# Attendance Management

# Selfie Picture Attendance Tracking

# Clocking In Using Selfie Picture

Clock-in by selfie picture is ideal for remote setup or field employees. It provides an efficient and reliable way to track attendance, ensuring accurate payroll processing and promoting transparency in workforce management.

Important: Employee must be assigned to a workshift to be able to clock-in.

See Workshifts and Workshift Planning.

To clock-in by selfie picture:

Go to My Dashboard page.
On the My Dashboard page, find the My Recent Attendance and Task Charges table, then click the CLOCK-IN button on the first record of the table.
Alternatively, go to the left navigation menu and click on My Attendance.
From the My Attendance menu page, click My Attendance Today card.
On the My Attendance Today page, click the CLOCK-IN button.
If prompted, grant necessary camera permissions.
Position yourself within the frame for a selfie picture.
Click the CLOCK-IN button in the popup window.
Optionally, you can add comments by clicking on the chat icon to display the comments input text box.
The system will automatically record the device used, along with the date and time of your clock-in.

# Clocking Out Using Selfie Picture

To clock-out by selfie picture:

Go to My Dashboard page.
On the My Dashboard page, find the My Recent Attendance and Task Charges table, then click the CLOCK-OUT button on the first record of the table. Take note of the Chargeable Hours and make sure it is not less than 8 hours.
Alternatively, click on My Attendance in the left navigation menu.
From the My Attendance menu page, click My Attendance Today card.
If you have previously clocked in, the system will display the total hours elapsed since your clock-in.
On the My Attendance Today page, click the CLOCK-OUT button.
If prompted, grant the necessary camera permissions.
Position yourself within the frame for a selfie picture.
Click the CLOCK-OUT button in the popup window.
Optionally, you can add comments by clicking on the chat icon to display the comments input text box.
The system will automatically record the device used, along with the date and time of your clock-out.

# Face AI Attendance Tracking

Note: If the Face AI device is in sleep mode, simply swipe the screen and click the Start button to reactivate the Facial Recognition program.

# Clocking In Using Face Recognition

To clock-in by Face Recognition, ensure the following prerequisites are met:

Activate Face AI for your account. See Face AI Activation or Self Service Face Recognition Activation for details.
Face AI Device Setup. See Face AI Device Setup for details.

To clock-in by Face AI:

Stand in front of the Face AI device.
Ensure your face is fully visible and free from obstructions, such as face masks, hair covering your face, or hats, to ensure faster and accurate recognition.
Once your face is verified, a popup will appear with options to Clock-In or Cancel.
To proceed, click the Clock-In button.

User confirmation is required to prevent accidental clock-ins or clock-outs.

A confirmation message will be displayed then you can leave and proceed with your tasks.
The confirmation message popup will automatically disappear after 5 seconds and if the recognition program detects your face again, a new popup will appear with Clock-Out options. This popup will show the total duration between your Clock-In time and the current time. If no action is taken, the popup will automatically disappear after 5 seconds.

As part of the clock-in process, a screenshot of your face will be captured to serve as additional proof of your attendance.

# Clocking Out Using Face Recognition

To clock-out by Face AI:

Stand in front of the Face AI device.
Ensure your face is fully visible and free from obstructions, such as face masks, hair covering your face, or hats, to ensure faster and accurate recognition.
Once your face is verified, a popup will appear with options to Clock-Out or Cancel.

Important: Ensure that the Total Hours displayed meets or exceeds your required daily work hours, typically 9 hours per day, to avoid potential undertime deductions.

To proceed, click the Clock-Out button.
A confirmation message will be displayed then you can leave.

# Filing Time Off

There are two ways to file Time Off: through the My Attendance Daily page or the Time Off page.

Important: When a time off record is created, regardless of the status, the total hours filed will be automatically deducted from the Leave Balances. This is done to prevent filing multiple time offs that exceed the available leave balances. To permanently remove an unapproved time off from leave balance computation, you must delete the time off record.

