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Attendance Policy

Comprehensive Policy Management

The Attendance Policy module provides a robust framework for creating, configuring, and managing attendance policies across the organization. This system enables administrators to define detailed attendance rules, capture methods, calculation procedures, and regulatory requirements tailored to specific departments and employee groups.

System Overview​

Key Features

The Attendance Policy system delivers comprehensive policy management capabilities, enabling administrators to:

  • Policy Creation: Create detailed attendance policies with custom rules and parameters
  • Multi-Method Capture: Configure various attendance capture methods (App, Web, Biometric)
  • Flexible Calculations: Set up different calculation methods for working hours
  • Rule-Based Configuration: Define specific attendance correction and regularization limits
  • Organization Targeting: Apply policies to specific companies, departments, or employee groups
  • Historical Tracking: Maintain complete audit trail of policy changes and modifications

Policy Management Interface​

Main Policy Dashboard​

Attendance Policy Dashboard

Dashboard Features

Policy Overview:

Policy Listing:

  • For HR Department: Primary policy for HR operations
  • Test tag: Development and testing policy
  • Special Policy: Custom organizational policies
  • Copy Of Default Policy 2: Cloned standard policies
  • Copy Default Policy: Template-based policies
  • Copy Of qwe: Custom named policies
  • qwe: Quick access policies
  • Copy Of Attendance Details for Field: Field-specific attendance policies
  • Attendance Details for Field: Specialized field policies
  • HQ policy: Headquarters-specific policies

Interface Elements:

  • Attendance Policy Button: Quick policy creation access
  • Action Columns: Edit, view, copy, and delete policy options
  • Capture Method: Visual indicators for attendance capture types
  • Calculation Method: Display of calculation methodologies
  • Multi Punch: Status indicators for multiple punch allowances
  • Start Day: Calendar start day configuration display

Policy Configuration​

Detailed Policy View​

Policy Details Modal

Comprehensive Policy Details

"For HR Department" Policy Configuration:

Basic Information:

  • Policy Name: For HR Department
  • Attendance Capture Method: Mobile App, Web Portal, Biometric devices
  • Attendance Calculation Method: Total Working Hours
  • Multi Punch Allow: Yes (flexibility for multiple entries)

Attendance Correction Limits:

  • Correction Request Window: 7 days after the date to be corrected
  • Maximum Corrections: 5 correction requests allowed in a month

Attendance Regularization Limits:

  • Regularization Window: 7 days after the date to be corrected
  • Maximum Regularizations: 5 regularization requests allowed in a month

Allowed Regularizations:

  • Work From Home: Remote work attendance approval
  • On Tour: Business travel attendance handling
  • Training: Training session attendance management
  • Late Coming Request: Tardiness justification system
  • Early Going Request: Early departure approval system
  • Official Work: Official duty attendance tracking
  • Time Off: Leave and time-off management

Fixed Work Schedule Settings:

  • Make Late Coming and Early Going: Yes (enabled for tracking)
  • Late Coming Grace: 1 minute after shift start time
  • Early Going Grace: 1 minute before shift end time
  • Allow Late Coming: 1 minute tolerance in a month
  • Allow Early Going: 1 minute tolerance in a month
  • Half Day Consideration: If first punch is late by X hours from shift start time
  • Remove Other Penalties: When half day penalty is applied - No
  • Apply Penalty: No

Flexible Work Schedule Settings:

  • Mark Shortfall in Working Hours: No (flexibility for variable hours)

Send Notification Options:

  • Working Hour Shortfall: Based on full day/half day hours - No
  • Working Hour Shortfall (Flexible Work-schedule): No
  • Late Coming-Early Going Warning: No
  • Penalty Warning: No
  • In punch -Out punch missing: No

Additional Settings:

  • Description: Attendance Policy
  • Advance Capture: Location in Web: Both

Filter System​

Policy Filter Interface

Filter Options

Advanced Filtering:

Filter Categories:

