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Updated on 1/26/2018
Direct link to topic in this publication:
iikoOffice 5.5
Attendance Log

Overview

Attendance log provides information on the clock-in/clock-out times of each employee.

This allows you to:

  • Take account of the actual time worked by an employee
  • Control employee’s attendance
  • Make payroll calculations

You can find the log in the Employees > Attendance Log which is a table where employees are given in columns and calendar days in rows.

Cells show employees’ attendance and a short name of the role under which he or she clocked in and an outlet’s name.

Select the attendance view option from the View list:

  • Working hours, for instance, 4:00PM – 10:00PM \ MN1 \ East.
  • Duration, in this case, 6h \ MN1 \ East.


To select the attendance period (week, month or custom), use the Period list and a calendar. To shift to the next or previous week or month, use and .

By default, the table shows only those staff members who have at least one attendance within the selected period. To see the entire list of staff, check Show all employees .

To find an employee or shift, start typing in the Search bar. The system shows the results as you type.

From the attendance log, you can learn according to which schedule an employee was supposed to work on the day the attendance was registered. For this, select the attendance and the Schedule shortcut menu item.

One can delete employee’s clock-in data ( Delete in shortcut menu).

The following legends are used in the attendance log:

Legend Description
Log type - Working hours. Clock In/Out times registered in iikoFront. The font color is determined by the attendance type. All attendances are Worked by default and their time frames are given in black.
Log type - Duration. Attendance duration.  
Open shifts have the start time shown but the end time is replaced with "not closed".
Attendance of the selected employee as of current date.  
Future attendance of the selected employee (e.g. sick leaves or vacations).  
Nonattendance reasons like a vacation, sick leave or no-show have respective abbreviations specified at attendance setup (e.g. V, SL or NS).  
Attendance the actual clock-in/out time (registered in iikoFront) of which is different from the scheduled one.
Attendance the duration of which exceeds 24 hours.  
Attendance the duration of which is less than 24 hours overlapping another attendance.  
Attendance of an employee has been registered at an outlet different from the one that runs payroll calculations for him/her.  
Attendance has been copied to the clipboard.  
If attendance duration is less than 24 hours but its start and end times have been registered as of different dates, it will be given in the clock-in cell. Assume a shift was opened at 8:00pm October 5 and closed at 4:00am October 6. In this case, the attendance will be displayed in the October 5 column.

If attendance duration is over 24 hours, it will be given in several cells before the clock-out date.

Attendance registration

There are several options to register an attendance:

  • Automatically in iikoFront - at the clock-in/out of an employee
  • Automatically in iikoOffice - when assigning non-working shifts - sick leaves and vacations. To use this option, it shall be preconfigured, see Schedule Log .
  • Manually in iikoOffice - it might be used to confirm attendances of fixed wage employees or to edit automatic attendances.

Employee’s attendance might also be registered by their personal report (the Actions button > Add attendance).

To register an attendance manually, follow this:

1. Right-click the required cell and select Add (or Edit) in the shortcut menu. The Edit attendance window will open. If an employee opened their personal shift in iikoFront on that day, the clock-in/out data will be displayed in the block on the right.
  1. If necessary, change an attendance date, clock-in/out times or duration in the attendance confirmation area (on the left).
  2. Select the required attendance type.

The adjustment coefficient preconfigured in the attendance type will be applied atthe payroll calculations. For instance, a 100% coefficient might be applied to a wage, 0 for a no show, 80% for a sick leave.

  1. When you create an attendance manually in iikoOffice, the Confirm manually item will be checked by default. If overlapping attendances merge, the manually confirmed attendance will not be removed. If unchecked, such attendance will be removed at the merge.
  2. Save the changes.

Thus, a manager (or any other responsible person) may credit or not, reduce or increase the overtime registered in iikoFront as well as redefine an employee's attendance type according to the actual situation by means of the manual attendance registration option.

One is able to speed up scheduling by copying recurring shifts. The copy and paste options are accessible from the shortcut menu and by means of the Ctrl+C and Ctrl+V combinations. Copied to clipboard attendance will be highlighted in yellow in the table.

Employees get paid only for the confirmed attendances. They can be counted towards employees in two ways: automatically or manually by a manager. This depends on the till shift closing settings.