# Filing Time Off using My Attendance Daily page

Click on My Attendance in the left navigation menu.
From the My Attendance menu page, select the My Attendance Today card.
On the My Attendance Today page, click the Add Personal Time Off icon.
In the Add Personal Time Off popup window, select the type of time off, enter the hours (e.g., 8 hours for a full day), and add any necessary comments.
Click SAVE to create the time off request record.
Once created, click on the time off record to view the details. You can still edit or delete the record while the status is CREATED.
To change the status to FOR REVIEW, click on the status menu button (located in the upper right corner of the page) then select For Review. Once the status is FOR REVIEW, you will not be able to edit or delete the record. A notification will also be sent to your supervisor.

# Filing Time Off Using The Time Off Page

Click on My Attendance in the left navigation menu.
From the My Attendance menu page, click the My Time Off card.
On the My Attendance > Time Off page, select the calendar year, and then choose the desired cutoff period. Note that the current cutoff period will be displayed at the top of the list.
Click the + icon to display a popup window.
In the popup window, select Trans Date, Type of time off, enter the hours (e.g., 8 hours for a full day), and add any necessary comments.
Click SAVE to proceed with filing the time off request.
Once created, click on the time off record to view the details. You can still edit or delete the record while the status is CREATED.
To change the status to FOR REVIEW, click on the status menu button (located in the upper right corner of the page) then select For Review. Once the status is FOR REVIEW, you will not be able to edit or delete the record. A notification will also be sent to your supervisor.

# Filing Time Off During Holidays

Important: For Regular or Special Non-Working Holidays, it is important to file Time Off to ensure the completeness of your timesheet.

Here's how to file Time Off for a holiday:

Follow the steps outlined in either Filing Time Off using My Attendance Daily page or Filing Time Off using the Time Off page.
When selecting the Type of Time Off, make sure to choose either Public Holiday (Regular) or Public Holiday (Special Non-Working) from the available options.

# Filing Time Off Before Employment Start Date

Follow the steps outlined in either Filing Time Off using My Attendance Daily page or Filing Time Off using the Time Off page.
When selecting the Type of Time Off, choose Has not started from the available options.
If the user start date is later than the cutoff date but earlier or equal to the cutoff end date, the days from cutoff start date and prior to the user start date should be filed as Has not started Timeoff.

Example:

Cutoff Start: April 1, 2023
Cutoff End: April 15, 2023
Employee Start Date: April 5, 2023

Timesheet

April 1 to 2: Weekend
April 3 to 4: Timeoff > Has Not Started
April 5 to 7: Project charges
April 8 to 9: Weekend
April 10 to 14: Project charges
April 15: Weekend

# Filing Time Off For Dates After The Resignation Date

To properly file time off for dates after the resigned date but still within the cutoff period, follow these steps:

Follow the steps outlined in either Filing Time Off using My Attendance Daily page or Filing Time Off using the Time Off page.
When selecting the Type of Time Off, choose Leave with no Pay from the available options.

Example:

Cutoff Start: April 1, 2023
Cutoff End: April 15, 2023
Employee Resigned Date: April 5, 2023

Timesheet Details:

April 1 to 2: Weekend (No work or time off required)
April 3 to 5: Project charges (Regular work days)
April 6 to 7: Leave with no Pay
April 8 to 9: Weekend (No work or time off required)
April 10 to 14: Leave with no Pay
April 15: Weekend (No work or time off required)

# Reviewing Time Off

# Approving/Rejecting Time Off for Team Members

Manage time-off requests for employees in your team.

Click My Team in the left navigation menu.
From the My Team menu page, click the Team Time Off card.
On My Team > Time Off Requests page, select Calendar Year from the menu button, then click on the cutoff period. Note: The current cutoff period will always be displayed as the first record in the list.
On My Team > Time Off page, click the record you want to review from the For approval list.
On My Team > Time Off Details page, click on the menu button, then select Approve or Reject.

# Approving/Rejecting Time Off for All Employees

Manage time-off requests for employees in your company regardless of team.

