Attendance

Overview

The Attendance module is used to record employee working hours and manage their work activities. It allows for recording arrivals and departures, managing overtime, tracking various types of work activities, and generating outputs for payroll accounting and HR systems. The system supports attendance confirmation by both employees and supervisors, provides an AI assistant for data queries, and offers extensive statistical reports.

Key Functions

• Recording employee arrivals and departures
• Automatic calculation of hours worked and overtime
• Distinction between work on business days, weekends, and holidays
• Management of various attendance types (work, vacation, sickness, business trip, home office, and more)
• Shift operation planning
• Attendance approval by supervisors
• Calculation of night shift overtime
• Management of employee bonuses
• Overtime settlement
• Export to various formats for payroll systems
• AI assistant for attendance-related queries
• Extensive statistical reports
• Integration with vacations and eSick Leave (eNeschopenka)

Access and Settings

How to access the module

Navigation path: Employees → Attendance

Module Settings

Settings path: Settings → Attendance

The module contains six settings tabs:

1. User Rights

In this tab, rights of individual users for the attendance module are set. For each user, you can define the access level and, if applicable, select specific employees whose attendance they can manage.

2. General Settings

The basic configuration of the module includes these options:

• Number of days editable retroactively: Determines how many days back employees can edit their attendance
• Number of rows per 1 day: Maximum number of attendance entries in one day (e.g., for multiple arrivals/departures)
• Calculate overtime separately: Separate tracking of overtime on business days, weekends, and holidays
• Round arrival/departure to 15 min: Automatic rounding of times to quarter-hours
• Automatic lunch break deduction: The system automatically deducts a set break
• Log attendance changes: Recording all attendance changes for audit purposes
• Attendance plan: Activation of the module for shift operation planning
• Enter vacations only from the vacation module: Prevents entering vacations directly in attendance
• Supplement attendance from eSick Leaves: Automatic completion of attendance from the Czech eNeschopenka system
• Calculate meal voucher entitlement: Calculation of meal allowance entitlement based on hours worked
• Note from selection: Pre-set options for quick filling of notes
• Attendance confirmation by employees: Employees must monthly confirm the correctness of their attendance

3. Used Types

Selection of active attendance types that will be available in the system. You can activate/deactivate individual types according to your company's needs.

4. RestAPI

API access settings for external systems, attendance terminals, and mobile applications.

5. Import

Configuration for importing data from external files and attendance systems.

6. Rights History

Audit of changes to user rights for the attendance module.

User Rights

The system distinguishes six levels of access to attendance:

Permission	Description
No access	User cannot view any attendance
Read own	User can only view their own attendance, cannot edit it
Write/read own	User can view and edit their own attendance
Read users' attendance	User can view the attendance of selected employees without the possibility of editing
Write/read/approve for selected	Full management of attendance for selected employees, including approval
Write/read/approve/pre-fill for all	Full management of attendance for all employees, including bulk pre-filling

User Interface

Main Screen

After opening the module, you will see the basic interface with these elements:

• Tabs at the top: Actual, Attendance Plan, Confirmation, AI, Statistics
• Employee selection: Dropdown list for choosing an employee (based on permissions)
• Month and year selection: Quick navigation between months using arrows or selection from a dropdown list
• Calendar overview: A table with all days of the current month
• Information panel: Summary of hours worked, overtime, and other data
• Export panel: Buttons for downloading various reports

Calendar Overview

The main table displays individual days of the month with the following information:

• Day and date: Day number, day of the week
• Day type: Color-coded work type (work, vacation, sickness, etc.)
• Time data: From-to, total hours worked
• Note: Text note for the entry
• Action icons: Edit, Copy, Delete

Color Coding

Each attendance type has its own color for quick orientation:

• Work - blue
• Vacation - green
• Sickness - red
• Business trip - purple
• Home Office - turquoise
• and others according to settings

Information Panel

The right panel displays a monthly overview in hours:

• Totals of hours according to individual attendance types
• Total reported for the month
• Breakdown of working time into night shifts, weekends, and holidays
• Overtime calculation
• Number of working days in the month
• Average daily working time

Attendance Types

The system supports these basic attendance types:

Attendance Type	Usage
Work	Standard working hours
Vacation	Vacation usage (usually entered from the Vacations module)
Doctor	Doctor's visit during working hours
Sickness	Incapacity for work
Break	A break that is not counted towards working hours
Business trip	Work travel outside the workplace
Training	Participation in educational events
Home Office	Work from home
On-call duty	Standby duty (can be recalculated according to settings)
Family Care	Personal obstacles to work on the employee's side
Personal leave	Other reasons for unpaid leave according to the Labor Code
Compensatory time off	Taking compensatory time off for overtime worked
Unpaid leave	Unpaid leave

Specific names and the number of types may vary according to your company's settings.

