Recording attendance

Recording attendance tracks when employees are present and helps calculate payroll, leave balances, and performance metrics. Usystems lets you record attendance by individual or in bulk, and handles absences and leave automatically.

Before you start

• Ensure shifts are set up for your employees.
• You must have HR admin or supervisor permissions.
• Have the list of employees whose attendance you need to record.
• Know which employees were present, absent, late, or on leave.

Steps

1. Go to HR → Attendance from the main menu. Open in Usystems

2. Select the date for which you want to record attendance using the date picker.

3. You will see a list of employees assigned to work that day.

4. For each employee, click on their row or the action menu to record their status:

   • Present: Mark the employee as present for the full shift.
   • Absent: Mark the employee as absent (with or without an approved reason).
   • Late: Mark the employee as late and enter the arrival time.
   • Half Day: Record attendance for part of the shift.
   • On Leave: If the employee is on approved leave, this may be recorded separately.

5. Enter any notes or reasons (e.g., "sick leave", "doctor's appointment").

6. Click Save to record the attendance for the day.

7. To record attendance for multiple days at once, use the Bulk Upload option if available, or repeat steps 2–6 for each date.

Accounting impact

Attendance records directly affect payroll calculations. Absences and leaves reduce hours worked, which may lower the employee's salary for that period. Time off that is unpaid will reduce the total compensation.

Tips & common mistakes

• Record attendance promptly: Update attendance at the end of each day or week to maintain accuracy.
• Link absences to leave types: If an employee is on vacation or sick leave, ensure you use the correct leave type so it deducts from the appropriate balance.
• Use clear notes: Document the reason for tardiness or absence for future reference and disputes.
• Review before finalizing payroll: Always check the attendance summary before running payroll to catch any errors.