Click Company in the left navigation menu.
From the Company menu page, click the Time Off card.
On Time Off Requests page, select Calendar Year from the menu button, then click on the cutoff period. Note: The current cutoff period will always be displayed as the first record in the list.
On Time Off page, click the record you want to review from the For approval list.
On Time Off Details page, click on the menu button, then select Approve or Reject.

# Leave Balances

Your Leave Balances depend on your annual leave allocation. It includes details such as:

Leave Type: (e.g., Vacation Leave, Sick Leave, etc.)
Annual Allocation
Earned Leave
Used Leave
Balance
Total Convertible to Cash
Total Hours Carryover to Next Year

# How to View Your Leave Balances

Navigate to My Attendance:
Click My Attendance from the left navigation menu.
Access My Time Off:
On the My Attendance page, click the My Time Off card.
Select Calendar Year and Cutoff Period:
- On the Time Off page, select the desired calendar year.
- Choose the appropriate cutoff period from the list. The current cutoff period will be displayed at the top.
Locate the Leave Balances (Hours) Table:
Scroll down on the Time Off page to find the Leave Balances (Hours) table.
Missing Records:
If the Leave Balances (Hours) table does not display any records, contact your administrator for assistance.

# Filing of Overtime

There are two ways to file Overtime: through the My Attendance Daily page or the Overtime page.

# Filing Overtime Using My Attendance Daily Page

Click on My Attendance in the left navigation menu.
From the My Attendance menu page, select the My Attendance Today card.
On the My Attendance Today page, click the Add Overtime icon.
In the Add Overtime popup window, enter the required information such as Project, Task, Charging, Start Time, End Time, Break Time, and Remarks.
Note for Charging:
1. For Offset: Select this option if you want to take time off in lieu of your overtime.
2. For Payroll: Select this option if you want to get paid for your overtime.
Click SAVE.
Once created, click on the Overtime record to view the details. You can still edit or delete the record while the status is CREATED.
To change the status to FOR REVIEW, click on the status menu button (located in the upper right corner of the page), then select For Review. Once the status is FOR REVIEW, you will not be able to edit/delete the record. A notification will also be sent to your supervisor.

# Filing Overtime Using The Overtime Page

Click on My Attendance in the left navigation menu.
From the My Attendance menu page, click the My Overtime card.
On the My Attendance > Overtime page, select the calendar year, and then choose the desired cutoff period. Note that the current cutoff period will be displayed at the top of the list.
Click the + icon to display a popup window.
In the Add Overtime popup window, enter the required information such as Trans Date, Project, Task, Charging, Start Time, End Time, Break Time, and Remarks.
Note for Charging:
1. For Offset: Select this option if you want to take time off in lieu of your overtime.
2. For Payroll: Select this option if you want to get paid for your overtime.
Click SAVE.
Once created, click on the Overtime record to view the details. You can still edit or delete the record while the status is CREATED.
To change the status to FOR REVIEW, click on the status menu button (located in the upper right corner of the page), then select For Review. Once the status is FOR REVIEW, you will not be able to edit/delete the record. A notification will also be sent to your supervisor.

# Reviewing Overtime

# Approving/Rejecting Overtime for Team Members

Manage Overtime requests for employees in your team.

Click My Team in the left navigation menu.
From the My Team menu page, click the Team Overtime card.
On My Team > Overtime Requests page, select Calendar Year from the menu button, then click on the cutoff period. Note: The current cutoff period will always be displayed as the first record in the list.
On My Team > Overtime page, click the record that you want to review from the For approval list.
On My Team > Overtime Details page, click on the menu button, then select Approve or Reject.

# Approving/Rejecting Overtime for All Employees

Manage Overtime requests for employees in your company regardless of team.

Click Company in the left navigation menu.
From the Company menu page, click the Overtime card.
On Company Overtime page, select Calendar Year from the menu button, then click on the cutoff period. Note: The current cutoff period will always be displayed as the first record in the list.
On Company Overtime page, click the record that you want to review from the For approval list.
On Company Overtime Details page, click on the menu button, then select Approve or Reject.