Basic Operations

Viewing Attendance

1. Open the Attendance module
2. Select an employee from the dropdown list (if you have permission to see multiple employees)
3. Use the arrows or the dropdown menu to select the desired month and year
4. In the calendar, you will see the attendance overview for the entire month

Creating an Attendance Record

1. In the calendar overview, click the Edit icon (pencil) for a specific day
2. A dialog box for editing the day opens
3. Fill in the data in the first row:
   • Type: Select the attendance type (Work, Vacation, Sickness, etc.)
   • From: Enter arrival time (HH:MM format)
   • To: Enter departure time (HH:MM format)
   • Note: Optionally add a text note
4. If you need to record multiple arrivals/departures in one day, click the Add row button
5. Click the Save button

Editing an Attendance Record

1. Click the Edit icon (pencil) for the day you want to edit
2. Make the desired changes in the dialog box
3. Save by clicking the Save button

Retroactive editing limit: The number of days back you can edit attendance is defined in the module settings.

Copying a Record to Other Days

1. For the day whose attendance you want to copy, click the Copy icon (two pages)
2. A dialog box with a calendar opens
3. In the calendar, select the days you want to copy the attendance to (you can select multiple days at once)
4. Click Save

Copying with notes: If you click the copy icon with a dot (pages with a dot), notes will also be copied.

Important: Copying only overwrites empty days. Days that already have attendance filled in will remain unchanged.

Deleting a Record

1. For the day you want to delete, click the Delete icon (cross)
2. If delete confirmation is activated in the settings, confirm the action in the dialog box
3. Attendance for the given day will be deleted

Advanced Functions

Pre-filling Working Hours for a Period

This function allows for bulk pre-filling of attendance for selected employees according to their set templates.

1. Click the Pre-fill working hours for a period button
2. Select the from-to date for pre-filling
3. Check the employees for whom you want to pre-fill attendance
4. Click Save

Note: The system will use the default working hours set for individual employees. Pre-filling will not overwrite already existing records.

Bonuses

If your company has the bonuses module activated, you can record a monthly employee bonus.

1. Select the employee in the dropdown list
2. Click the Bonuses button
3. Enter the bonus amount for the current month
4. Click Save

Overtime Settlement

Function for recording the payout or taking of compensatory time off for overtime.

1. Select the employee
2. Click the Pay out / Settle button
3. Fill in the form:
   • As of date: Settlement date
   • Number of hours: Number of hours to settle (deducted from overtime)
   • Reason: Explanation (e.g., "Paid in February payroll")
4. Click Save

Attendance Approval and Locking

If attendance confirmation by employees is activated in the settings:

1. The employee checks their attendance after the month ends
2. In the green box "Attendance approval by user", they click the Confirm button
3. The system records the date and time of confirmation
4. The supervisor can subsequently approve the attendance

Overview of Confirmed/Unconfirmed Attendance

For managers, an overview of the attendance confirmation status is available:

1. Click the Confirmed/Unconfirmed for all button
2. A table will appear with all employees and their confirmation status for the current month
3. You can print the overview by clicking the Print button

Attendance Plan (Shift Operation)

If your company has the attendance planning module activated, you can plan employee shifts in advance.

Viewing the Plan

1. Click the Attendance Plan tab
2. Select an employee or group
3. View the planned shifts in the calendar

Creating a Plan

1. In the attendance plan, click the Edit icon for a specific day
2. Fill in the planned shift just like standard attendance
3. Click Save

Converting the Plan to Actual Attendance

If the shift took place according to the plan, you can convert the plan into actual attendance:

1. Select the employee
2. Click the Convert plan to attendance button
3. Select the period for which you want to convert the plan
4. Click Save

The system will copy all planned shifts into the actual attendance.

Confirmation Tab

This tab serves managers for viewing and approving the attendance of subordinate employees.

Usage

1. Click the Confirmation tab
2. A table of all your subordinates will be displayed
3. For each employee, you see:
   • Status of attendance confirmation by the employee
   • Confirmation date
   • Option to approve or reject the attendance
4. After review, click the appropriate button for approval

AI Assistant

The AI attendance assistant allows you to ask natural language questions about attendance data and get quick answers.

