Recording staff attendance and leave

Staff attendance works like student attendance: one status per person per day. Leave sits alongside it. Staff apply from their own portal, you approve or reject, and approved days show as leave in the attendance register.

Before you start

• Staff members must be added and active.
• You need permission for staff attendance, and for leave requests if you will approve them. Setting up leave types needs its own permission.
• Staff need a staff portal login to apply for leave themselves.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Mark daily staff attendance

1. Go to Attendance > Staff Attendance.
2. Under Fetch Staff List for Attendance, choose the branch and date, then load the list.
3. Mark each person Present, Absent, Late, Half Day or Leave, or use the all-present option and change only the exceptions.

Set up leave types

1. Go to Attendance > Leave Types and click Add Leave Type.
2. Enter a Title, for example Sick Leave or Casual Leave.
3. Set the Annual Quota (0 means unlimited) and the Max Carry Forward (0 means none).
4. Save. Repeat for each type you offer.

How staff apply

1. In the staff portal, the staff member opens My Leave and clicks Apply for Leave.
2. They choose the Leave Type, the From Date and To Date, and enter a reason. Their remaining balance for each type is shown.
3. The request appears as Waiting Approval. They can Withdraw it while it is still pending.

Approve or reject a request

1. Go to Attendance > Leave Requests > Staff Requests.
2. Filter by Pending to see what is waiting.
3. Open a request. Check the dates, the reason and the Leave Balance (quota, taken and remaining).
4. Choose Approve Request or Reject Request, add remarks if needed, and save.

Good to know

• Approval updates attendance. Approving a request marks each day in the range as leave. If you later change an approved request, the old days are cleared and the new ones marked.
• Undoing a decision. Use Revert to Pending to reopen a request. Some status changes on decided requests are limited to administrators.
• Locked months. Staff attendance in a locked month cannot be changed. Lock a month once payroll for it is final.
• Biometric devices. If your institution uses attendance devices, staff attendance can come from them instead of manual marking. Late and short leave follow the times in Attendance Settings.
• Holidays. Add closures in Holiday Calendar so closed days are recorded as holidays.

Common questions

Can a staff member see their own attendance?
Yes. My Attendance in the staff portal shows their record, and they can request a correction from there.

For an overview, see Staff and HR.