HR Attendance

This chapter covers how to track and manage employee attendance in the School Management System.

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Overview

The HR Attendance module allows administrators and HR staff to record and monitor employee attendance daily. This includes tracking arrivals, departures, and work hours for all staff members.

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Accessing HR Attendance

• Log in to the system with your Administrator or HR account

Navigate to Human Resources → Attendance

The attendance dashboard displays today's attendance status

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Marking Daily Attendance

Step-by-Step Process

From the HR Attendance page, select the date for which you want to mark attendance (default is today)

Choose the department or select "All Departments" to view all employees

• The system displays a list of all active employees with their current attendance status

For each employee, select the appropriate status:

- Present - Employee was present for the full day - Absent - Employee was absent without notice - Late - Employee arrived late but attended - Half Day - Employee attended only half the day - Holiday - Day is designated as a holiday - Leave - Employee is on approved leave

Bulk Actions

To mark attendance for multiple employees at once:

• Select employees using the checkboxes on the left

• Choose the status from the bulk action dropdown

Click Apply to update all selected records

Adding Notes

For any attendance record, you can add notes:

Click the notes icon next to an employee's name

• Enter details such as reason for lateness, early leave, etc.

Click Save

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Viewing Attendance Records

Historical Data

• Use the date picker to select any past date

• View or modify attendance records as needed

Changes are logged with timestamps

Monthly Overview

Navigate to the Monthly Report tab

Select the month and year

Select a department (optional)

• View a calendar-style overview showing attendance for each day

Color codes indicate: Green (Present), Red (Absent), Yellow (Late), Blue (Leave)

Individual Employee Report

• Click on an employee's name to view their detailed attendance record

• See statistics: total days present, absent, late, etc.

Export this data to PDF or Excel

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Attendance Settings

Configure attendance parameters:

Go to Settings → HR Settings → Attendance

Configure:

- Working hours - Define start and end times - Late threshold - Minutes after which arrival is marked late - Half day criteria - Hours required for half day status - Weekend settings - Which days are considered weekends

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Reports and Analytics

Generate Reports

Go to Reports → HR Attendance Report

Filter by:

- Date range (from/to) - Department - Employee - Attendance status

Click Generate Report

View, print, or export to PDF/Excel

Available Reports

Monthly Summary - Overview of attendance by department

Late Arrival Report - List of employees who arrived late

Absent Report - Employees who were absent

Attendance Percentage - Individual and department-wise percentages

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Common Tasks

Recording Manual Entry

Forgot to mark attendance yesterday? Add a manual entry:

• Select the past date

• Find the employee

• Select the appropriate status

Add a note explaining the correction

Handling Overtime

To record overtime hours:

• Click on the employee's name

Select the Overtime tab

• Enter date and hours worked

Save the record

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Troubleshooting

Problem: Employee not appearing in the list

Solution: Verify the employee is set to "Active" status in employee management

Problem: Cannot modify past attendance

Solution: Only administrators with appropriate permissions can edit past records

Problem: Late marks not appearing correctly

Solution: Check the late threshold settings in HR Settings

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Related Topics

Employee Management - Adding and managing staff

Leave Management - Managing employee leave

Payroll - Salary processing with attendance integration

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Permissions

The following roles can access HR Attendance:

Administrator - Full access to all features

Accountant - View-only access

Teacher - No access

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Last Updated: April 2026