Using the AI Assistant

1. Click the AI tab
2. Type your query in natural language into the Your question field
3. Click the Search button
4. The AI will process the query and display results in a table

Example Queries

• Find employees who had vacation between 4/1/2025 and 8/31/2025
• Who worked on a public holiday this year?
• How many overtime hours does John Doe have?
• Which employee had the most sick days this year?

Note: Each query costs 0.1 credit. You can see the current credit balance in the upper right corner of the AI assistant.

Statistics

The Statistics tab provides graphical overviews and attendance analysis.

Available Statistics

1. Click the Statistics tab
2. Select the period type:
   • Month: Statistics for the selected month
   • Full year: Annual overviews
3. Choose a specific month and year
4. Click Show statistics

Displayed Data

• Total number of hours worked by employees
• Breakdown of hours by attendance types
• Overtime broken down into business days, weekends, and holidays
• Sickness rate in hours
• Charts and tables for data visualization

Data Export

The attendance module offers extensive options for exporting data to various formats and systems.

Export - Attendance overview of the selected user for this month including notes

Format: Excel

Usage: Export the attendance of the currently selected employee for the displayed month, including all notes.

1. Select the employee
2. Select the month
3. Click the button with the Excel icon Attendance overview of the selected user for this month including notes
4. The file will download automatically

Export - Employee timesheet in PDF

Format: PDF

Usage: Export the currently selected employee's timesheet in PDF format suitable for the Labor Inspectorate.

1. Select the employee
2. Select the month
3. Click the button with the PDF icon Employee timesheet in PDF
4. The PDF file will open in a new browser window

Export - Employee timesheet - for the Labor Inspectorate

Format: Excel

Usage: Export the selected employee's timesheet in Excel format designed for the Labor Inspectorate.

1. Select the employee
2. Select the month
3. Click the button Employee timesheet - for the Labor Inspectorate
4. The file will be downloaded to your computer

Export - All timesheets incl. notes - for the Labor Inspectorate

Format: Excel

Usage: Bulk export of timesheets for all employees, including notes, for the Labor Inspectorate.

Permission: Available only to users with full attendance management rights.

1. Select the month
2. Click the button All timesheets incl. notes - for the Labor Inspectorate
3. A file containing all employees will be downloaded

Export - Excel overview for accountant - current employee

Format: Excel

Usage: Export the currently selected employee's attendance in a format intended for the accounting department.

Availability: Only for the Czech language of the system.

1. Select the employee
2. Select the month
3. Click the button Excel overview for accountant - current employee
4. The file will be downloaded

Export - PAMICA export for all

Format: XML

Target system: Stormware PAMICA (payroll system)

Usage: Export payroll data of all employees to the PAMICA system.

Availability: Only for the Czech language of the system.

Permission: Available only to users with full attendance management rights.

1. Select the month using the navigation arrows
2. Click the button PAMICA export for all
3. The XML file in PAMICA format will be downloaded
4. Import the file into the PAMICA system

Export - All attendance overview for this month for PAMICA check

Format: Excel

Usage: Control export in Excel before exporting to the PAMICA system. Allows checking data before the actual import.

Availability: Only for the Czech language of the system.

Permission: Available only to users with full attendance management rights.

1. Select the month
2. Click the button All attendance overview for this month for PAMICA check
3. Check the data in Excel
4. After verification, use the PAMICA export

Export - Money S3 export for all

Format: XML

Target system: Money S3 (accounting system)

Usage: Export payroll data of all employees to the Money S3 accounting system.

Availability: Only for the Czech language of the system.

Permission: Available only to users with full attendance management rights.

1. Select the month
2. Click the button Money S3 export for all
3. The XML file will be downloaded
4. Import the file into Money S3

Export - VEMA PAM F90 export for all

Format: Special export

Target system: VEMA PAM (HR system)

Usage: Export data of all employees to the VEMA PAM HR system.

Availability: Only for the Czech language of the system and only if VEMA PAM export is activated in settings.

Permission: Available only to users with full attendance management rights.

1. Select the month
2. Click the button VEMA PAM F90 export for all
3. The export file will be downloaded
4. Use the file in the VEMA PAM system

Export - Attendance overview (notes only) by Centers and Org. Unit

Format: Excel

Usage: Export only notes from attendance, filtered by cost centers and organizational units. Suitable for internal analysis and reporting.

