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Attendance Policy

Last Updated: October 4, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

Attendance Policy

The Attendance Policy module in Emgage HRMS helps organizations create and manage attendance rules for employees. This guide provides step-by-step instructions for configuring attendance policies.

Overview​

Attendance policies define how your organization tracks and manages employee attendance. You can configure multiple policies for different departments, roles, or employee groups with specific rules for:

  • Attendance capture methods (Mobile App, Web, Biometric)
  • Working hours calculation
  • Grace periods and penalties
  • Request types and limits
  • Notifications and alerts

Main Dashboard​

The dashboard shows all attendance policies with options to view, manage, and edit each policy.

Main Attendance Policy Dashboard

Dashboard Features​

  • Policy Name: Identifies each policy
  • Capture Method: Shows attendance logging methods (App/Web/Biometric)
  • Calculation Method: Working hours calculation logic
  • Multi Punch: Indicates if multiple punches per day are allowed
  • Actions: Management buttons for each policy

Policy Management Actions​

1. View Employee List​

Employee Assignment View

Shows employees assigned to the policy with search functionality to easily find specific team members.

2. View Policy Details​

Policy Details Modal

Displays complete policy configuration including:

  • Capture methods and settings
  • Calculation rules and limits
  • Grace periods and penalties
  • Regularization options

3. Copy Policy​

Policy Copy Interface

Create new policies based on existing configurations for efficiency. This is useful when setting up similar policies for different departments.

4. View History​

Policy History View

Track all changes made to the policy with:

  • Timestamps of modifications
  • User details who made changes
  • What specific changes were made

5. Edit Policy​

Policy Edit Mode

Modify existing policy settings and configurations. All changes are tracked in the history for audit purposes.

Creating New Attendance Policy​

Follow these steps to create a comprehensive attendance policy for your organization.

Step 1: Basic Information​

New Policy Creation - Basic Details

Configure the foundational settings:

  1. Policy Name: Enter a descriptive name (e.g., "Hr Dept")
  2. Description: Add details about the policy purpose (e.g., "For Hr Department Employees")
  3. Select Applicability Criteria: Define which employees are covered by this policy

Step 2: Attendance Capture Configuration​

Attendance Capture Setup

Choose how employees will log their attendance:

  • Emgage App: Mobile attendance tracking with phone icon
  • Web: Browser-based attendance logging with computer icon
  • Bio Metric: Integration with biometric devices with fingerprint icon
  • Toggle Advanced Setting for additional configuration options

Advanced Capture Settings​

Configure detailed capture requirements:

Capture Location Settings:

  • Web: Choose from No / Punch In / Punch Out / Both
  • Mobile: Choose from No / Punch In / Punch Out / Both

Selfie Configuration:

  • Punch In: Select No or Mandatory
  • Punch Out: Select No or Mandatory

Additional Settings:

  • Mark Absent (Sandwich) for Week Off and Holiday: Auto-mark attendance
  • Ignore seconds while calculating In-Out capture time: Precision setting

DSR/DAR Setting (Timesheet):

  • Punch In: Off / Mandatory / Optional / First Punch Mandatory / Single Punch Only
  • Punch Out: Off / Mandatory / Optional / First Punch Mandatory / Single Punch Only

Step 3: Attendance Calculations & Limits​

Attendance Calculation Settings

Set up calculation rules and request limits:

Attendance Calculation Method:

  • Total Working Hours: Calculate based on total time logged (default selected)
  • Net Working Hours: Calculate excluding breaks and non-work time
  • Single Punch: Simple single entry/exit system

Multi Punch Configuration:

  • Multi Punch Allowed? (Per Day): Select Yes or No

Calendar Settings:

  • Calendar Start Day: Choose from dropdown (Sunday is shown selected)

Attendance Limits:

  • Correction Request Limit: Toggle to enable

  • Request allowed within (Days): Set number (e.g., 7)

  • Maximum request per month: Set limit (e.g., 5)

  • Regularization Request Limit: Toggle to enable with "Manage Types And Limits" button

  • Request allowed within (Days): Set number (e.g., 7)

  • Maximum request per month (Include Limits): Set limit (e.g., 5)

Auto-ignore Shortfall Settings:

  • Full Day: Set Hours and Minutes tolerance
  • Half Day: Set Hours and Minutes tolerance

Step 4: Grace Periods & Penalty Configuration​

Grace Period Settings

Configure tolerance and penalty settings for fixed work schedules:

Late Coming and Early Going Rules:

  • Toggle Set Late Coming and Early Going rules for 'Fixed Work Schedule'

Late Coming Grace:

  • Grace Time: Set MM Minutes "After shift starts (Late Coming Grace)"
  • Allow Late Coming: Configure "By" MM Minutes "beyond grace time" for "no of" times "times in a month"

Early Going Grace:

  • Grace Time: Set MM Minutes "Before shift ends (Early Going Grace)"
  • Allow Early Going: Configure "By" MM Minutes "beyond grace time" for "no of" times "times in a month"

Half Day Configuration:

  • Consider Half Day if first punch is late by: Set Hours and Minutes "hours from the shift start time"

Penalty Application:

  • Toggle Apply Penalty for Late Coming & Early Going
  • Remove all other late coming penalties, when half day penalty is applied
  • Group late coming & early going events for penalty

Deduction Settings:

