Attendance
Attendance in BusinessHRM records when employees clock in and out, where they worked from, and whether they were late or on a half day. You can let employees clock themselves in, restrict clocking to office IP addresses or a geographic radius, use QR codes, mark attendance manually, and let staff request corrections (regularisation). This article covers all of it.
Where office hours come from: BusinessHRM does not keep a single global office start/end time. Working hours, late-mark grace, half-day cut-offs, auto clock-out and working days are all defined per shift. See Shift Roster for shift definitions; this article references them where relevant.
Where to find it
- Attendance views: Sidebar → HR → Attendance (
/attendances). Sub-views along the top: Summary, By Member, By Hour, Attendance Regularisation, and By Location (only shown when location saving is enabled). - Configuration: Settings → Attendance Settings (
/attendance-settings).
Clocking in and out
Employees clock in from the dashboard using the Clock In button/modal (available only when self clock-in is enabled in settings).
How an employee clocks in
- On the dashboard, click Clock In. The modal shows the current date/time and your assigned shift.
- Choose your Location (company address).
- Choose Working From — Office, Home, or Other. If you pick Other, type the Other Place.
- Optionally add a Clock-in Note.
- Confirm. (Your browser location is captured if radius or location-saving is enabled.)
To finish the day, click Clock Out, which records the time, location and an optional clock-out note.
What the system checks
- You can only clock in within your shift window / on a working day, and only up to the maximum check-ins per day defined on your shift.
- If IP checking is on and you are not working from home, your device's IP must be on the allowlist, or you'll see "not an authorised device".
- If radius checking is on, you must be within the configured distance of the location, or you'll see "not a valid location".
- If Auto Clock In is enabled, BusinessHRM can automatically mark you present at a default location.
QR code clock-in
If QR attendance is enabled, employees can clock in/out by scanning the company QR code instead of using the dashboard button.
Attendance settings
Settings → Attendance Settings has several tabs: Attendance Settings, Employee Shifts, Shift Rotation, QR Code, and Attendance Regularisation.
Attendance tab
| Setting | What it does |
|---|---|
| Allow Shift Change | Lets employees request a different shift. |
| Save Current Location | Captures each clock-in's geo-location and enables the By Location map view. |
| Allow Self Clock-In/Out | Lets employees clock themselves in (turning this off also disables IP and radius checks). |
| Auto Clock In | Automatically marks employees present. |
| Auto Clock In location | When auto clock-in is on: Office or Home. |
| Check for Radius | Enables geographic radius restriction on clock-in. |
| Radius | The allowed distance (in metres) when radius checking is on. |
| Show Clock In | Whether the Clock In button appears on the dashboard. |
| Check for IP | Enables IP-address restriction. |
| IP Address | One or more allowed IP addresses (use Add IP Address to add more rows). |
| Send Monthly Report | Email a monthly attendance report; choose which roles receive it. |
| Week Start From | The first day of the week (also affects calendars). |
| Attendance Reminder | Remind employees to clock in after a set number of minutes. |
Employee Shifts tab
This is where you define shifts (start/end times or flexible hours, late-mark grace, half-day cut-off, auto clock-out, check-ins per day, and working days) and set a default shift. Because shift definitions are detailed, they are documented fully in Shift Roster.
QR Code tab
Toggle QR attendance on/off. When on, the page shows the QR image and login URL, with options to copy, download or print it for posting at your premises.
Attendance Regularisation tab
| Setting | Options |
|---|---|
| Adjust attendance logs | Not Allowed, Only Missing Swipes, or All Logs. |
| How often / how far back | Limit to the last N days; or N times per week/month/quarter/year; or only before a chosen day of the current month. |
| Allowed roles | Which roles may raise regularisation requests. |
Marking attendance manually (admin)
When self clock-in isn't used, or to fix gaps, an admin can mark attendance directly.
How to mark attendance manually
- Go to HR → Attendance and click Mark Attendance (or Add Attendance).
- Fill in the form (fields below).
- Save.
| Field | Required | Notes / options |
|---|---|---|
| Department | — | Filters the employee list. |
| Employees | Yes | One or more employees (multi-select). |
| Mark attendance by | — | Month (default) or Date. |
| Year / Month | If by month | The period to mark. |
| Date range | If by date | The range of days (cannot be in the future). |
| Clock In | Yes | Defaults to the shift's start time. |
| Location | — | The clock-in location. |
| Working From | Yes | Office / Home / Other (Other Place required if Other). |
| Clock Out | No | Defaults to the shift's end time, with its own location/working-from. |
| Late | — | Yes / No (default No). |
| Half Day | — | Yes / No; if Yes, choose First Half or Second Half. |
| Overwrite Attendance | No | Replace any existing records for those days. |
If a leave is already applied for a day you're marking, BusinessHRM warns you and asks whether to reject it. Bulk Import of attendance from a file is also available.
Permission note: Marking attendance requires the Add Attendance permission.
Attendance regularisation (correction requests)
When the Attendance Regularisation setting is enabled, the Attendance Regularisation tab (also called By Request) lets employees request corrections to missed or wrong swipes, and lets approvers act on them.
How an employee raises a request
- Find the attendance day that needs correcting and choose to request regularisation.
- Enter the corrected Clock In (required), Working From (Office / Home / Other), optional Clock Out, and a Reason (required).
- Submit.
How an approver handles requests
On the Attendance Regularisation tab you can filter by Employee, Status (Pending by default, plus Accepted/Rejected/All), Month and Year, with a badge showing how many are pending. For each request you can:
- Accept — applies the corrected times.
- Reject — with a reject reason.
- View / Edit the request, or Delete a pending one.
Who can request, and how far back / how often, is governed by the Regularisation settings described above.
Other attendance views
- By Member — attendance grouped per employee.
- By Hour — an hour-by-hour breakdown.
- By Location — a map of where people clocked in (only when Save Current Location is on).
Tips
- Decide your enforcement model first: IP check suits a fixed office network; radius check suits field/remote work with known sites.
- Turn off Allow Self Clock-In/Out if you prefer admins to mark attendance — this also switches off IP/radius checks.
- Use Attendance Regularisation so employees can fix honest mistakes without an admin editing records by hand.
- Remember late-mark, half-day and working hours live on the shift — review your shifts if attendance is being flagged unexpectedly.