Daily Check-In & Check-Out

Attendance tracking in Udyamo HRMS is built on the Attendance model, which records each employee's daily check-in time, check-out time, and calculated working hours. This chapter covers every aspect of the daily attendance workflow — from employee check-in to administrator corrections.

Prerequisites

Required: Before employees can check in:

• At least one shift must be created and assigned to employees (see Creating & Assigning Shifts)
• Employees must have active status
• For web-based check-in, employees must have accepted their invitation and have login credentials

Attendance Model Overview

Each attendance record in Udyamo HRMS stores the following data:

Additional data is captured through related models: shift, attendance events, break logs, and location coordinates.

Employee Check-In Process

Check-In via Web Portal

1. The employee logs in to Udyamo HRMS.
2. On the Dashboard, a prominent Check In button is displayed (if the employee has not yet checked in for the day).
3. The employee clicks Check In.
4. The system records:
   • The current timestamp as check_in_time
   • The current date as the date
   • The employee's location (if location tracking is enabled)
5. The button changes to Check Out (or the status updates to "Checked In").
6. A confirmation message displays the check-in time.

Check-In via Mobile

1. Open Udyamo HRMS on the mobile browser or app.
2. Tap the Check In button on the dashboard.
3. If location tracking is enabled, the app requests location permission. Grant it.
4. The check-in is recorded with the location.

Check-In via Attendance Device

Biometric devices and face recognition terminals can also record check-ins. The device communicates with Udyamo HRMS via the AttendanceDevice API using token-based authentication. See Attendance Devices & Face Recognition for setup.

Employee Check-Out Process

1. At the end of the work day, the employee navigates to the Dashboard or Attendance section.
2. Clicks the Check Out button.
3. The system records the current timestamp as check_out_time.
4. Working hours are automatically calculated: check_out_time - check_in_time - break_duration.
5. The attendance status updates to "Completed" for the day.

Warning: If an employee forgets to check out, the attendance record for that day will show a check-in but no check-out, resulting in incomplete working hours. Administrators can correct this manually (see below) or configure auto-checkout policies.

Multiple Check-In Support

Udyamo HRMS supports multiple check-ins within a single day. This is useful for employees who leave and return during the day (e.g., client meetings, errands).

How It Works

1. After checking out mid-day, the employee can click Check In again.
2. The system creates a new check-in entry for the same date.
3. Working hours are calculated as the sum of all check-in/check-out intervals.

Configurable Maximum Limit

Administrators can configure the maximum number of check-ins allowed per day.

1. Navigate to Attendance > Settings.
2. Locate the Multiple Check-In section.
3. Set the Maximum Check-Ins Per Day value (e.g., 4).
4. Save.

Tip: If your organization does not need multiple check-ins, set the maximum to 1. This prevents accidental duplicate check-ins.

Working Hours with Multiple Check-Ins

When an employee has multiple check-in/check-out pairs in a day, the total working hours are calculated as the sum:

Break duration is deducted from the total as configured in the shift settings.

Break Tracking

Udyamo HRMS supports explicit break tracking in addition to the shift-level break duration.

Logging a Break

1. While checked in, the employee clicks Start Break on the dashboard.
2. The break start time is recorded.
3. When the break ends, the employee clicks End Break.
4. The break end time is recorded.

Impact on Working Hours

• If break tracking is enabled, actual break time is deducted from working hours.
• If break tracking is not used, the shift's configured break duration is deducted.

Tip: Break tracking provides more accurate working hour calculations, especially for employees with variable break lengths.

Late Check-In Handling

When an employee checks in after the shift start time plus the grace period, the check-in is flagged as late.

How Late Check-In Is Determined

1. The system compares the check_in_time against the employee's assigned shift start time plus the configured grace period.
2. If check_in_time > (shift_start + grace_period), the check-in is marked late.

Example:

• Shift start: 09:00
• Grace period: 15 minutes
• Employee checks in at 09:20
• Result: Late by 5 minutes

Late Check-In Visibility

Late Check-In Impact

The impact of late check-ins depends on the configured attendance policy (see Attendance Policies & Rules):

• No impact — Late check-ins are logged but have no payroll effect
• Half-day deduction — After a threshold number of late arrivals per month, a half-day is deducted
• LOP (Loss of Pay) — Excessive late arrivals result in salary deductions

Early Check-Out Handling

When an employee checks out before the shift end time, the check-out is flagged as early departure.

How Early Check-Out Is Determined

1. The system compares check_out_time against the shift end time.
2. If check_out_time < shift_end_time, the departure is marked early.

Early Check-Out Impact

Similar to late check-ins, the impact depends on the attendance policy:

• Minimum working hours may not be met
• May trigger half-day or absent marking based on policy rules

Check-In from Different Devices

Employees can check in from various devices:

Tip: For organizations requiring strict location verification, enable geo-fencing in the office settings. Check-ins will only be accepted if the employee is within the configured radius. See Location Tracking.

Viewing Today's Attendance Status

Employee View

1. Log in to Udyamo HRMS.
2. The Dashboard displays:
   • Current status: Not Checked In / Checked In / Checked Out
   • Check-in time (if checked in)
   • Working hours so far (if checked in)
   • Check-out time (if completed)

Manager View

1. Navigate to Attendance > Team Attendance or Dashboard > Team Overview.
2. View a list of team members with their current attendance status.
3. Filter by status: Present, Absent, Late, On Leave.

Administrator View

1. Navigate to Attendance > Daily Attendance.
2. View all employees' attendance for the current date.
3. Use filters: department, office, status, shift.

Editing Attendance Records (Administrator)

Administrators can correct attendance records when employees forget to check in, check out, or when manual adjustments are needed.

Manual Edit

1. Navigate to Attendance > Daily Attendance or open the employee's attendance record.
2. Locate the date that needs correction.
3. Click Edit on the attendance entry.
4. Modify the Check-In Time, Check-Out Time, or both.
5. Optionally add a Reason for the correction (for audit trail).
6. Click Save.
7. The working hours are automatically recalculated.

Warning: Attendance edits are logged in the system's audit trail. All changes show the original value, new value, who made the change, and when.

Manual Attendance Entry

For cases where no attendance record exists for a day (e.g., the employee worked but the system was down):

1. Navigate to Attendance > Daily Attendance.
2. Click Add Attendance or Manual Entry.
3. Select the Employee from the dropdown.
4. Select the Date.
5. Enter the Check-In Time and Check-Out Time.
6. Click Save.

Attendance Events

Every check-in, check-out, break, and modification is logged as an AttendanceEvent. This provides a detailed timeline for each day.

Administrators can view the full event log for any attendance record by clicking on the attendance entry and expanding the Event Log section.

Auto-Checkout

If configured in the attendance policy, the system can automatically check out employees who forget to check out.

Tip: Auto-checkout prevents incomplete attendance records but may result in inflated working hours. Combine with attendance policy rules that flag auto-checkout records for review.

Common Issues and Solutions

Next Steps

• View attendance in calendar format — see Attendance Calendar & Reports
• Configure rules for late marking and absences — see Attendance Policies & Rules
• Set up biometric devices for automated check-in — see Attendance Devices & Face Recognition