How Time and Attendance works in Yomly

Glossary

Modes of attendance marking 

Modes of attendance marking refers to the input sources and sources from where the data can be modified or removed. Yomly has following modes 

• Yomly mobile application
• Integration with attendance systems like telemetric and biometric devices etc.
• Yomly web portal
• Manual attendance creation using admin access

Impact of Time and Attendance

Personas

The time and attendance data is a basic employee data which affects all the personas in Yomly. Let it be an HR manager, Team leader, Payroll manager, supervisor or general employee working in office or on field. 

Payroll

The impact on payroll is huge considering the salary of the employee for the month is affected with this data. The factors which influence payroll are absenteeism, overtime, reduced working hours etc.

Allowed/Permitted Location 

The allowed/permitted location of an employee are the addresses marked in Yomly from where attendance marking is allowed for the employee. 

• Read about setting up addresses and assigning to employee.
• Set of employees can be allowed to mark attendance outside their permitted location by pre defining them into the rule. Read about how to configure marking attendance outside permitted location. 

How T&A data is interpreted

Clock-in

• All the clock-ins received from different modes are saved in Yomly as it is.
• If the event occurred within the working pattern or assigned schedule duration then it is mapped with the event.
• If the event contains location information as latitude or longitude then it is either associated with an allowed address or reverse geofence name. 

Clock-out

• Clock-out events are mapped to the most relevant clock-in event depending on different preferences set for the business.
• A relevant clock-in event is the one which meets following criteria 

  • The clock-in is already not associated with any other clock-outs

  • The clock-in has happened within the working duration of the day for the employee (Refer #9 in Glossary) including grace period. Read more about how to customise grace period.

  • The clock-in occurred before the clock-out event 

  • The clock-in is the first non-associated clock-in for the day in chronological order.

• In case of employees who are in flexible working pattern, they won't have a start and end time defined. In such cases the last unassigned clock-in before the clock-out are mapped to each other, irrespective of the duration between each event. 

• If there is no relevant clock-in identified then the clock-out is not mapped with any clock-in and Yomly system will expect a manual intervention to get this mapping done.
• If system identifies a day as an off day (Refer #10 in Glossary for Off day definition) for the employee then also the clock-out event is not associated with any clock-in event.
• If an event occurs during a time that is overlap between 2 shifts then system will associate that event to the latest shift. 

Time zone of event(s)

Clock-in/out can be marked from Yomly web portal, mobile app and through any telemetric devices (the data is received in Yomly through seemless integration). While marking attendance from

• web portal through clock-in/out buttons, the browser location is considered to determine time zone. In this case, the address is not identified.
• web portal through manual data entry, the location marking is mandatory by selecting address or by marking location on the map, which in turn determines the time zone of the event.
• mobile app, the event creation is allowed only if the employee is within the allowed location hence time zone is known.
  • In case employee is allowed to mark attendance from an unknown location, then the reverse geocoded location name is considered to determine the time zone of event.
• telemetric integration, then Yomly is expecting time zone to be an input from the source.

Data view and interactions

All time and attendance data are displayed on T&A dashboard. Custom reports can also be created upon special requests. 

Time and Attendance Dashboard

Page Access

• The T&A dashboard is advanced customisation controlled which means only employees having access to this module can view this page.
• The employee list displayed on T&A dashboard is also advanced customisation controlled which means the data is controllable. It can be set such that logged in employee see information of only those employees they have access to view.
• Read more about The details of T&A page and data access customisation. 

Data and Controls on the page

• The time and attendance dashboard displays current date information as a default behaviour.
• Employees can be searched through the general search bar, with
  • Full name
  • Middle name
  • Last name
  • Business Email ID
  • Personal Email ID
  • Employee ID (Exact match)
  • Employee code
• Each row contains
  • Image of the employee. If the image is not uploaded then the initials of the name will be shown.
  • Name of the employee
  • First clock-in for the day
  • Last clock-out of the day.
  • Total worked hours for the day
  • Status of the employee as "In" or "Out" based on last status
  • A button to add a manual attendance event for the employee
  • A button to view attendance details for the day
• If clock-out is done a day after clock-in, then a "+1" indicates change in date. 

• Status of the employee as "In" or "Out"

  • The status of the employee is set as "In" when the employee clocks in for the day.
  • The status is set as "Out" when there is a clock-out done by an employee on the day or no clock-ins for the day. 

Total Worked Hours logic

The total worked hours are calculated according to a preference set for the business. 

• If the preference is set as "Difference between last out and first in event" then the total working hours calculated for the employee will be Last clock out - First clock in on that date.
  • If the clock-in happened yesterday and clock-out happened today, then the calculation will consider difference between today's clock-out and the first clock-in of yesterday.
• If the preference is set as "Cumulative hours" then the total working hours will be sum of all clock out - clock intervals for a day. The examples below explain how logic works

Example 1: Cumulative - Non overlapping intervals

Example 2: Cumulative - Overlapping intervals

View Attendance details

The dashboard view displays the first clock-in and last clock-out of the day only. All other events with their details can be viewed in the attendance details page.

• Click on view attendance details will open the new page instead of a pop-up. 

• The top panel shows summary of the employee’s attendance for the day and bottom panel displays clock in and clock out details

• The left side shows the clock-in event and the right side displays the corresponding clock-out event.
• Each event consists of the following details. The event
  • Date and time when it occurred
  • The address or location of occurrence
  • The city or time zone of the address
  • The mode through which this event was saved in Yomly
• In case there is only one of the events then the other will show empty
• Each row has an edit and delete option

Add Manual Attendance 

In case an employee forgets to clock in/out and requires a manual addition to the system, Yomly provides a way to do so. 

