Attendance Management Made Effective with FOX HR
FoxHR
FOX HR Attendance Management system help employees and HR departments to keep a tab on employee attendance effectively. An accurate attendance management system helps to remove manual errors.
Let us see how FOX HR Attendance Management System works:
Attendance Management
Once the user clicks on HR Policy Management in FOX HR, employees can select the Attendance Management option.
A small window shall appear when the user clicks on the ‘Attendance Management’ option. The small window will consist of the following modules:
- Working hours and shifts
- Overtime policy
- Excuse policy
- Attendance reporting methods
Now let’s have a glance at each of the modules in detail:
1. Working hours and shifts
Employees can view the details of working hours details from here. The user can also edit, view, or delete the existing working hours and shifts accordingly.
The ‘Working Hours and Shifts’ configuration page shall have the following details.
a. Shift Details – The primary details of the shift shall be captured here, and this section shall have the following fields.
b. Shift Type – The details of the applicable shift type shall be captured in this section. Depending on the selected ‘Shift Type,’ the fields will vary. The different shift types are Normal, Split, Flexible, and One Punch.
c. Applicable for – The entity for which the shift shall be applied will be captured in this section. This section consists of three entities named All Organization, Custom Select, and Employees.
2. Overtime policy
When the user clicks on the ‘Overtime Policy’ option; the system will navigate the user to this page. The user can edit, view, or delete the existing configurations.
a. Overtime Policy Details – The primary details of the Overtime Policy shall be captured here.
b. Overtime Type – The details of configuring the overtime type shall be captured here.
c. Applicable for – The entity for which the overtime policy shall be applied will be captured in this section. This section consists of three entities named All Organization, Custom Select, and Employees.
3. Excuse policy
When the user clicks on the ‘Excuse Policy’ option, the system will navigate the user to a new page. The user can edit, view, or delete the existing configurations.
The ‘Excuse Policy’ configuration page shall have the following details.
a. Excuse Policy Details – The primary details of the Excuse Policy shall be captured here.
b. Applicable for – The entity for which the excuse policy shall be applied will be captured in this section. This section consists of three entities named All Organization, Custom Select, and Employees.
4. Attendance Reporting Methods
When the user clicks on the ‘Attendance Reporting Methods’ option, the system will navigate the user to this page. The Attendance Devices Configuration will be displayed in a grid format.
Features of FOX HR Attendance Management System
In FOX HR, employees and HR departments have the provision to access the following features:
- Daily Attendance
- Monthly Attendance
- Employee Attendance details
Daily attendance
When click on time menu, the system will navigate to the Daily attendance details of the employees. And it consists of the following details such as:
a. Employee ID: Display the employee ID.
b. Employee Name: Display the employee’s name and profile photo.
c. Status: Display the attendance status of that day from the status list mentioned above.
d. Shift: Display the assigned shift to the employee for that day.
e. Check-in/out: Display the actual check-in/out times of the employee if available.
f. Working hours: Display the hours the employee was available in office up-to the maximum required working hours defined in the attendance policy.
g. Delay: This shall display the registered delay of the employees in the check-in punch.
h. Shortage: Display the registered shortage of the employee in the exit punch if the total working hours are less than the working hours set in the policy.
i. Extra time: This shall register the extra time between the employee check-out and the end time of the shift.
j. Overtime: This shall be the extra time that was approved by an “Overtime” request.
k. Action: This shall be an action button menu, if clicked Fox HR shall trigger a dropdown menu with the corresponding request format for each status. Once an option has been clicked, the request page for that option shall be triggered pre-filled with the essential data (Date, hours). If a request is created for a specific day with “Absent, Missing Punch, Shortage, Delay”, the action button menu shall display a label “Request Created”, indicating that a request has already been created for the day:
- Absent status: Leave request.
- Missing Punch status: Missing Punch request.
- Shortage and Delay statuses: Excuse request.
Monthly attendance
The employees have the provision to view the details of their monthly attendance data.
The grid shall have the following fields:
a. Employee ID: Display the employee ID.
b. Employee Name: Display the employee’s name and profile photo.
c. Period: There shall be several columns representing the days of the month, there shall be 30 columns, each column representing a single day of the month. The first column shall be the first day of the month and ending with the last day of the month. The header of each column shall be labelled with an abbreviation of the day followed by the day of the ex (Sun 04). Each day shall display the employee’s status for that day. On covering over a status, a small container with the full day in “Monday 5 October 2020” shall be displayed along with the status of that day. If the status is “Leave” or “Holiday” the detailed leave or holiday type shall be displayed in the container ex (Sick Leave, Eid Holiday).
Moreover, days occurring on official holidays or weekends shall be marked accordingly. And more details on holidays and weekends will be available under HR Policy Management – Leave Management.
Employee Attendance Details
The main purpose of this feature is to enable the user to access attendance details and history. The feature shall enable the user to display the data of the current month and the previous months. The feature shall contain the following sections:
- Summary: This section shall list all the different statuses of attendance (On time, Delay, Shortage, Absent, Missing Punch, Leave, Full day excuse, Sick leave, Business trip) with a counter before each status indicating the number of times that attendance status was registered.
- Additional Details: This section shall be attached to the “Attendance Summary” section. The section shall display 6 statuses (Extra time, Overtime, Delay, Excused delay, Shortages, Excused Shortages). Each status shall display the number of hours registered for the current month.
- Detailed attendance: There shall be a grid listing all the days of the month up to the current day in descending order. The grid shall have the following details:
a. Day: displaying the day in “Wed 16/08/2020” format.
b. Status: This shall display the attendance status of that day from the status list mentioned above.
c. Shift: shall display the assigned shift to the employee for that day.
d. Check-in/out: This shall display the actual check-in/out times of the employee if available.
e. Working hours: This shall display the hours the employee was available in office up-to the maximum required working hours defined in the attendance policy.
f. Delay: This shall display the registered delay of the employees in the check-in punch.
g. Shortage: This shall display the registered shortage of the employee in the exit punch if the total working hours are less than the working hours set in the policy.
h. Extra time: This shall register the extra time between the employee check-out and the end time of the shift.
i. Overtime: This shall be the extra time that was approved by an “Overtime” request.
j. Action: shall be an action button menu, if clicked Fox HR shall trigger a dropdown menu with the corresponding request format for each status.- Absent status: Leave request.
- Missing Punch status: Missing Punch request.
- Shortage and Delay statuses: Excuse request.
Once an option has been clicked, the request page for that option shall be triggered pre-filled with the essential data (Date, hours). If a request is created for a specific day with “Absent, Missing Punch, Shortage, Delay”, the action button menu shall display a label “Request Created”, indicating that a request has already been created for the day.
Moreover, days occurring on official holidays or weekends shall be marked accordingly, more details on holidays and weekends will be available under HR Policy Management – Leave Management.
If the user accessing this feature is an HR actor or a manager actor with subordinates, then the feature shall display an additional panel with the selected employee’s information. The panel shall have the following details:
- Employee photo
- Employee Name
- Employee ID
- Employee Mobile and Location
- Employee Email account
- Employee last login date and time
- Employee birth date
To sum up
Thus, employee attendance is made effective using FOX HR. Both employees and HR departments can track employee attendance accurately and error-free, and it helps streamline the attendance process and helps to keep everyone on the same page.
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