Grove HR's Employee Attendance helps you keep track of all employees’ working hours, deficit, overtime and feeds data into the Payroll module for Payroll Preparation.

Before starting, make sure you have access to Attendance > Employee Attendance. If not, please contact your Admin to request permissions.

Understanding Actions in Employee Attendance

Edit: adjust employee's hours
Approve: approve employee's attendance
Reject: reject employee's attendance
Revert: returning attendance's status to Pending
Confirm: confirm final attendance before it is taken into account for payroll.

⛔️ CAUTION: A confirmed attendance CANNOT be reverted

View Employee Attendance

1. The Admin/ HR managers can view employees' timezone if they work in other countries. In addition, you can view employees' clock-out notes.

📌 Note:

All future attendance records will be hidden. The user can only see the record line from the cycle start date to today.
The sorting order of the cycle will be from the latest time to the old time.

2. Orange color highlights employees' time attendance records need to be considered, such as:

Missing clock-in/out
Record edited actual
Edit OT
Clock in/ out on Holiday/ leave

📌 Note:

Color-code will not change after the admin approves/ rejects the time attendance records.
Currently, there is only one color code for all reasons for TA, the admin/ HR manager need to click each employee to view details.

Bulk Approve and Reject Attendance

With this method, you can Approve, Reject or Revert an employee's attendance for the whole cycle.

Go to Attendance > Employee Attendance
Select Attendance Cycle
View employee attendance by scrolling the bottom bar to the right
Click on ••• and select Approve or Reject

💡Tips: You can select multiple employees and approve their attendance at the same time

⛔️ CAUTION: This action will apply to the whole attendance cycle. Please consider carefully before confirming.

📌 Note:

This action will apply to the whole attendance cycle
HR and Admin can Approve or Reject employee attendance if managers have not done it at the end of the cycle
Approving attendance while employees are still clocked in will disable the clock-out option. Please revert this action
Upon approving attendance, you will receive this message if employees had clocked-in offsite or location could not be found

Single Approve and Reject Attendance

Using this method, you can have a detailed view of employee's actual work hours, how many shifts they were doing, and check their clock-in/out locations and time.

Go to Attendance > Employee Attendance
Click on an employee name, and you'll see:

Clock In/Out: the exact time when an employee clocked in and out
Clock In/Out Location: when enabling Geofencing, you'll see employee's clock-in/out location here
Work Schedule: total hours an employee is expected to be on the job (already set by Admin)
Logged Time: the actual amount of hours when an employee clock in and clock out.
Paid time: hours are officially paid based on Work Schedule and Logged time. You will see the ✎ icon if it was edited
Deficit: the scheduled hours he/she didn’t complete
Overtime: the hours worked that are beyond his/her scheduled hours.
Status: Approve, Reject, or Pending
Note: This could be a comment of an employee, line manager, or person in charge. If Actual hours were adjusted, you can click here to view the activities

3. Click on ••• and select Approve or Reject. You can also edit employee's Paid time or adjust Overtime.

💡Tips: Select all or multiple days for quick approval

Revert Attendance Status

Made a mistake when approving employee's attendance? Want to modify attendance status? No need to worry, as Grove's got you covered. You can follow the instruction below to revert to employee's attendance status.

⛔️ CAUTION: Only Approved and Rejected status can be reverted.

Go to Attendance > Employee Attendance
Select Attendance Cycle
Click on an employee name to view attendance in detailed
Locate the date(s) that you want to revert
Click on ••• and select Revert
Enter a reason and click Revert to submit

💡Tips: Select all or multiple days for faster revert

Confirm Employee Attendance

After employee attendance has been approved at the end of an Attendance cycle, we recommend closing Attendance so data can be fed into Payroll accurately (if you use this module for Payroll).

Confirming Attendance will disable all actions (edit, approve, reject, and revert status), and, consequently, prevents any changes.

Go to Attendance > Employee Attendance
Select Attendance Cycle
View employee attendance by scrolling the bottom bar to the right
Make sure employee attendance is all approved
Click on ••• and select Confirm

⛔️ CAUTION: Once attendance is confirmed, they will no longer be edited.

📌 Note: Users can only “Confirm” the approved/rejected status.

Export Attendance Records

You can export a CSV of employee attendance at any time during an Attendance Cycle.

Go to Attendance > Employee Attendance
Select Attendance Cycle
Click on Download CSV

📌 Note:

Keep in mind that Time Attendance is an important element relevant to Payroll Preparation (if you use this module for Payroll). Therefore, please review carefully before clicking Confirm because you CANNOT edit or adjust the Attendance later
Users can only update the attendance record within the last 31 days (even if Payroll is not closed)