odoo-docs/content/applications/hr/attendances.rst

:show-content:

===========
Attendances
===========

Odoo's **Attendances** application functions as a time clock. Employees are able to check in and out
of work using a :ref:`dedicated device in kiosk mode <attendances/kiosk-mode-entry>`, while users
are also able to check in and out of work :ref:`directly from the database <attendances/check-in>`.
Managers can see who is available at any given time, create reports to see everyone's hours, and
gain insights on which employees are working overtime, or checking out of work earlier than
expected.

.. _attendances/access-rights:

Access rights
=============

Understanding access rights is essential to navigating the **Attendances** application.

Every user in the database is able to check in and out directly from the database, without needing
access to the **Attendances** app. Additionally, all users can access their own attendance records
from their employee form in the **Employees** app.

Access to both the **Attendances** application, and the various features within the application is
determined by access rights.

To see what access rights a user has, navigate to the :menuselection:`Settings app --> Users &
Companies --> Users`, and click on an individual user. The :guilabel:`Access Rights` tab is visible
by default. Scroll down to the :guilabel:`HUMAN RESOURCES` section to view the settings. For the
:guilabel:`Attendances` field, the options are either to leave the field blank or select
:guilabel:`Administrator`.

If the :guilabel:`Administrator` option is selected, the user has full access to the entire
**Attendances** application, with no restrictions. They can view all employee attendance records,
enter *Kiosk Mode* from the application, access all reporting metrics, and make modifications to the
settings. If left blank, the user does **not** have access to the **Attendances** application.

.. note::
   If a user does **not** have :guilabel:`Administrator` rights for the **Attendances** app, they
   are **not** able to open the app, even though it appears on the main database dashboard. An
   :guilabel:`Access Error` pop-up message appears, stating:

   `You do not have enough rights to access the fields "attendance_manager_id" on Employee
   (hr.employee). Please contact your system administrator.`

   Users who cannot access the **Attendances** app can still :doc:`check in and check out
   <../hr/attendances/check_in_check_out>` of work within the database, using the :icon:`fa-circle`
   :guilabel:`(red circle)` or :icon:`fa-circle` :guilabel:`(green circle)` that are always
   available at the top of the database.

.. _attendances/approvers:

Approvers
---------

An approver is a user assigned to review and manage an employee's attendance records. An approver is
typically a manager, though that is not required. Approvers without administrative rights can access
and modify attendance records **only** for the employees they are assigned to. This is the only
exception where non-admin users can view records in the **Attendances** app.

To view who the attendances approver for an employee is, navigate to the :menuselection:`Employees
application` and click on the specific employee. Click on the :guilabel:`Work Information` tab,
scroll to the :guilabel:`APPROVERS` section, and check the :guilabel:`Attendance` field. The person
selected is able to view that employees' attendance records, both on the **Attendances** application
dashboard as well as in the attendance reports, and make modifications to their records.

Configuration
=============

Few configurations are needed in the **Attendances** app. Determining how employees check in and
out, defining how the kiosks function, and determining how extra hours are computed are all set in
the Configuration menu. Navigate to the :menuselection:`Attendances application --> Configuration`
to access the configuration menu.

.. note::
   Any configuration item with an :icon:`fa-building-o` :guilabel:`(building)` icon is a
   company-specific configuration. Items without an :icon:`fa-building-o` :guilabel:`(building)`
   icon apply to all companies within the database.

.. _attendances/modes:

Modes
-----

- :guilabel:`Attendances from Backend` :icon:`fa-building-o`: activate this feature to allow users
  to check in and out directly from the Odoo database. If this is not activated, users must use a
  kiosk to check in and out of work.
- :guilabel:`Automatic Check-Out` :icon:`fa-building-o`: activate this feature to automatically
  check out employees according to their working schedule, after a buffer of time has passed.
- :guilabel:`Tolerance`: this field appears only when the :guilabel:`Automatic Check-Out`
  :icon:`fa-building-o` feature is enabled. Enter the amount of time, in hours, that must elapse
  after an employee's working hours have ended, before they are automatically checked out.

