Real Time Attendance Configuration Document

Step 1: Uploading the Employee Roster

The first step(after group and cardcode mapping) in the attendance system is to upload the
roster of employees. The roster includes each employee’s shift and day type, such as Rest
Day, Off Day, or Normal Day. These details are important because the employee’s final
attendance result is calculated based on the shift and day type assigned in the roster.

Steps to Create or Update the Roster

1. Go to the Shift Roster page. Here you can update or assign shifts.
2. Select the employees. You can choose one employee or multiple employees. There is a
checkbox to select all employees or only the required ones.

3. Click on 'Apply Pattern'. This is used to assign a shift pattern to the selected employees.

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4. Fill the required details:
- Select Shift
- Select Day Type
- Tick 'Start with this'
- Select the Start Date
- Enter the Duration
- Select how many weeks or days to apply this pattern
After filling everything, click on the Apply button.

Important Notes
 You can use an Excel file to upload roster details for many employees at once.
 You can click on the pink-colored day type to update or change it.

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Note:You can add or delete Daytype from extratime new screen.

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Step 2: Extra Time Configuration
Steps to Configure Extra Time (Plain Text Version)

Step 1:Go to the Setup section and choose Time & Attendance.
Step 2:Select the Group and Shift for which you want to create the extra time rule.
Enter a Rule Description and then click on Set Extra Time.
Create a slab,scroll down click on submit button and then click save button.

Step 3:Open the new Extra Time screen.

This screen is available on the right side of the group list under “Set My
Attendance.”

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Step 4:Select one or more Groups, Shifts, and Day Types.
Fill all the required details to create the extra time slab and save it.

Step 5:An Action column is there(after creating slabs it will come right side of slab).
You can use this to edit or delete any slab.

Step 6:You can select multiple slabs and click the delete icon to remove all selected slabs
at once.

Important Note:
[Link] can upload extra time slabs using an Excel file (via the Upload button).
[Link] can download all extra time slabs using the Download button.
[Link] can also download slabs group-wise by selecting a specific group.

Very Important Note:

[Link] extra time to work, the Extra Time Applicability must be configured in the
backend by the developers.
[Link] this backend setup is not done, the extra time will not be created in the system.

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Break Time Deduction from Overtime
Some organizations prefer to deduct break time from the overtime (OT) worked by
employees.
For example, in FBInc, 30 minutes are deducted for every 4 hours of overtime worked.

To support this requirement, a screen is provided in the New Extra Time section where
break-deduction slabs can be created. These slabs define:
 From which minimum overtime minutes
 To which maximum overtime minutes
 How many minutes should be deducted as break time
At the top of the New Extra Time screen, there is an “Add Break” button.
From this section, you can create, edit, and delete break-deduction slabs as needed.

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Step 3: Real-Time Attendance Formation at Punch-Out

Step 3A: A Flat Table is created one night before.

Only this table is used for the entire attendance calculation process.

Step 3B: Your attendance result is generated at the time of punch-out, but only if you
have completed at least the half-day required minutes.
You can even test this yourself by doing a punch-out after working for around 4–5 hours
.
Once the result is formed, your attendance data is sent for payroll processing.

Step 3C: If your manager approves your Regularisation, Outdoor Duty, Leave, or Work
From Home request, the attendance result will update in real time.

Step 3D:If Regularisation, Outdoor Duty, WFH, or Leave is auto-approved or auto-

cancelled, the result will update immediately at the time of your request.

Step 3E:If email approval is enabled, then after you submit your Regularisation, OD,
WFH, or Leave request, your manager will receive an email to approve it.
This is an additional feature. Your manager can approve from the portal or directly from
the email.

Step 3F:If you have worked enough minutes to qualify for Overtime (OT), then after
your punch-out you will be able to apply for Extra Time.
Step 3G:If Extra Time is auto-approved, your OT will be approved immediately and
sent to payroll.
If not auto-approved, it will be processed only after approval from your manager.

Important Note
1. If you upload the roster or change the shift after attendance is already formed, the
attendance result will also change.
2. Regularisation, Outdoor Duty, and Extra Time can be applied only within the time
period that is configured in the system.
3. For real-time attendance to work, the real-time attendance setting must be
configured by the developers in the backend before the flat table is created.

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Step 4: Sandwich Rule (Configurable in OAS Screen)
The Sandwich Rule is used to decide how weekly offs or holidays should be treated
when an employee takes Leave or is Absent just before or after the weekly off/holiday.
Based on the configuration, the weekly off or holiday can be marked as Absent or
Present.

Steps to Configure the Sandwich Rule

Step 4A:Go to OASys and click on Settings(which appears on the top-right side of the
screen).

Step 4B:Go to Attribute Combinations and select the Organisation Name (example:
Doxa, First Balfour).
Then click or expand the option Configure Approver Levels.

Step 4C:Scroll down until you find a blue “Configure” button.

Click on it and the screen for configuring the Sandwich Rule will open.

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Step 5: Half-Day Leave and Half-Day Working
This step explains how attendance is calculated when an employee takes a half-day
leave or works only half of the day.
First-Half Leave:
If the employee takes first-half leave, then the late coming minutes will be calculated
from the lunch break end time.
Second-Half Leave:
If the employee takes second-half leave, then the early going minutes will be
calculated from the lunch break start time.
If the Employee Comes Directly After the First Half
Late coming minutes will be calculated from the lunch break end time.
The first half of the day will be marked as Absent.
If the Employee Punches Out Before the Lunch Break Ends
Early going minutes will be calculated from the lunch break start time.
The second half of the day will be marked as Absent.

Required Configuration:
For this process to work correctly, the Break Start Time and Break End Time must be
configured properly in the Shift Properties.

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 Step 6: Holiday Configuration

Step 6A:Go to the Setup section and open the Setup Calendar.

Step 6B:Click on Add Holiday, choose the date, and configure the holiday by selecting
one of these types:
Special Holiday
Legal Holiday
Double Holiday

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