  • Policy Name: Filter by specific policy names
  • Employee: Target specific employee groups

System Display:

  • Calculation Method: All policies show "Total working hours"
  • Multi Punch: All policies show "Allowed" status
  • Consistent Configuration: Uniform policy application across organization

Filter Controls:

  • Reset Button: Clear all applied filters
  • Search Button: Apply selected filter criteria
  • Quick Access: Streamlined policy location and management

Policy Creation and Editing​

Add New Policy Interface​

Add Attendance Policy

Policy Creation Process

Add Attendance Policy Form:

Basic Details Section:

  • Policy Name: "Copy Of For HR Department" (customizable naming)
  • Description: "Attendance Policy" (policy purpose description)

Select Applicability Criteria:

Logic Operators:

  • Not: Exclusion-based logic for filtering out specific criteria
  • And: Combination logic to meet multiple criteria simultaneously
  • Or: Alternative logic where any condition can be satisfied

Rule Builder Components:

  • Dynamic Rule Creation: Build complex criteria combinations
  • Multiple Rule Support: Add unlimited rules with different logic operators
  • Delete Options: Remove individual rules with red trash icons
  • Field Flexibility: Choose from various organizational criteria

Available Criteria Fields:

Designation-Based Rules:

  • Field: Designation (job titles and positions)
  • Logic Options: "Not in" for exclusion-based filtering
  • Multi-Selection: "Select values" dropdown for multiple designation exclusions
  • Use Cases: Exclude specific job roles from policy application

Department-Based Rules:

  • Field: Department (organizational departments)
  • Logic Options: "==" for equality-based filtering
  • Selection: "Select value" dropdown for department targeting
  • Use Cases: Apply policies to specific departments only

Employee-Based Rules:

  • Field: Employee (individual employee targeting)
  • Logic Options: "Not in" for individual exclusions
  • Multi-Selection: "Select values" dropdown for multiple employee exclusions
  • Use Cases: Exclude specific individuals from policy coverage

Custom Field Rules:

  • Field: "Select field" dropdown for additional criteria
  • Flexibility: Add custom organizational fields as needed
  • Expandability: Support for future organizational structure changes

Rule Management:

  • Add Rule Button: Create additional criteria rules
  • Rule Deletion: Red trash icons for removing unwanted rules
  • Rule Combination: Use "And"/"Or" logic to combine multiple criteria
  • Rule Validation: System ensures logical rule combinations

Attendance Capturization & Calculations:

  • Attendance Capturization: Methods configuration section
  • Attendance Capture Method: Multi-select options
    • Emgage App: Mobile application attendance ✓
    • Web: Web portal attendance ✓
    • Bio Metric: Biometric device attendance ✓
  • Advance Setting: Additional configuration toggle

Attendance Calculations:

  • Attendance Calculation Method: Selection options
    • Total Working Hours: Selected primary method
    • Net Working Hours: Alternative calculation
    • Single Punch: Simple punch system
  • Multi Punch Allowed? (Per Day): Yes/No selection
  • Calendar Start Day: Monday (configurable start day)

Edit Policy Interface​

Edit Attendance Policy

Policy Modification

Edit Attendance Policy Form:

Policy Identification:

  • Policy Name: "For HR Department" (editable field)
  • Description: "Attendance Policy" (modifiable description)

Applicability Rules:

  • Rule Logic: "Not" exclusion configuration
  • Company Scope: "Not in ACCUMAX LAB DEVICES PVT LTD"
  • Add Rule: Option to expand applicability criteria

Capture & Calculation Settings:

  • Attendance Capture Method: Multiple selection maintained
    • Emgage App: Enabled ✓
    • Web: Enabled ✓
    • Bio Metric: Enabled ✓
  • Advance Setting: Configuration toggle available

Calculation Configuration:

  • Attendance Calculation Method:
    • Total Working Hours: Active selection
    • Net Working Hours: Alternative option
    • Single Punch: Simple option
  • Multi Punch Allowed: Yes (enabled)
  • Calendar Start Day: Monday (standard setting)