.. example::
   With the :guilabel:`Automatic Check-Out` option enabled, and the :guilabel:`Tolerance` set to
   `2.00` hours, an employee checks in to work at 9:00 AM, and forgets to check-out at 5:00 PM. At
   7:00 PM, they are automaticlaly checked out.

- :guilabel:`Absence Management` :icon:`fa-building-o`: activate this feature to log any absences
  that are not associated with a time off request, such as vacation time or sick time, on the
  attendances report.

Extra Hours
-----------

This section specifies how extra time (sometimes referred to as *overtime*) is calculated, including
when extra time is counted and what time is not logged.

- :guilabel:`Tolerance Time In Favor Of Company`: enter the amount of time, in minutes, that is
  **not** counted towards an employee's overtime. When an employee checks out, and the extra time
  logged is below the specified minutes, the extra time is **not** counted as overtime for the
  employee.
- :guilabel:`Tolerance Time In Favor Of Employee`: enter the amount of time, in minutes, that an
  employee is given, that does **not** adversely affect their attendance if they log less time than
  their working hours. When an employee checks out, and the total time logged for the day is less
  than their specified working hours and less than this specified grace period, they are **not**
  penalized for their reduced hours.

  .. example::
     A company sets both of the :guilabel:`Tolerance` fields to `15` minutes, and the working hours
     for the entire company are set from 9:00 AM to 5:00 PM.

     If an employee checks in at 9:00 AM, and checks out at 5:14 PM, the extra 14 minutes are
     **not** counted towards their overtime.

     If an employee checks in at 9:05 AM, and checks out at 4:55 PM, even though they logged a total
     of 10 minutes less than their full working hours, they are **not** penalized for this
     discrepancy.

- :guilabel:`Extra Hours Validation` :icon:`fa-building-o`: tick either the radio button next to
  :guilabel:`Automatically Approved` to have all extra time automatically approved, or
  :guilabel:`Approved by Manager` if all extra time should be reviewed and approved by a manager.

- :guilabel:`Display Extra Hours`: activate this box to display the extra hours logged by an
  employee when they check out with a kiosk, or when a user checks out in the database.

.. note::
   Approved extra hours can be :ref:`deducted from an approved time off request
   <time_off/deduct-extra-hours>`.

Overview
========

When entering the **Attendances** application, the :guilabel:`Overview` dashboard is presented,
containing all the user's check in and check out information. If the user has the required
:ref:`access rights <attendances/access-rights>` or is an :ref:`approver <attendances/approvers>`
for specific employees, those employeess' check-in and check-out information also appears on the
:guilabel:`Overview` dashboard.

The **Attendance** dashboard allows switching between :icon:`fa-tasks` :guilabel:`(Gantt)` and
:icon:`oi-view-list` :guilabel:`(List)` views, and selecting a period to analyze. The current period
is automatically highlighted in yellow for real-time attendance records, while the
:icon:`fa-crosshairs` :guilabel:`(Focus Today)` button instantly returns the dashboard to the
present date.

.. image:: attendances/overview.png
   :alt: The overview dashboard presenting the information for the week, with the current day
         highlighted.

.. note::
   Any entries that have errors appear in red, indicating they need to be resolved by a user with
   the proper :ref:`access rights <attendances/access-rights>` and/or are :ref:`approvers
   <attendances/approvers>` for the employees with the errors.

.. _attendances/filters-groups:

Filters and groups
==================

Sometimes, attendance officers and managers need to view specific records, such as all automatic
checkouts to determine which employees chronically forget to check-out, or by department, to
determine which team is working the most overtime.

For these cases, use the search bar to select a :icon:`fa-filter` :guilabel:`Filters` or
:icon:`oi-group` :guilabel:`Group By`, or combine these both to present the desired information.

.. seealso::
   :doc:`../essentials/search`

High-value filters
------------------

.. list-table::
   :header-rows: 1
   :stub-columns: 1
   :widths: 40 60

   * - Filter
     - Common use case
   * - At Work
     - Verify employees still on-site before shutting down the building for the night, or to perform
       a head count.
   * - Errors
     - View all errors to correct them prior to payroll processing.
   * - Automatically Checked-Out
     - Perform an audit to determine employees who chronically forget to check-out of work.
   * - Date
     - Limit results to a specific pay-period or audit window.
   * - Active/Archived Employees
     - Switch between current staff and former employees when auditing historical data.