1. Click the button Attendance overview (notes only) by Centers and Org. Unit
2. In the dialog, select the required centers or organizational units
3. Click Export
4. The Excel file will download with filtered notes

Export - Work plan export

Format: Excel

Usage: Export planned shifts of all employees for future periods.

1. Go to the Attendance Plan tab
2. Select the month
3. Click the button Work plan export
4. The file with planned shifts will be downloaded

All attendance overview without notes

In addition to the export with notes, you can export an overview of all employees without notes:

1. Select the month
2. Click the button with the Excel icon All attendance overview (without mention of notes)
3. An overview with only time data without notes will be downloaded

Integration with Other Modules

Vacations

The Attendance module is fully integrated with the Vacations module:

• Approved vacations are automatically reflected in attendance
• If the option "Enter vacations only from the vacation module" is activated in settings, vacation cannot be entered directly in attendance
• Changes to vacation in the Vacations module are immediately reflected in attendance

eSick Leave (eNeschopenka - for CZ)

For Czech companies, integration with the electronic sick leave system is available:

• When activated in settings, attendance is automatically supplemented from eSick Leaves
• Sick days are entered into attendance with the type "Sickness"
• Synchronization takes place automatically in the background

Attendance Terminals (Chips)

The system supports data import from attendance terminals:

• Data from RFID chips or biometric terminals are automatically imported
• Arrivals and departures are recorded in attendance
• Import settings can be found in the RestAPI tab in the module settings

Troubleshooting

Frequently Asked Questions

Question: I cannot edit attendance older than a few days. Why?

Solution: The number of days back for which attendance can be edited is defined in the module settings. If you need to edit an older record, contact an administrator or supervisor with the appropriate rights.

Question: How do I add multiple arrivals and departures in one day?

Solution: In the day edit dialog, click the Add row button. You can add as many rows as set in the configuration (usually up to 20).

Question: Copying attendance did not overwrite all days. Is this an error?

Solution: Copying attendance only overwrites empty days. Days that already have attendance filled in will remain unchanged. This is intentional system behavior to prevent overwriting already entered data.

Question: Why is the PAMICA export button not showing for me?

Solution: PAMICA export is only available when:

• The system language is set to Czech
• User rights are set to full attendance management

Question: How does the night overtime calculation work?

Solution: The system automatically calculates night work in the interval 22:00 - 06:00. It distinguishes two types:

• Night (22-06h): All work within the night interval
• Night (22-06h min.3h): Only night shifts with at least 3 hours within the night interval

Question: What does "On-call duty with conversion" mean?

Solution: If on-call duty conversion (e.g., to 50 percent) is activated in settings, on-call hours are only partially counted towards total working hours. For example, 8 hours of on-call duty at 50 percent = 4 hours added to the total.

Question: How can I see the attendance of my subordinates?

Solution: An administrator must set the appropriate rights for you in the User Rights tab in the module settings. You can have permission for either selected employees or for all.

Question: The AI assistant is not working for me. What should I do?

Solution:

• Check if your company has enough credits (visible in the upper right corner of the AI assistant)
• Ensure the AI Chats module is activated in the company settings
• If the problem persists, contact your administrator

Tips for Efficient Work

Quick filling of recurring attendance

If you have regular working hours, use the copy function. Fill in attendance for one day and copy it to the entire week or month at once.

Using predefined notes

If you often use the same notes (e.g., "Work on project XY"), ask your administrator to add these notes to the selection. You will save time repeatedly typing them.

Review before month-end

Regularly check your attendance during the month. At the end of the month, check the total sums in the info panel and correct any discrepancies before confirming your attendance.

Using the AI assistant for analysis

Instead of manual hour counting, use the AI assistant. You can ask, for example, "How many overtime hours do I have this year?" or "In which months did I work weekend shifts?".

Export for own needs

For personal purposes, you can export your attendance to Excel and create your own charts and analyses according to your needs.

Vacation planning

Before requesting vacation, check how many overtime hours you have in your attendance. You can use them as compensatory time off.

Using filters in statistics

In the Statistics tab, use various views (monthly/yearly) to get a comprehensive overview of your team's working hours.

Access from Mobile Devices

The Attendance module is fully responsive and works on mobile devices:

• Log in to eIntranet from your phone or tablet
• Navigate to the Attendance module
• The interface automatically adjusts to the screen size
• You can enter and edit attendance just like on a computer

Note: On mobile devices, some advanced functions (e.g., bulk exports) are hidden to save screen space.