Employees clock in and out from the KalHR app. An attendance policy sets their working hours and decides when someone counts as late.
Create an attendance policy
Attendance policies
- Open Attendance → Policies and select Create policy.
- Template: start from a common pattern, or from scratch.
- Basics: Policy Name, Effective Date, Work Mode and the Applicable Days.
- Tracking:
- choose the Tracking Method;
- set the working hours with Opens at and Closes at, or pick a preset such as 9–5;
- turn on Grace Period to allow a few minutes before someone is marked late;
- turn on Track Location to record where employees clock in and out.
- Eligibility: choose who the policy applies to: the entire organisation, or specific companies, departments, units or employees. This is how employees are assigned to the policy.
- Review: optionally add Clock Reminders and lateness Penalties, then select Create Policy.
Check attendance logs
Attendance → Logs lists every clock-in and clock-out: name, department, time in, time out, check-in type, location, date and status.
- Search by name, or select Filter for company, department, employee, status and dates.
- Needs review shows clock-ins on days that were fully excused, which are worth a second look.
- Export emails you the logs for a date range.
- Generate Report shows one day's summary (present, late, on leave, on holiday, excused and absent) and can email it to you.
- Raise case on an entry opens a disciplinary case about it. See Disciplinary.
| Status | Meaning |
|---|---|
| Present | Clocked in on time |
| Late | Clocked in after opening time plus any grace period |
| Absent | No clock-in on a working day |
| Leave | On approved leave |
| Holiday | A public holiday |
Excuse an absence or lateness
Use an exception when someone missed a clock-in for a good reason: a site visit, a medical appointment, a system outage.
- Open Attendance → Exceptions and select Excuse attendance.
- Add one or more Employees, or a whole Department.
- Choose the Type (excused absence, day off granted, remote day or company closure), the dates (From and To) and whether it's a full day, morning or afternoon.
- Set whether the time is Paid, give a Reason, and attach a supporting document if you have one.
- Save. Tick Send for approval instead of approving now if it should go through the exception approval workflow.
Open an exception to Edit it, or Cancel exception to remove it.
Add public holidays
Open Attendance → Settings → Holidays and select Add holiday for each public holiday, so nobody is marked absent on it. Enter the name and date, who it applies to, and tick Repeats every year for fixed-date holidays. Use the year selector to check the year ahead.
Attendance → Settings → Exception approvals holds the approval workflow for exceptions.