If an attendance is confirmed automatically, its clock-in/out times correspond to the actual times registered in iikoFront.

If attendance confirmation is set to the manual, accepted clock-in/out times of an employee shall be specified by a manager at closing of a till shift or in iikoOffice. See the Staff Attendance article for details on manual confirmation of an attendance on a terminal.

To confirm an attendance in iikoOffice, follow this:

  1. Go to Employees > Attendance Log.
  2. Open the attendance you want to confirm.
  3. Specify the check-out time. The Confirm manually item is checked by default.
  4. Click Save.

It’s so happens that employees clock in at various terminals during the day, or a manager creates attendances manually in iikoOffice or iikoChain. As a result, several overlapping attendances merge into one. This depends on the attendance confirmation method: automatic or manual.

In case of automatic confirmation, overlapping confirmed attendances registered at one and the same subdivision under one and the same role merge. As a result, only one manually confirmed attendance will remain (which has the Confirm Manually item checked). If there is no such attendance, the earliest attendance will be chosen among the overlapping, the rest will be deleted. The remaining attendance will have:

  • A registered interval in iikoFront which is a merge of similar intervals of overlapping attendances.
  • Confirmed clock-in/out dates won’t change.

Assume the following situations:

  • Overlapping attendances created in iikoFront .
    • Terminal 1 has an attendance created at 12:00pm and closed at 2:00pm.
    • Terminal 2 has an attendance created at 1:00pm and closed at 1:30pm.

When you clock out at Terminal 1, the attendances will merge. Confirmed time will amount to the 12:00pm-2:00pm interval.

  • Two attendances created in iikoFront overlap a manual attendance.
    • The 12:00pm-6:00pm attendance has been manually created in iikoOffice.
    • Terminal 1 has an attendance created at 4:00pm and closed at 4:30pm.
    • Terminal 2 has an attendance created at 4:00pm and closed at 5:00pm.

As a result, only the first one will remain in the system, the rest will be removed. Accounted time will amount to the 12:00pm-6: 00pm period.

In case of manual confirmation, only overlapping closed and unconfirmed attendances registered at one and the same subdivision under one and the same role will merge. As a result, such merger attendance will have:

  • A registered interval in iikoFront which is a merge of similar intervals of overlapping attendances.
  • A confirmed interval which is a merge of all unconfirmed intervals of overlapping attendances.

Assume the following situations:

  • Overlapping and confirmed
    • Terminal 1 has an attendance created at 2:00pm and closed at 2:30pm.
    • Terminal 2 has an attendance created at 2:10pm and closed at 2:20pm.

At the clock-out, the attendances merge. The time frame of the merger attendance will make the 2:00pm-2: 30pm interval.

  • Overlapping and optionally confirmed
    • Terminal 1 has an attendance created at 2:00pm.
    • Terminal 2 has an attendance created at 2:10pm and closed and confirmed at 2:20pm.
    • Terminal 1 has an attendance closed at 2:30pm.

As a result, the attendances will not merge because the attendance at terminal 2 had already been confirmed.

  • Overlapping with manual
    • The 12:00pm-6: 00pm attendance has been created in iikoOffice .
    • Terminal 1 has an attendance created at 2:00pm and closed and confirmed at 4:00pm.

As a result, the attendances will not merge because the first one had already been confirmed at the time of confirmation of the second one.

All merged attendances will be given in the Event Log under the “Merge several attendances” type.

To export the Event Log into MS Excel, select Export to Excel in the Actions menu. The Event Log will be exported with account of the user grouping, filtering and set parameters: “period”, “show all employees”, “View: Period/Interval”. In Excel, the report will have the same look as in iikoOffice .

Time sheet

The time sheet shows the hours worked by employees. The sheet columns contain attendance codes and the number of the hours worked as of each date within a reporting period. The sheet does not give the time that was not worked in case of no shows - it’s only codes that are specified (corresponding columns are left empty).

If an employee works according to a fixed schedule or salary, the time sheet shows only the time that he or she worked by the schedule.

If an employee works according to a flexible schedule, the time sheet shows all his or her hours worked notwithstanding the schedule.

In order to print or export to Excel the Timesheet in the T-13 format, click the Actions button and click Print T-13 form or Export T-13 form to Excel.