Auto Attendance
Auto Attendance
Based on the information in the Employee Checkin document and the auto attendance settings for that shift, auto attendance records the attendance for employees allocated to a shift.
Note: Prior to producing "Employee Checkin" records, shift types must be configured and allocated to employees. Only check-in records that are made after setting up and assigning an employee to their shift type will have attendance noted by auto attendance.
Steps to Set Up Auto Attendance
The steps listed below can be used to set up Auto Attendance:
1. Define Shift Type with Auto Attendance Enabled
You must create a shift type that has auto attendance turned on. Details are available here.
2. Assign these shifts to employees
You must allocate the employees to their shifts when you have put one up. One of the two techniques listed below can be used to assign this to an employee:
Using the Shift Assignment: The Shift Assignment document can be used to date-based assign shifts to employees.
Using the Default Shift field in the employee master: You could occasionally want to give a worker a shift for every day. This can be accomplished by setting the Default Shift field under Employee in the Attendance and Leave Information section.
The Default Shift is superseded by Setting Shift Assignment. For example, if you have set up both a default shift and a shift assignment for an employee, the system will prioritize the assigned shift.
3. Setup Attendance Device ID field in Employee
Employee IDs for biometric systems typically have their own systems. But, an employee must be mapped to the employee check-in in ERPNext.
You must set the following field with the proper value in order to link the employee to their biometric IDs: Employee: Attendance Device ID (Biometric/RF tag ID) and Leave Details
4. Import or sync Employee Checkins
After completing the aforementioned procedures, you may import or sync the Employee Checkin and begin automatically generating attendance.
For additional information about populating Employee Checkins from an external system, please see this article: Combining Biometric Attendance Devices With ERPNext
Frequently Asked Questions
1. How are a shift's actual start and end timings determined?
Think about a morning shift:
Starting at 8:00 AM
Time: 11:30 p.m.
Start checking in 60 minutes prior to the start of the shift.
Allow check-out 60 minutes after shift ends:
The "Real Start Time" of the shift is then calculated as follows: Start Time - Begin check-in prior to the shift start time = 07:00:00
End Time plus Allow check-out after shift end time equals 12:30:00, which is the "Real End Time" of the shift.
2. When is the attendance marked automatically for a particular shift?
Every hour, an attempt is made to mark Auto Attendance for every "Shift Type" record. By clicking the "Mark Auto Attendance" button in the Shift Type document, you can also manually start the auto attendance for a specific shift type.
All employee check-ins for that shift are processed for marking attendance once the "Last Sync of Checkin" has passed the shift's real end time.
Assume a morning shift, for instance:
Starting at 8:00 AM
Time: 11:30 p.m.
Start checking in 60 minutes prior to the start of the shift.
Allow check-out 60 minutes after shift ends:
As a result, the "Real Start Time" of the shift is 7:00 am, and its "Actual End Time" is 12:30 pm.
The effort to register attendance begins once the "Last Sync of Checkin" timestamp reaches 12:30:00, which denotes that all available checkin data for that particular shift have been synced/captured.
3. How does Auto Attendance determine shift for an Employee?
The following processes determine an employee's shift on a specific date:
An employee will be assigned a shift on the specified date in the "Shift Assignment" document.
The shift is selected from the "Default Shift" field of the "Employee" document if the above is not found.
Last but not least, if a shift is not identified in the "Employee" document as well, it is presumed that the employee does not work any shifts on the specified day and that the Auto Attendance job has not attempted to record any attendance.
4. How does Auto Attendance determine Holiday List for an Employee?
An employee's holiday list is created as follows:
If the employee's chosen "Shift Type" has a list of holidays, that list is taken into account.
Instead, the holiday list is retrieved from the employee document's "Holiday List" field or the company document's "Default Holiday List," in that order.
The Auto Attendance must accurately determine the Holiday List in order for the employee to not be marked as "Absent" on holidays.
5. Most Biometric devices don't return the exact Log Type. In such cases how will the auto attendance determine which log is IN/OUT and how does it calculate working hours?
Two fields in the Shift Type setup determine this:
Determine Check-in and Check-out
Working Hours Calculation Based On