# Filing Of Attendance Corrections

Attendance Corrections can only be filed for your previous attendance records, such as when you forgot to clock-in or clock-out.

# Filing Overtime Using My Attendance Daily Page

Click on My Attendance from the left navigation.
From the My Attendance menu page, select the My Calendar card.
On the My Calendar page, locate and select the date for which you need to file Attendance Corrections. You can view your Clock-in/out summary per day on this page.
Click on the three dots icon for the selected date and choose the View Details option from the popup menu.
On the My Attendance Daily page, click on the File Attendance Corrections icon.
In the Attendance Corrections popup, enter the correct Clock-In and Clock-Out times, provide any necessary Remarks, and click Save.
Once the correction is created, you can click on the Attendance Correction record to view its details. While the status is CREATED, you can still edit or delete the record.
To change the status to FOR REVIEW, click on the status menu button located in the upper right corner of the page, then select For Review. Once the status is changed to FOR REVIEW, you will not be able to edit or delete the record. A notification will also be sent to your supervisor.

# Reviewing Attendance Corrections

# Approving/Rejecting Attendance Corrections for Team Members

Manage Attendance Corrections requests for employees in your team.

Click on My Team in the left navigation menu.
From the My Team menu page, click the Team Attendance Corrections card.
On the My Team > Attendance Corrections Requests page, select the Calendar Year from the menu button, then click on the cutoff period. Note that the current cutoff period will always be displayed as the first record in the list.
On the My Team > Attendance Corrections page, click the record that you want to review from the For approval list.
On the My Team > Attendance Corrections Details page, click on the menu button, then select Approve or Reject.

# Approving/Rejecting Attendance Corrections for All Employees

Manage Attendance Corrections requests for employees in your company regardless of team.

Click on Company in the left navigation menu.
From the Company menu page, click the Attendance Corrections card.
On the Company Attendance Corrections Requests page, select the Calendar Year from the menu button, then click on the cutoff period. Note that the current cutoff period will always be displayed as the first record in the list.
On the Company Attendance Corrections page, click the record that you want to review from the For approval list.
On the Company Attendance Corrections Details page, click on the menu button, then select Approve or Reject.

# Timesheet Submission

The timesheet plays a crucial role in streamlining the review and reconciliation processes by consolidating attendance data, time off requests, overtime records, and project charges into one comprehensive report. This integrated approach significantly enhances efficiency and expedites the overall review and reconciliation workflow.

Important: Your timesheet must be submitted and approved before payroll can be generated. This process is required at the end of each cutoff period.

# To submit your timesheet for review

Click on My Attendance from the left navigation.
From the My Attendance menu page, select the My Timesheet card.
On the My Timesheet page, choose the appropriate Calendar Year from the menu button, then select the desired cutoff period. Here, you can also view the status of your timesheet for each cutoff period.
Click on the specific timesheet record to access the detailed Timesheet view.
In the Timesheet details page, you will find a summary of your daily attendance, including clock-in/clock-out, late hours, total hours, and chargeable hours. Additionally, you can view any filed Attendance Corrections, Timeoff, Overtime, and Task Charges. Please note that if there are any incomplete data, you will be unable to change the status to For Review.
Once all the required data is complete, click on the menu button and select For Review. A notification will be sent to your supervisor informing them of the timesheet for review.

# Reviewing Timesheet

# Approving/Rejecting Timesheet

Click on My Team in the left navigation menu.
From the My Team menu page, click the Team Timesheet card.
On the Team Timesheets page, choose the appropriate Calendar Year from the menu button, then select the desired cutoff period. Please note that the current cutoff period will always appear as the first record in the list.
In the approval list section of the Team Timesheets page, locate and click on the specific record you wish to review.
On the Timesheet Details page, click on the menu button and select either Approve or Reject to indicate your decision.

# Workshift Plan For Team Members

Workshift Plan allows planning and assignment of workshifts for current and future dates. This is very helpful specially those teams with rotating workshifts, allowing supervisors and employees to plan their workshifts ahead of time.

