regularization

Last Updated: October 7, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

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The Regularization Management module allows administrators and managers to centrally manage employee attendance regularization requests. It ensures accurate tracking of exceptions such as late check-ins, early check-outs, work-from-home entries, and on-duty movements while maintaining transparency and auditability.

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System Overview

The Regularization Management system provides:

• Accurate Attendance Records: Process legitimate time adjustments.
• Workflow Transparency: Clear status indicators for each approval stage.
• Manager Empowerment: Review requests with supporting data before approval.
• Employee Flexibility: Allow regularization of valid attendance exceptions.
• Audit Compliance: Maintain full logs of all approval actions.

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Accessing the Regularization Module

Navigate to Attendance → Regularization from the sidebar menu. By default, the List View opens, displaying all existing regularization requests.

Quick Access: Use the global search shortcut (Ctrl + K), type "Regularization", and select it from the results.

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Regularization List View

The List View displays all employee requests in a structured table for easy monitoring and management.

Table Fields

Field	Description
Employee	Name of the employee who submitted the request.
Request Type	Nature of the request (e.g., Work From Home, On Tour, Training).
Date	Attendance date to be corrected.
Requested In/Out Time	Corrected time entered by the employee.
Actual In/Out Time	Original system-recorded time.
Requested Date	Date the request was submitted.
Reason	Explanation provided for regularization.
Status	Shows approval progress (Primary Manager → Secondary Manager → Admin./HR).
Cancel Request	Icon to cancel a pending request.

Pro Tip

The Status column visually indicates the progress of each request, making it easy for employees and managers to track approvals.

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Admin Actions and Controls

Administrators have three primary action buttons in the List View:

1. +Request Button

Used to manually add a new regularization request on behalf of an employee.

Add Request Popup Fields

Field	Type	Notes
Employee*	Dropdown	Select the concerned employee.
Request Type*	Dropdown	Select type (WFH, On Tour, Training, etc.).
From Date*	Date Picker	Start date of the regularization period.
To Date*	Date Picker	End date of the regularization period.
In Time*	Time Picker	Corrected in-time entry.
Out Time*	Time Picker	Corrected out-time entry.
Remarks*	Dropdown	Choose reason (Early Going, Late Coming, Other).

Popup Controls:

• Submit → Saves and submits the request.
• Reset → Clears all fields.
• ** Close** → Closes the popup without saving.

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2. Export Data

Export the displayed table into Excel, CSV, or PDF for reporting and recordkeeping.

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3. Filter Button

Refine the visible data using multiple filtering criteria.

Filter Fields

Field	Type	Notes
Employee Status*	Multi-select dropdown (Active, Inactive, FnF) — At least one required.
Employee	Dropdown	Select specific employee.
SBU	Dropdown	Strategic Business Unit filter.
State	Dropdown	Example: Gujarat, Maharashtra.
Branch	Dropdown	Filter by branch location.
Designation	Dropdown	Employee designation.
Department	Dropdown	Main department.
Grade	Dropdown	Employee grade or level.
Employee Type	Dropdown	Example: Permanent, Contractual.
Employment Type	Dropdown	Example: Full-time, Part-time.
Request Type	Dropdown	Filter by type of regularization.
Status	Dropdown	Filter by approval stage.
From Date	Date Picker	Start date filter.
To Date	Date Picker	End date filter.

Popup Controls:

• Search → Apply selected filter criteria.
• Reset → Clear all filter selections.
• ** Close** → Exit popup without applying filters.

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Approval View

Select the Approvals tab to review pending requests and take action.

Approval Table Fields

Field	Description
Employee	Name of the requesting employee.
Request Type	Type of regularization (WFH, Training, etc.).
Date	Attendance date under request.
Requested In/Out Time	Corrected times entered by employee.
Actual In/Out Time	Original system-recorded times.
Requested Date	Submission date of the request.
Reason	Explanation for the request.
Status	Approval status (Primary, Secondary, HR/Admin).

Row Selection:

• Individual checkboxes per employee
• Master checkbox in header to select all

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Approving or Rejecting Requests

Once requests are selected, the following fields/actions appear:

1. Remark – Mandatory when rejecting a request.
2. Approve Button – Approves selected requests.
3. Reject Button – Rejects selected requests.

Approval Notes

• Remarks are optional for approvals but mandatory for rejections.
• Bulk approval/rejection supported via master checkbox.
• All actions are logged for audit purposes.

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Complete Workflow Summary

Step-by-Step Process

1. Navigate to Attendance → Regularization.
2. Review requests in List View.
3. Use Filter to refine the displayed requests.
4. Add a new request using +Request, if required.
5. Switch to Approvals to review pending requests.
6. Select employee(s) using checkboxes.
7. Add remarks if rejecting any request.
8. Click Approve or Reject to process selected requests.
9. Export data for records if needed.

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Best Practices

1. Ensure all requests are reviewed promptly to maintain accurate attendance records.
2. Use filtering to focus on specific employees, departments, or request types.
3. Maintain audit trails by exporting approval logs regularly.
4. Encourage managers to provide remarks for rejections to improve transparency.
5. Periodically review pending requests to avoid backlogs.

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Key Takeaways

The Regularization Management module streamlines attendance exception handling by providing:

• Centralized request management
• Transparent multi-level approval workflow
• Accurate and compliant attendance tracking
• Ease of reporting and exporting data
• Efficient workflow for both employees and administrators

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