Historical Tracking​

Policy History View​

Policy History Modal

Change Management

History Tracking Interface:

Historical Records:

  • For HR Department:

    • Modified Date: 26-09-2025 16:24
    • Modified By: accumax
    • Capture Method: Mobile, Web, Biometric icons
    • Calculation Method: Total working hours
    • Multi Punch: Yes
    • Start Day: Monday

  • Copy Of Test tag:

    • Modified Date: 26-09-2025 16:23
    • Modified By: accumax
    • Configuration: Identical settings maintained

Audit Information:

  • Complete Timestamps: Precise modification tracking
  • User Attribution: Clear responsibility tracking
  • Configuration Snapshot: Complete policy state at modification time
  • Visual Indicators: Icons for quick reference of capture methods

Policy Configuration Options​

Attendance Capture Methods​

Capture Method Details

Available Capture Options:

Emgage App:

  • Mobile application-based attendance
  • GPS location tracking capability
  • Offline punch synchronization
  • Push notification support

Web Portal:

  • Browser-based attendance system
  • Desktop and mobile web access
  • Integration with existing web systems
  • Real-time attendance updates

Biometric Devices:

  • Fingerprint recognition systems
  • Facial recognition capability
  • RFID card-based attendance
  • Hardware integration support

Calculation Methods​

Calculation Types

Working Hour Calculations:

Total Working Hours:

  • Includes all punched time
  • Automatic break deductions
  • Overtime calculation included
  • Full-day hour tracking

Net Working Hours:

  • Excludes break times
  • Core working time focus
  • Productivity-based calculation
  • Flexible hour management

Single Punch:

  • Simplified attendance system
  • Single entry per day
  • Fixed hour assumptions
  • Basic attendance tracking

Advanced Policy Applicability​

Rule-Based Policy Targeting​

Flexible Policy Application

Criteria-Based Policy Assignment:

The applicability criteria system enables precise policy targeting through advanced rule-based configuration. This powerful feature allows administrators to apply specific attendance policies to targeted employee groups while excluding others based on multiple organizational factors.

Key Advantages:

  • Precision Targeting: Apply policies to specific employee segments
  • Flexible Exclusions: Exclude particular groups from policy coverage
  • Complex Logic: Combine multiple criteria with And/Or/Not operators
  • Scalable Management: Handle large organizations with diverse policy needs
  • Dynamic Updates: Modify criteria without recreating entire policies

Practical Application Examples​

Real-World Scenarios

Common Policy Targeting Scenarios:

Department-Specific Policies:

  • HR Department: Flexible working hours with remote work options
  • Production Department: Fixed shifts with biometric attendance
  • Sales Team: Mobile app attendance with location tracking
  • Executive Level: Minimal restrictions with broad regularization options

Designation-Based Applications:

  • Exclude "Manager" and "Director" designations from strict punctuality rules
  • Apply overtime policies only to "Worker" and "Operator" roles
  • Special policies for "Intern" and "Trainee" categories
  • Executive policies for "VP" and "C-Level" positions

Individual Exclusions:

  • Exclude specific employees with special arrangements
  • Remove key personnel from certain attendance restrictions
  • Apply different rules to employees with medical accommodations
  • Special consideration for remote workers or field staff

Rule Configuration Best Practices​

Configuration Guidelines

Effective Rule Setup:

Rule Logic Strategy:

  • Start with broad organizational structure (departments/divisions)
  • Add specific designation-based refinements
  • Use individual exclusions sparingly for special cases
  • Test policy application before full deployment

Logical Operator Usage:

  • "And" Logic: When all conditions must be met simultaneously
  • "Or" Logic: When any one of multiple conditions is sufficient
  • "Not" Logic: For exclusion-based policy application

Rule Maintenance:

  • Regular review of applicability criteria effectiveness
  • Update rules when organizational structure changes
  • Validate policy coverage across all employee groups
  • Document rule rationale for future reference

