Introducing our latest addition to the Attendance & Time Tracking Module: the "Missing Punches" feature.
We are thrilled to announce that we have developed a solution to address the common issue of employees forgetting to clock in and out of their shifts. With this innovative feature, you can bid farewell to the frustrations of manual punch adjustments and inaccurate time records.
With the Missing Punches feature, employees can now submit a request to add the missing clocking time. Once the Missing Punch Request is submitted, it will go through an approval process, which will be accepted or rejected by the designated approval committee. If approved, the missing punch will be added to the employee's attendance record, and their hours will be adjusted accordingly.
TABLE OF CONTENTS
How to Activate Missing Punch Feature
Attendance Setup
User Menu → System Preferences → Time Setup → Attendance & Time Tracking → Attendance Setup
To activate this feature, on the Attendance Setup page, under the “Geolocation Attendance Tracking” section, a new section, “Missing Punches,” is added. Activate the “Allow employees to request missing punches” toggle. Once the toggle is activated, access will be granted for employees to request a missed punch. Admins can also make Notes and Attachments mandatory for missing punch requests if they’d like.
In addition, a new field, “Maximum days to request missing punches” was added, enabling admins to set the maximum number of days allowed to submit a request to add a missing punch.
This field will only be enabled if the “Allow employees to request missing punches" toggle is activated and will have a default value of 30 days, a minimum of 1 day, and a maximum of 90 days.
Note: Only whole numbers can be added under “Maximum days to request missing punches”.
Setting Up Missing Punch Requests Approval Cycles
Approvals Setup
User Menu → System Preferences → Administrative Setup → Approvals → Add Approval Template
We added a new transaction type, "Missing Punch", to the dropdown menu on the approval template creation page. This new type includes three types of requests: missing punch-in, missing punch-out, and missing punch-in and out requests for all kinds of functions.
In addition to the "Missing Punch" transaction type, we have also enhanced the Transaction Subtypes by adding all work shifts (Branch level). Allowing admins to create approval templates for specific work shifts.
Admins can create Approval Templates for a specific Work Location, Department, Section, Main Project, Position, or even a specific Employee.
Under “People to Notify”, admins can add the users they would like to receive notifications related to the missing punch request.
As with other requests on the system, automated notifications and emails will be sent to the approvers when a request is received and when an approver takes action.
Requesting a Missing Punch & Viewing Attendance Records
Attendance History Page - My Attendance Tab
Main Menu → Time Management → Attendance & Time Tracking → Attendance History → My Attendance Tab
We have also enhanced the Attendance History page and My Attendance tab. This update provides employees with an improved user experience, allowing them to easily view their attendance records and request missing punches.
The following changes and enhancements have been introduced:
New Status Column:
We have added a new column to the table that displays the status of each attendance record. The status is categorized into two groups: Complete and Incomplete.
Note: For Regular, Flexible, and Roster Shifts, a complete attendance record must have at least one full clocking interval, and all functions must be closed to be complete. For Split Shifts, each shift interval must have at least one full clocking interval, and all functions must be closed to be considered complete.
Incomplete attendance records don’t have a clocking interval, an open clocking interval, or an open function interval. For Split Shifts, if one of the intervals has no clocking interval, an open clocking interval, or an open function interval, the attendance record is considered incomplete.
Attendance records that include auto-generated details through the attendance importer will also be incomplete, as they indicate a missing punch.
Note: With this release, the new Status column will be visible for attendance records from the past 30 days. Older records will be displayed as complete.
Enhanced Filters:
New filters now include Attendance Date, Status, and Trusted fields. This feature will enable employees to quickly search and filter their attendance records based on their requirements.
Sorting:
The Attendance History page is now sorted based on the Attendance Date, from newest to oldest, as a default.
Request Missing Punches:
To request a missing punch click the "Request Missing Punch" button that can be found beside each attendance record under the Actions column.
Once you click the “Request Missing Punch” button, complete the following fields:
Attendance date: The date of the day of the missing punch. This field will be automatically filled based on the selected attendance record and will be disabled.
Suggested missing punches: This field will show attendance details and all possible missing punches. + Add time button will be available for each missing punch, which can be selected to add the missing time.
+ Add custom punch button: This button will allow users to add a custom punch other than the suggested ones. It will open the following fields:
Attendance details: This field will show all attendance details related to the selected attendance record.
Function: This field includes all active functions combined with the punch type (Clock In, Clock Out, Break Out, Break In, etc.)
Time: The time of the requested punch.
*When a Function is selected, an optional field will be shown where users can add an additional punch.
Notes: This field will allow users to add notes to their requests. A message will appear if notes are mandatory.
Attachments: This field will allow users to add attachments to their requests. A message will appear if attachments are mandatory.
Note: + Add Custom Missing Punch button will not be available for incomplete attendance records with no attendance details.
For complete Attendance records, users will only be able to request a custom missing punch, as there won’t be any suggested missing punches.
Note: The Request Missing Punch button will be disabled if the employee has no assigned shift or the selected attendance record exceeds the maximum days allowed to submit a missed punch.
Empty attendance records will be automatically created for all employees every day with a few exceptions:
Weekends in the work shift setup
Holidays
Employees with no assigned shift
Employees with an approved Time off (excluding leaves)
Day off for roster shifts
Additionally, if the attendance module is not used by the branch for a week or more, no attendance records will be created. The system will resume creating new records once the module is reused.
Super admins and HR admins will not have the request button as they already have the ability to add/remove attendance details through the Manage Attendance Records page.
Approve or Reject Missing Punch Requests
My Approvals Page
User Menu → My Approvals
On the My Approvals page, we’ve added a new tab, "Missing Punches" to simplify the process of approving or rejecting missing punch requests submitted by employees.
Once you click the "Missing Punch" tab, click on the "View" button beside the desired employee. A slider will then open, containing all request details, including the approval cycle.
On this slider, approvers can approve or reject requests at the bottom. These buttons will also be available for mass actions, which will only appear if the user selects one or more transactions.
This tab will also include filters where users will be able to easily search for Employee name, Attendance Date, My Action (Pending, Approved, Rejected, Withdrawn, or Skipped), Status (Pending, Approved, Rejected, or Withdrawn), Date Requested (Date range), and Date Received (Date range).
Viewing Missing Punch Requests
My Missing Punch Requests Page
Time Management → Attendance & Time Tracking → My Missing Punch Requests
We also added a new page to the Attendance & Time Tracking section in the Time management module so that employees can view all their missing punch requests.
Click the “View” button to view all transaction details and withdraw any pending transactions.
Note: “My Transactions” page has been changed to “My Time Off Requests”. On this page, employees can view and manage all their time off requests.