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 from here
• 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 this from here.

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 including grace period. Read about how to customise grace period from here.

  • 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. 

Identifying location and time zone of event

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 address selection is mandatory which in turn determines the time zone from the city of the address.
• 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. 
• The details of T&A page and data access customisation can be found here. 

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. 

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: Non overlapping intervals

• • Example 2:  Overlapping intervals

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. 

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. The details of access customisation can be found here. 

• A click on the Add button opens a dialog where data can be entered
• The left side takes clock-in info and the right side takes clock-out details. 
• The locations here are the allowed/permitted addresses for the employee which has geographical information (Lat, long or polygon coordinates). 
• The date and time are saved according to the time zone of the selected location (Address).
• The data entered through this mode is saved with a flag "Portal_Manual". 
• To successfully save attendance
  • the clock-out should always occur after the clock-in
  • the event should occur in past or present (No future predictive data can be manually added to the Yomly system)
  • entering data into all fields is mandatory to create attendance. 

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.

• A click on view details shows all clock-in and clock-out events of the day for the employee. 
• 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

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. The details of access customisation can be found here. 
• For successfully editing and saving attendance 
  • the clock-out should always occur after the clock-in
  • the event should occur in past or present (No future predictive data can be manually added to the Yomly system)
  • entering data into all fields is mandatory. 
    • If there is only 1 event available (either clock-in or clock-out), then that can be edited without having its corresponding event information.
    • But if clock-in and clock-out both are available, then the user will have to make sure all data is entered correctly and satisfies all acceptance criteria

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. The details of access customisation can be found here. 
• A click on the delete button on any row from the attendance details page will delete the attendance record. 
• The clock-in and corresponding clock-out will be removed together with this action.