The option is advanced customisation controlled meaning only intended users will have access to do this action. Learn how to customise access in details. 

Following is a step by step walk through of the complete process of adding an attendance event, explaining each step, available options, and system validations.

Step 1: Open the Add Attendance dialog

A click on the "Add" button will open a dialog where data can be entered

Step 2: Select Event Type (Mandatory field)

• Click on the Event Type dropdown and choose between "Clock-in" or "Clock-out"
• Your selection here will determine what events are available later in the "Existing Event" dropdown
• Clock-in selection will show available clock-out events for pairing and vice versa. 

Step 3: Set Event Date and Time (Mandatory field)

• Click on the date picker and select your desired date, then enter the time
• Default Date: Automatically set to the date you selected on the Time & Attendance page
• Default Time: Field is start of the day (set to 12:00:00)
• The system prevents you from creating attendance events in the future.
• Past dates and times are allowed to accommodate late entries or corrections.

Step 4: Specify Location (Mandatory field)

• Choose how to specify the location - dropdown or map
• Option A: Dropdown Selection
  • Click the Location dropdown and select a predefined address
  • Shows list of pre-configured locations.
  • Selecting an address automatically clears any map selection.
• Option B: Map Selection
  • Click anywhere on the map to mark that location
  • System captures the coordinates and address
  • Automatically clears dropdown selection
  • Using Map Search:
    • Type location name in the search box
    • Select from search results to mark location
    • System captures the coordinates and address
    • Automatically clears dropdown selection

Step 5: Select Existing Event (If Applicable)

• If you checked the assignment box, select an event from the "Existing Event" dropdown
• The dropdown shows events with their current status:
• Scenario A: Selecting an Unassigned Event
  • Event shows as "Unassigned"
  • The new event will be linked with this event
  • System will create a proper clock-in/clock-out pair
• Scenario B: Selecting an Already Assigned Event
  • Event shows as "Assigned"
  • Message appears below the field: "Selected event will be delinked from the current event"
  • The existing event will be unlinked from its current pair
  • The new event will be paired with the selected event

Step 7: Review and Save

• Click the "Save" button to create the attendance event
• The system performs these checks:
  • ✅ Event type must be selected
  • ✅ Event time must be provided and not in future
  • ✅ If "Assign to existing event" is checked, Existing event must be selected
  • ✅ Location must be specified via dropdown OR map

• When all validations are success, system will create a new attendance event with your specifications. 

   

Edit Manual Attendance

• Click on the edit attendance button on any row from the attendance details page to enter edit mode.
• The option is advanced customisation controlled meaning only intended users will be having access to perform this action. Learn how to customise access in details.
• Following is a step by step walk through of the complete process of editing an attendance event, explaining each step, available options, and system validations.

Step 1: Open the "Edit Attendance" dialog

• Click on the edit attendance button on any row from the attendance details page to enter edit mode

Step 2: Understanding the Interface Layout

• When you open the Edit Attendance Details dialog, you'll see a split-screen interface with Clock In details on the left and Clock Out details on the right.
• The system displays existing information and provides ability for modifications.

Step 3: Review and Edit Time Information

• Review the displayed time information for existing events
• Times are pre-populated from existing attendance records. You can modify both date and time values. Changes don't affect the original event until you save.
• Validation Rules:
  • ✅ Clock-in must occur before clock-out
  • ❌ Cannot set future dates/times
  • ✅ Historical corrections are permitted

Step 4: Manage Location Information 

• For an existing event, you can change existing locations but cannot completely remove them.
• If you're filling information for a missing event, location becomes required as that will be a new event creation.
• Use either dropdown OR map, not both
• Option A: Dropdown Location Selection
  • Click the location dropdown under Clock In or Clock Out
  • Shows list of predefined business locations
  • Selecting from dropdown clears any map selection
• Option B: Map Location Selection
  • Click anywhere on map to mark location or type location name in search box above map
  • Selecting map location clears dropdown selection
  • Captures coordinates and address information
  • Displays selected location details below the map Location

Step 5: Handle Missing Events (If Applicable)

• This step only applies if you have a missing clock-in or clock-out event. The feature is explained below assuming a clock-out event is missing.
• In such cases, an additional dropdown appears: "Select Existing Clock-Out Event"
• Clock-out time and location fields are empty but editable

• Option A: Select from Existing Events
  • Click the "Select Existing Clock-Out Event" dropdown
  • Shows only clock-out events occurring after your clock-in time. Duration considered in selected day + next day
  • In case of a missing clock-in, dropdown will show events before the existing clock-out time. Duration considered in selected day - previous day.
  • Select the appropriate event (Assigned or Unassigned)
  • Auto-populated fields are disabled for editing
• Option B: Manual Entry
  • Ignore the dropdown and manually fill time/location fields

Step 6: Review and Save

• Click the "Save" button to edit the attendance event
• The system performs these checks:
  • ✅ Clock-in time must be before clock-out time
  • ❌ No future timestamps allowed
  • ⚠️ Location changes must be valid (change allowed, removal blocked) for existing event.
  • ✅ Location mandatory for missing event

• When all validations are success, system will edit the attendance event with the given specifications. 

   

Delete Manual Attendance

• Attendance data can be deleted manually, if need occurs.
• The option is advanced customisation controlled meaning only intended users will be having access to perform this action.  Learn how to customise access in details. 

• A click on the delete button on any row from the attendance details page will ask for a confirmation from user informing of the consequences.
• The confirmation message will say "Accepting to continue will delete both the events in the row. Do you wish to proceed?"
• Once confirmed, both the records in the row will be deleted.