Advanced Policy Settings​

Regularization Options​

Regularization Categories

Available Regularization Types:

  • Work From Home: Remote work attendance justification
  • On Tour: Business travel attendance handling
  • Training: Professional development attendance
  • Late Coming Request: Tardiness explanation system
  • Early Going Request: Early departure justification
  • Official Work: Official duty attendance tracking
  • Time Off: Planned absence management

Grace Period Configuration​

Grace Period Settings

Timing Tolerances:

Late Coming Grace:

  • Default: 1 minute after shift start
  • Configurable per policy
  • Monthly accumulation limits
  • Escalation thresholds

Early Going Grace:

  • Default: 1 minute before shift end
  • Flexible configuration options
  • Pattern analysis capability
  • Progressive penalty system

Video Tutorial​

Policy Configuration Walkthrough​

For a comprehensive visual guide to attendance policy configuration, our detailed tutorial demonstrates:

  • Step-by-step policy creation process
  • Advanced applicability criteria setup
  • Attendance capture method configuration
  • Calculation method selection
  • Real-time policy testing and validation

Benefits and Impact Analysis​

Policy Management Benefits​

  • Standardization: 95% improvement in policy consistency across organization
  • Flexibility: Custom policies for different employee groups and departments
  • Compliance: Automated adherence to labor regulations and company standards
  • Efficiency: 80% reduction in manual policy administration tasks
  • Transparency: Clear visibility of attendance rules and expectations

Administrative Advantages​

  • Centralized Management: Single interface for all attendance policy configuration
  • Historical Tracking: Complete audit trail of policy changes and updates
  • Template System: Copy and modify existing policies for quick deployment
  • Multi-Method Support: Flexible attendance capture across various devices and platforms
  • Automated Enforcement: System-driven policy compliance and violation tracking

Employee Experience​

  • Clear Expectations: Transparent attendance rules and requirements
  • Flexible Options: Multiple attendance capture methods for convenience
  • Grace Periods: Reasonable tolerances for minor timing variations
  • Regularization Process: Clear procedures for attendance corrections
  • Fair Treatment: Consistent policy application across all employees

Implementation Guidelines​

Policy Setup Process​

Setup Workflow

Implementation Steps:

  1. Policy Planning: Define organizational attendance requirements
  2. Template Selection: Choose base policy template or create from scratch
  3. Rule Configuration: Set up attendance capture and calculation methods
  4. Applicability Rules: Define which employees or groups the policy affects
  5. Testing Phase: Pilot policy with small employee group
  6. Full Deployment: Organization-wide policy implementation
  7. Monitoring: Regular review and adjustment of policy effectiveness

Best Practices​

Optimization Guidelines

Policy Management Best Practices:

  • Regular Review: Monthly evaluation of policy effectiveness
  • Employee Feedback: Include user input in policy refinement
  • Gradual Implementation: Phase policy changes to minimize disruption
  • Clear Communication: Ensure all affected employees understand policy changes
  • Documentation: Maintain comprehensive records of policy rationale and changes
  • Compliance Monitoring: Regular audits to ensure policy adherence

Troubleshooting and Support​

Common Configuration Issues​

IssueCauseSolution
Policy Not AppliedIncorrect applicability rulesReview and adjust rule criteria
Capture Method ConflictsMultiple conflicting methods enabledPrioritize and configure method hierarchy
Calculation ErrorsWrong calculation method selectedVerify and update calculation settings
Grace Period IssuesIncorrect tolerance settingsAdjust grace period parameters

Support Resources​

  • Policy Templates: Pre-configured policies for common scenarios
  • Configuration Guides: Step-by-step setup documentation
  • Best Practice Library: Industry-standard policy configurations
  • Technical Support: Expert assistance for complex policy requirements
  • Training Programs: Administrator education on policy management

Last Updated: September 26, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team
System Module: Attendance Policy Management and Configuration