FAQ: Attendance Report
Common questions about running, reading, and using the Attendance report.
Q: How does the system know if an employee was present or absent?
A: The Attendance report pulls data from attendance records — usually logged via time clocks, biometric scanners, manual sign-in sheets, or leave request approvals. If an employee does not have a recorded attendance entry and no approved leave, they appear as absent.
Q: Why does the Attendance report show an employee as absent when I know they came to work?
A: The most common reason is that their attendance was not logged. Check that they or their supervisor recorded their clock-in time. If they submitted a leave request for that day, it may override the absence. Contact your HR administrator if you believe the record is incorrect.
Q: Can I include weekends in the Attendance report?
A: Yes, most systems allow you to toggle this option. If your organization operates seven days a week (e.g., a hospital or retail business), enable the "Include Weekends" filter. If you operate only on weekdays, disable it to focus on working days.
Q: Is the Attendance report the same as the Overtime Summary report?
A: No. The Attendance report shows presence or absence (and leave taken). The Overtime Summary report shows hours worked beyond the regular schedule. They are complementary but serve different purposes.
Q: How do I see how much leave each employee has left?
A: Enable the Show Balances option when generating the Attendance report. This will display the remaining annual leave, sick leave, or other leave balances for each employee alongside their attendance records.
Q: Can I run the Attendance report for past years?
A: Yes, as long as your system retains historical data. You can select any date range for which records exist. If you need data older than what your system keeps (e.g., more than 3 years), check with your HR administrator about archival options.
Q: What should I do if I find an error in someone's attendance record?
A: Do not edit the report. Instead, go to the original attendance record or leave request, correct it, and have your supervisor or HR administrator approve the change. Once corrected, re-run the report to verify the fix.
Q: Can the Attendance report alert me if someone has excessive absences?
A: The report itself is historical, but you can use filters and analysis to spot patterns. Generate monthly reports and look for employees with repeated absences. Some systems offer automated alerts or dashboards for this purpose; ask your HR administrator.
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