing by mistake.

2. Pick the employee and the date

   In Employee, type part of the name or staff ID and choose the person from the list. Then set the Date.

3. Type the times

   In Time and Out Time use the 24-hour clock, like 09:05 and 17:30. Leave one blank if you don't know it.

4. Leave Status empty

   The ERP works it out for you from that person's own shift: On Time, Late, Early Leave and so on. Choose a status yourself only when you mean something the times can't show, such as On Leave.

5. Write the reason in Remarks, then press Add

   For example: "Forgot to punch out, left 18:10, confirmed by site engineer." A message shows the status the ERP chose.

Edit a wrong day

1. Find the day

   Use the filter bar or the search box above the list, then click the date or the employee's name. The day opens in the form below. You can also type the employee and date into the form and press Show.

2. Change the time, and set the Status yourself

   When you edit, the ERP does not work out the status again. If you change 10:20 to 09:05, change Late to On Time as well.

3. Add a remark and press Update

Delete a day

Open the day and press Delete. Use it only for a day that should not exist at all, like one entered for the wrong person or the wrong date.

What happens after you save

• The Source column changes to Manual. Anyone can see later that a person corrected the day.
• The device and the phone never overwrite a Manual day. Your correction is safe.
• The Monthly Attendance Report, payroll and the daily allowance all use your corrected day.
• The Daily Attendance Live page does not. It shows the raw punches from the device and phones, so an Incomplete day you fixed can still look incomplete there. That is expected.