Insightful groupings
--------------------

.. list-table::
   :header-rows: 1
   :stub-columns: 1
   :widths: 40 60

   * - Group by
     - When it helps
   * - Employee
     - Review individual attendance records during a 1:1 meeting.
   * - Department
     - Compare staffing levels and working hours to determine over-working and under-working teams.
   * - Manager
     - Determine where attendance follow-up questions can be directed to for an employee.
   * - Method
     - Spot trends in attendance methods to potentially resolve hardware issues.
   * - Date (Day/Week/Month)
     - Identify absenteeism spikes or seasonal patterns.

.. _attendances/errors:

Attendance log details
======================

Odoo records both the time and location for every check-in and check-out, with fields varying by the
method used. These detailed attendance logs can confirm where an employee was on any given work day.
This can be useful for companies with hybrid working schedules, who may need to perform audits to
ensure proper compliance.

The detailed attendance log contains the following information:

Main details
------------

- :guilabel:`Employee`: the name of the employee.
- :guilabel:`Check In`: the date and time the employee checked in.
- :guilabel:`Check Out`: the date and time the employee checked out. This **only** appears if the
  employee has checked out.
- :guilabel:`Worked Time`: the total amount of time the employee logged for the day, across multiple
  check-ins and outs. In an hour and minute format (HH:MM).
- :guilabel:`Worked Extra Hours`: approved overtime (shows **only** when present for the employee).
- :guilabel:`Extra Hours`: unpaid overtime hours worked beyond the expected working schedule (the
  :guilabel:`Worked Time` minus the approved :guilabel:`Worked Extra Hours`.

Check in/check out details
--------------------------

The following information appears for both the :guilabel:`Check In` and :guilabel:`Check Out`
sections.

- :guilabel:`Mode`: attendance submission method. Can be :ref:`Systray <attendances/check-in>`,
  :ref:`Kiosk <attendances/kiosk-mode-entry>`, or :guilabel:`Manual` entry.
- :guilabel:`IP Address`: the device's IP address used to log in or out.
- :guilabel:`Browser`: the web browser the employee used to log in or out.
- :guilabel:`Localisation`: the city and country associated with the computer's IP address.
- :guilabel:`GPS Coordinates`: the specific coordinates when the user logged in or out. To view the
  specific coordinates on a map, click the :icon:`oi-arrow-right` :guilabel:`View on Maps` button
  beneath the :guilabel:`GPS Coordinates`. This opens a map in a new browser tab, with the specific
  location pointed out.

.. image:: attendances/details.png
   :alt: The detailed information for an attendance entry.

Attendance errors
=================

Entries that contain an error appear on the overview dashboard in red. In the :icon:`fa-tasks`
:guilabel:`(Gantt)` view, the entry appears with a red background. If in the :icon:`oi-view-list`
:guilabel:`(List)` view, the entry text appears in red.

An error occurs when an employee has checked in but not checked out within 24 hours, or when a
single check-in period exceeds 16 hours.

To fix the error, the attendance entry must be modified or deleted. Click on the entry to reveal a
pop-up containing the details for that particular entry. To modify the :guilabel:`Check In` and/or
:guilabel:`Check Out` information, click on the :guilabel:`Check In` or :guilabel:`Check Out` field
and a calendar selector appears. Click on the desired date, then use the time selector beneath the
calendar to select the specific time for the entry. When the information is correct, click
:guilabel:`Apply.`

When all the information on the pop-up is correct, click :guilabel:`Save & Close`. When the entry no
longer has an error, the entry appears in gray instead of red.

To delete an entry, click the red :guilabel:`Delete` button on the pop-up window instead of making
modifications to the entry.

.. seealso::
   - :doc:`attendances/check_in_check_out`
   - :doc:`attendances/kiosks`
   - :doc:`attendances/management`
   - :doc:`attendances/hardware`
   - :doc:`attendances/attendance_reporting`

.. toctree::
   :titlesonly:

   attendances/check_in_check_out
   attendances/kiosks
   attendances/management
   attendances/hardware
   attendances/attendance_reporting