  • Deduction Event Type: Select "For Every Event" from dropdown
  • Deduct from: Select "Leave" from dropdown
  • Select Leaves & Their Priority: Button to configure leave hierarchy
  • Penalty Amount: Set value (e.g., 0.25)

Waive Penalty Conditions:

  • Full Day: Waive penalties for complete day attendance
  • Half Day: Waive penalties for half-day attendance

Step 5: Flexible Work Schedule Configuration​

Flexible Schedule Settings

Configure settings for flexible work schedules:

Shortfall Management:

  • Toggle Set Working hour shortfalls for 'Flexible Work Schedule'

Grace Time Configuration:

  • Grace Time Weekly/Monthly Shortfall Upto: Set Hours and Minutes
  • Additional text: "hour is allowed (excluding daily auto ignored shortfall)"

Deduction Settings:

  • Deduct from: Select "Leave" from dropdown
  • Select Leaves & Their Priority: Button to configure leave type priority

Shortfall Hours Slabs: Configure progressive deduction system with checkboxes:

  • MM to MM → Deduction: 0.25
  • MM to MM → Deduction: 0.50
  • MM to MM → Deduction: 0.75
  • MM to MM → Deduction: 1.00

Step 6: Request Types Management​

Regularization Request Types

Configure available regularization request types in the modal dialog:

Configuration Options:

  • Time Limit: Set Hours and Minutes allowed for each request type
  • Monthly Instance Limit: Number of times allowed per month
  • Count in Total Limit: Checkbox to include in overall monthly limits
  • Status: Toggle between Active and Inactive
Important Note

Late Coming Request and Early Going Request will work only with fixed shifts / work schedules and Time Off will work only with flexible work schedules.

Actions:

  • Reset: Clear all changes
  • Save: Apply configuration

Step 7: Leave Deduction Priority (Flexible Schedule)​

Leave Deduction Priority

Configure leave deduction hierarchy for flexible work schedules:

Select Leaves:

  • Casual Leave
  • PL (Privilege Leave)
  • Condolence Leave
  • OL (Other Leave)
  • Attendance

Prioritize Leaves For Deduction:

  • ⋮⋮ NBL (drag handle for reordering)
  • ⋮⋮ SL (drag handle for reordering)

Use the drag handles (⋮⋮) to reorder leave types by priority. Higher priority leaves will be deducted first when shortfalls occur.

Actions:

  • Reset: Clear all changes
  • Save: Apply leave priority configuration

Step 8: Notification Configuration​

Enable automated notifications for various attendance scenarios:

Available Notification Types:

  • Working hour shortfall based on full day/half day hours
  • Working hour shortfall (Flexible Work Schedule)
  • Late Coming-Early Going Warning
  • In punch - Out punch missing
  • Penalty Warning

Select the checkboxes for notifications you want to enable. These will automatically alert employees and managers about attendance issues.

Final Actions:

  • Reset: Clear all form data and start over
  • Submit: Save the attendance policy configuration

Video Demonstrations​

Complete Attendance Policy Setup​

This video demonstrates the complete process of setting up an attendance policy from start to finish.

Advanced Configuration Options​

This video covers advanced configuration options and best practices for attendance policy setup.

Best Practices and Recommendations​

Policy Design Guidelines​

  1. Start Simple: Begin with basic policies and gradually add complexity as needed
  2. Test Thoroughly: Test policies with a small group before organization-wide deployment
  3. Department-Specific: Create separate policies for different departments or roles
  4. Regular Reviews: Review and update policies quarterly based on usage patterns
  5. Clear Communication: Ensure employees understand policy rules and procedures

Common Configuration Scenarios​

Traditional Office Environment​

  • Capture Methods: Web + Biometric
  • Fixed Schedule: Single punch with grace periods
  • Strict Compliance: Limited correction requests
  • Clear Penalties: Progressive deduction system

Hybrid Work Model​

  • Capture Methods: App + Web + Biometric
  • Flexible Scheduling: Multi-punch capability
  • Work from Home: Extended regularization options
  • Location Tracking: Enhanced monitoring for remote work

Field-Based Operations​

  • Capture Methods: Mobile App primary
  • Location Capture: Mandatory for all punches
  • Flexible Timing: Accommodates travel and client meetings
  • Extended Grace: Accounts for operational realities

Security and Compliance​

  • Location Tracking: Use capture location features judiciously, considering privacy concerns
  • Biometric Data: Ensure compliance with local privacy laws when using biometric capture
  • Access Controls: Limit policy management access to authorized HR personnel only
  • Audit Trails: Regularly review policy change history for compliance purposes

Troubleshooting​

Common Issues and Solutions​

Policy Not Applying to Employees​

  • Check Applicability Criteria: Verify employee matches policy rules
  • Review Active Status: Ensure policy is enabled and active
  • Validate Date Ranges: Confirm policy effective dates

Incorrect Working Hours Calculation​

  • Verify Calculation Method: Check Total vs Net working hours setting
  • Review Multi-Punch Settings: Ensure alignment with work patterns
  • Check Calendar Settings: Validate week start day configuration

Regularization Requests Not Working​

  • Confirm request type is active in policy
  • Check monthly limits haven't been exceeded
  • Verify request is within allowed time limit
  • Ensure schedule type matches request type (fixed vs flexible)

Missing Notifications​

  • Enable Notification Types: Verify required alerts are activated
  • Check Email Configuration: Ensure system email settings are correct
  • Review User Preferences: Validate individual notification settings

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