Attendance Management System
Complete guide to attendance tracking, time-in/time-out procedures, leave management, and overtime calculations.
Attendance Tracking Methods
Supported Punch Methods
Mobile App GPS
Employees punch in/out using the mobile app with GPS location verification.
- Location coordinates recorded
- Distance from office verified
- Geo-fencing support
Web Portal
Manual punch in/out via web browser for office employees.
- Browser-based
- IP verification
- Time stamped
Kiosk Mode
Dedicated device for employee check-in/check-out with selfie verification.
- Selfie capture
- Face recognition ready
- Multiple location support
Time-In/Time-Out Procedures
Punch Workflow
Open App/Portal
Employee opens easyflow app or web portal and logs in.
Locate Punch Button
Home screen displays prominent punch-in/punch-out button.
Capture Location (Mobile)
System captures GPS coordinates and verifies proximity.
Capture Photo (Optional)
Selfie photo captured for verification (kiosk mode).
Confirm Punch
System records timestamp and displays confirmation.
Shift Configuration
| Shift Type | Start Time | End Time | Grace Period |
|---|---|---|---|
| Morning Shift | 09:00 AM | 06:00 PM | 15 minutes |
| General Shift | 10:00 AM | 07:00 PM | 15 minutes |
| Night Shift | 10:00 PM | 07:00 AM | 15 minutes |
| Custom Shift | Configurable | Configurable | Configurable |
Leave Management & Approval Workflow
Leave Types
Casual Leave (CL)
Short-term leave for personal emergencies.
12 days/yearSick Leave (SL)
Leave for medical reasons.
10 days/yearEarned Leave (EL)
Accrued leave based on tenure.
15 days/yearPrivilege Leave (PL)
Annual vacation leave.
20 days/yearHalf Day (HD)
Leave for half working day.
As per policyUnpaid Leave
Leave without pay approval.
As approvedLeave Approval Workflow
Holiday & Weekend Handling
Holiday Categories
National Holidays
Independence Day, Republic Day, Gandhi Jayanti, etc.
Fixed datesFestival Holidays
Diwali, Christmas, Eid, Holi, etc.
Variable datesWeekly Holidays
Saturday or Sunday as per company policy.
Fixed dayCompensatory Off
Working on holiday = extra leave earned.
As per policyHoliday Calendar
Admins can configure company-specific holidays:
- Navigate to Settings → Attendance → Holiday Calendar
- Add holidays for the current year
- Specify holiday type (National, Festival, Optional)
- Mark holidays as paid or unpaid
- Notify employees of upcoming holidays
Overtime Calculation & Policies
Overtime Rules
Daily Overtime
Hours worked beyond regular shift end time.
OT = Actual Out - Shift EndWeekly Overtime
Total hours exceeding weekly limit (usually 48 hours).
Sum of daily OTHoliday Working
Working on designated holidays.
2x regular rateOvertime Calculation
Hourly Rate = Monthly Salary ÷ 26 days ÷ 8 hoursOT Rate (Weekday) = Hourly Rate × 1.5OT Rate (Holiday) = Hourly Rate × 2.0Example: ₹30,000 ÷ 26 ÷ 8 = ₹144.23/hr × 1.5 = ₹216.35/OT hrOvertime Approval
Attendance Reports & Analytics
Available Reports
Daily Attendance Report
Shows presence/absence for a specific date.
PDF, ExcelMonthly Summary
Complete monthly attendance with totals.
PDF, ExcelLate Arrivals Report
Employees arriving late beyond grace period.
PDF, ExcelOvertime Report
Approved overtime hours and payments.
PDF, ExcelLeave Balance Report
Current leave balances for all employees.
PDF, ExcelMissing Punch Report
Days with incomplete punch in/out.
PDF, ExcelAnalytics Features
- Real-time attendance dashboard with live metrics
- Visual charts for attendance trends
- Department-wise attendance comparison
- Export reports in multiple formats
Attendance Correction Requests
Employees can request corrections to their attendance records:
- Missing Punch - Request to add missing time-in or time-out
- Wrong Time - Request to correct recorded time
- Date Change - Request to change attendance date
- Half Day Conversion - Request to mark full day as half day