Attendance, Shifts and Leave

Where: HR > Attendance
Who can use it: Menu: users.view or manage users. On the server, reading needs staff.view and clock in, clock out, shifts and approvals need staff.manage_attendance. The manager role has both by default. Owners, admins and super-admins can do everything. Not available on SureScreen plans.
Open this page in SureTill

This page is the time clock of your restaurant. It lists who came in and when, lets you define shifts, shows overtime waiting for approval, lists leave requests and holds the connection to biometric attendance devices. The attendance records are what payroll reads when it works out hours and days worked.

Leave: the window that opens.

Overtime: the window that opens.

Shifts: the window that opens.

Step by step

Clock in and clock out

1. Open HR > Attendance. Make sure the branch you work in is selected at the top of the admin.
2. Click Clock In when you start. The record is created for the account you are signed in with, with the time, your IP address and the status present.
3. Click Clock Out when you finish. The latest open record of your account is closed and its duration is saved.

Tip

The page does not show a confirmation message. Check the table to see the new record. The server refuses a second Clock In while you still have an open record, and a Clock Out when there is none.

Add, change or delete a shift

1. Open the Shifts tab.
2. Click Add Shift, type the Shift Name and the Start Time and End Time, then click Save Shift.
3. To change a shift click Edit next to it. To remove it click Delete.

Tip

Delete asks you to confirm before it removes the shift.

Tip

Type the times in 24-hour form as HH:MM, for example 09:00 and 17:30. The server refuses any other format. The shift is saved for the branch that is selected at the top.

Approve or reject overtime

1. Open the Overtime tab. The four cards give the numbers for the current month.
2. Find a record with the status pending.
3. Click Approve or Reject. Only pending records can be changed. A rejected record keeps the note Rejected.

Approve or reject a leave request

1. Open the Leave tab.
2. Click View to read the request, or click Approve or Reject straight away.

Tip

Staff send leave requests from the Employee Self-Service page (Request Leave). Approving a request records who approved it and when. It does not edit attendance records or balances by itself.

Test and sync an attendance device

1. Open the Devices tab. Each device is a card with its name, IP address and port, an Active or Inactive badge, the last sync time and the number of unprocessed logs.
2. Click Test to check that the server can reach the device. The page shows a message with the result.
3. Click Sync to import the punches of the last 7 days from the device. They are stored as device logs, and punches that were already imported are skipped.

Tip

Sync only brings the raw punches in. Turning device logs into attendance records is a separate server step that has no button on this page, so the Unprocessed Logs number can stay above zero. The device must be reachable by the server through its IP address and port.

Every setting explained

Header, search and summary cards

Setting	What it does
Clock In and Clock Out	Start and end your own working time at the selected branch.
Report	Opens a window with the days worked and the hours worked per employee for the branch and for the dates in the date filter.
Search staff, shifts	Filters the Attendance, Overtime and Leave lists by staff name (and shift name in Attendance).
Filter by Date	A date range box. It limits the Attendance list (and the Report) to those days.
Late Minutes	Sum of the late minutes of the loaded attendance rows (the last 100).
Overtime Minutes	Sum of the overtime minutes of the loaded rows.
Break Minutes	Sum of the break minutes of the loaded rows.
Leave Balance	Number of leave days in approved requests, with the number of days in all other requests as pending. It is a total of requests, not a remaining balance.
Active Devices	Number of attendance devices that are active, with the total number of devices.

Attendance tab columns

Setting	What it does
Staff Entity	The employee.
Shift Period	The name of the shift linked to the record. Records made with Clock In have no shift, so the column shows Shift.
Clock-In and Clock-Out	Local times of the punches. A dash means no punch yet.
Late	Minutes after the shift start time. It is worked out in your browser only when the record is linked to a shift, so it is usually empty for manual clock-ins.
Overtime	Minutes after the shift end time, with the same condition.
Breaks	Break minutes saved on the record.
Duration	The saved length of the record, followed by the letter h. The length is saved in minutes (an 8-hour day is 480) and the page shows it in hours, for example 8.0h. Records imported from an attendance device are saved the same way.
Audit Status	The status saved on the record, for example present. Only the exact word Approved gets a green badge.
Actions	No actions in this version; the column is empty.

Shifts tab

Setting	What it does
Shifts list	Every shift of the branch with its start and end time, sorted by start time. Add Shift, Edit and Delete.
Shift Name, Start Time, End Time	The fields of the shift form. HH:MM, 24-hour.
Shift Calendar (Preview)	A fixed preview that repeats the first two shifts on every day of the week. It is not connected to real assignments.
Availability & Swap	Two empty panels, Availability Preferences and Shift Swap Requests. They are placeholders.

Devices, overtime and leave tabs

Setting	What it does
Device card	Name, IP and port (default 4370), Active or Inactive, Last Sync (Never until the first sync) and Unprocessed Logs. Buttons: Test and Sync.
Shift Configurations	Cards for shift rules saved on the server: grace period in minutes, overtime threshold in minutes, and the overtime, weekend and holiday rates. The card names come from the shift.
Overtime cards	Pending Approval, Approved This Month, Regular OT hours and Weekend/Holiday hours for the current month.
Overtime table	Staff, Date, Hours, Type (regular, weekend or holiday), Rate (a multiplier such as 1.5x), Status (pending, approved or rejected). Approve and Reject appear for pending records.
Leave Requests list	Staff, dates, leave type (annual, sick, unpaid or other) and a status badge, with View, Approve and Reject. The New button asks for the staff member, the dates, the type and a reason.
Holiday Calendar	The holiday opening hours of the selected branch: label, date and either Closed or the open and close time. They come from the branch settings.

Related articles

• Employees (Human Resources)
• Payroll
• Employee Self-Service
• Branch Staff