# Assigning a Workshift

To create a workshift plan for team members, follow these steps:

Access the Workshift Plan:
- Open the left-hand navigation menu and click on My Team.
- From the My Team menu page, select the Team Workshift Plan card.
Choose a Calendar Year:
- On the Team Workshift Plan page, click the Menu button.
- From the menu options, select the desired Calendar Year to view the corresponding workshift plan.
Select a Cutoff Period:
- Once the calendar year is selected, a list of cutoff periods will be displayed.
- Choose the appropriate cutoff period from the list.
- Click on the selected cutoff period to open the Workshift Plan Details page.
Assign a Workshift:
- On the Workshift Plan Details page, locate and select the employee for whom you want to assign a workshift.
- Click on the table cell that corresponds to the selected employee and the desired date.
Complete the Workshift Plan Details:
- In the Workshift Plan popup window, provide the following details:
  - Workshift: Select a workshift from the available options. Refer to the Workshifts for instructions on creating workshifts
  - Start Date: This defaults to the current date but can be adjusted as needed.
  - End Date: This also defaults to the current date. To assign the workshift for a specific date range, select the desired end date.
Save Changes:
- Click the Save button to save the assigned workshift.

Important: Editing the work shift plan is only allowed if no attendance record exists for the selected date.

To plan and update workshift for all employees, refer to Workshift Plan For All Employees.

# Team Attendance

The Team Attendance allows employees and supervisors to monitor the team's attendance for a specific date. It provides comprehensive details, including clock-in and clock-out times, associated dates, photos, and device information. Additionally, it displays each employee's assigned work shift. By default, the page shows attendance for the current date, but you can easily navigate to previous dates as needed.

# Steps to View Team Attendance:

Navigate to My Team:
- Click on My Team in the left-hand navigation menu.
Open Team Attendance:
- From the My Team page, select the Team Attendance card.
View Attendance Details:
- On the Team Attendance page, you will find the following information:
  - Date:
    - Defaults to the current date.
    - To view attendance for a previous date, click the View Previous Day icon (<).
  - Attendance Table (per employee):
    The table contains the following columns:
    - Action: Indicates whether it’s a Clock-In or Clock-Out.
    - Date & Time: Displays the exact date and time of the clock-in or clock-out.
    - Pic: Shows the photo captured during the clock-in or clock-out.
    - Device:
      - If using Selfie Attendance Tracking, this column displays the device used by the employee.
      - If using Face AI Attendance Tracking, it will display "Face AI."
    - Remarks: Allows an optional message entered by the employee when clocking in or out using a selfie.
    - Workshift Chip: Displays the employee’s assigned workshift for the selected date.

# Upload Attendance

The Upload Attendance feature in SweldoNow allows administrators to upload attendance data from external systems, such as biometric trackers or manual attendance records. This is especially useful for employees without internet access.

# Steps to Upload Attendance:

Access the Upload Attendance Page:
- Click Company in the left navigation menu.
- Select the Upload Attendance card from the Company menu.
Select the Cutoff Period:
- Choose the appropriate Calendar Year from the menu.
- Select the desired cutoff period. The current cutoff period will always appear first in the list.
Download the Template:
- Click the Download Template icon to download the Excel template.
- Fill in the Clock-In/Clock-Out cells for all employees as per the instructions in the template.

Important: Ensure each employee has a work shift assigned for all working days in the cutoff period. Unassigned work shifts will result in exclusion of those days.

Upload the Filled Template:
- Click the Upload Attendance icon and either drag-and-drop the completed file or browse to upload it.
Validate the Uploaded Data:
- Review the preview of valid attendance records.
- Missing entries indicate errors due to incorrect formatting, missing work shifts, or existing attendance records for the same period.
Save Attendance:
- After verifying the data, click the menu button and select Save to finalize the upload.
- Once saved, re-uploading attendance for the same cutoff period is no longer possible.

Note: If changes are needed after saving, use the Attendance Corrections page to update records.

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