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Guide to Employee Time and Attendance

Introduction

This information guide will assist the user with setting up and using Time and Attendance on Safety 360 Elite.

To manage Time and Attendance on the system, the following must be in place:

  • Active Safety 360 Elite Full or Lite system.
  • Employees loaded to system
  • Smart device with Safety 360 Elite Mobile App installed (if you want to use the mobile app)

Only employees that have profiles on Safety 360 Elite can make use of Time and Attendance

Time and Attendance process on Safety 360 Elite comprises of the following steps:

  1. Time and Attendance
  2. Clock In/Out
  3. Clock In
  4. Clock Out
  5. Manage Logs
  6. Log Details
  7. Override
  8. Comments and Audits
  9. Reports
  10. Registration
  11. Mobile App
  12. Rules to Remember
  13. Troubleshoot
  14. Time and Attendance Process

Time and Attendance

Time and Attendance can be found on the left navigation pane, under the Features tab.

Here you will find: Clock In/Out, Manage Logs, Reports and Registration.

Clock In/Out

From the Main feature page click the Clock In/Out card show in RED below.

Clock In

From this card employees will log clock in time, then clock out time. To start, you will see the clock In option.

Once you select CLOCK IN you will start the Time and Attendance process. Part 1 is location. From your web browser you might see a location permission pop-up or it might be automatically tracked, depending on your set-up.

The mobile app use your phones hardware to obtain location information.

The Clock In page requires input on your system Region / Operation / Inspection Area, and provides space to log any comments.

Fields with * are required.

Location information captured.

Clock In will activate once all required fields receive valid input.

When you are ready and all input is valid, click the Clock In icon to start the process.

This will start the process.

Clock Out

Once clocked in, the next option is CLOCK OUT. This will stop the count that was started on CLOCK IN.

Once you select CLOCK OUT the process will stop. The next available action would be CLOCK IN.

An easy to use Start / Stop process for web and mobile, open to all employees.

When clocking out you can also add a comment, this input is optional.

This will stop the process so it can start over.

Conclusion

Only employees with profiles on Safety 360 Elite can make use of Time and Attendance. This is only applicable to Permanent Employees.

No user access is required to use Time and Attendance on the mobile app. Employees can register their devices to be able to easily clock in and out from anywhere.

Once you have clocked in, the next option would be to clock out.

Manage Logs

Logs can be found from the main feature page, shown in RED below.

This will show a log of all clock In/Out processes that have completed.

The logs page will be empty to start, once employees start clocking in and out it will show a line item for each entry.

You can make use of the Filters to easily find data. Each line items contains In time, Out time, the employee who logged the item and the total time in hours/minutes/seconds.

Log Details

Users with the correct permission, and control users, can access the Log Details by clicking a line item.

This will open the Log Details page.

Here we will find in-depth details on the entry under the Details tab. The Override tab allows control users to manually override erroneous entries. Comments & Audits will show all comments provided, as well as a history log.

Override

The Override function allows control users to manually override a log entry. This can be used if there was a mistake when logging the entry, or if an employee forgot to clock in/out.

Comments and Audits

The Override function allows control users to manually override a log entry. This can be used if there was a mistake when logging the entry, or if an employee forgot to clock in/out.

Conclusion

All Clock In/Out iterations are captured on the Logs. The data can be filtered to easily find information and erroneous logs can be manually corrected.

Only control users have access to override logs.

Reports

Reports can be found on the main Features tab as shown in RED below.

Reports will show all active employees and their total hours worked based on total time between clock in and out.

This register can be filtered using icon highlighted above.

Conclusion

Reports will show total hours worked per employee. This data is based on total time between clock in and out.

Reports will update if Logs are changed by Control user.

Registration

The Registration card be found on the main Feature tab as shown below.

This allows all employees with a valid employee profile to register up to 3 devices to log Time and Attendance.

Each line item contains an Employee Name and Surname, number of devices registered, QR code to register device, Add device and Manage Device.

Once device has been added, the QR code will be available.

This QR can be scanned by using the Safety 360 Elite mobile app.

When registration is complete, the QR code will no longer be available. The device can be managed from the Manage Devices card.

Device info and status can be changed by clicking the pencil icon.

Conclusion

Employees can register up to 3 devices. Each device will get a unique QR to scan.

The Safety 360 Elite mobile app is required to make use of Time and Attendance.

Mobile App

Time and Attendance integrates with Safety 360 Elite mobile app. To get the App you can follow the below links for Android, iOS or Huawei.

For Huawei devices, head to https://affsaf.co.za.www43.cpt2.host-h.net/resources/ to download the apk.

Time and Attendance can be access on the mobile app with the registered device without needing to log in. This open Time and Attendance to all employees, not just those with user access.

Once clocked In, the next option will be Clock Out.

Conclusion

Safety 360 Elite mobile app can be downloaded on Android, iOS and Huawei devices.

Time and Attendance is open for Employees and Users on the Safety 360 Elite mobile application.

Rules to Remember

  1. Once you clocked in, the next step is clock out. You cannot undo a clock in.
  2. Logs can be amended by Control users with correct permission.
  3. Reports will show total Logs.
  4. The Safety 360 Elite mobile application is required to use Time and Attendance on your mobile device.
  5. Employees can register up to 3 devices.

Troubleshoot

Time and Attendance Process

Conclusion

Time and Attendance is an easy-to-use clock in and clock out tool. This will enable you to track hours worked.

Time and Attendance is open to employees and users and is available on the mobile application.