Managing staff working hours is crucial for both productivity and compliance. Whether you're tracking attendance for payroll, managing breaks, or ensuring shifts align with schedules, our portal gives you all the tools you need in one place. With easy tracking, reporting, and data analysis, you can ensure that your team stays on schedule and your records are accurate.
Feature Availability
This feature is available only on the portal, meaning you’ll need to access it through the web-based platform to track and manage staff attendance.
📖 Table of Contents:
Learn how to navigate to the Working Hours Tool and start tracking staff work hours.
The tool provides two distinct views for tracking staff attendance patterns over time:
Weekly View: Tracking Staff Working Hours Over Time – Ideal for short-term scheduling and reviewing staff shift coverage on a weekly basis.
Monthly View: Tracking Staff Working Hours Across Multiple Months – Provides a broader perspective on staff working hours across multiple months for long-term analysis and planning.
Make necessary adjustments to working hour records with this detailed guide.
Edit an Existing Record – Learn how to modify existing work hour entries when shifts need corrections.
Deleting Check-In and Check-Out Points – Remove incorrect clock-in or clock-out times to maintain accurate records.
Record an Absence or Status Change – Log when staff members are absent or update their work status (e.g., sick leave, vacation).
How to Delete an Absence Record – Remove an absence entry if recorded incorrectly or no longer applicable.
Understand how working hour records and actual attendance data sync together to ensure accurate workforce tracking.
How Synchronization Works – Learn how updates in actual attendance affect working hour records automatically.
Understand the visual indicators and color-coded statuses used in the Working Hours Tool to track staff attendance trends at a glance.
Learn how to generate, download, and analyze reports for accurate workforce management.
How to Export the Report – Step-by-step instructions for exporting staff working hour data.
2️⃣ Reading and Using the Information Provided in the Report – Understand how to interpret report data and use it for payroll, compliance, and scheduling decisions.
How to Access the Working Hours Tool:
Go to the menu at the far left of the screen.
Select the Operations sub-menu.
Scroll down to the Schedule & Attendance section.
Choose Working Hours from the available options.
Who Can Access the Staff Working Hours Tool
1. Owners and Location Admin Have Full Access:
Company Owners:
Full Access: Company owners have complete access to view and manage the working hours of all staff across all locations.
Purpose: This ensures they maintain oversight and can make company-wide adjustments, ensuring consistency in staff management.
No Personal Working Hours Tracking: Company owners do not track their own working hours because their role is more strategic, overseeing operations, rather than managing day-to-day schedules.
Admins:
Full Access: Administrators also have full access to view and manage staff attendance, but only for their assigned location(s).
Purpose: This allows them to focus on location-specific management without interfering with other areas of the company.
Personal Working Hours: Administrators, unlike owners, do have personal working hours as they can check in and have their status updated like regular staff.
2. Staff Member Access
Access to Personal Working Hours:
Access Scope: Staff members can only access their own working hours and are restricted from viewing or modifying other team members' working hours.
Permissions within this Level:
View Only:
Staff members can view and download only their own working hours but cannot make any changes.Permission Needed: "View Own Schedule"
Manage:
Staff members can view and manage only their own working hours, including the ability to update or adjust their attendance.Permission Needed: "Manage Own Schedule"
Combination of Both Permissions:
If a staff member has both "View Own Schedule" and "Manage Own Schedule" permissions, they gain full access to view and edit their working hours. This allows them to stay informed about their attendance and make necessary updates or adjustments independently.
Access to Other Staff Working Hours:
Access Scope:
This level of access is provided to managers or authorized staff who are responsible for overseeing the working hours of multiple team members. They can view and manage the working hours of all team members to ensure proper coverage and handle any adjustments as needed.
Permissions within this Level:
View Only:
Managers or authorized staff can view the working hours of other team members but cannot make any modifications.Permission Needed: "View Staff Schedule"
Manage:
Managers or authorized staff can view and manage the working hours of all other team members , including creating, updating, or adjusting attendance.Permission Needed: "Manage Staff Schedule"
Explanation: Access and Permissions for Working Hours
Automatic Access to Personal Schedule:
If a staff member is granted access to view or manage all staff schedules/working hours, the system automatically grants them access to their own schedule/working hours as well.Similarly, if a staff member is granted permission to manage all schedules, they will automatically have the ability to manage their own schedules and attendance as part of the management role.
Flexible Combination of Permissions:
The system allows for a flexible combination of permissions. For example, a staff member may have full scheduling permissions (view and manage) for their own schedule, but only view access for other staff schedules.Limited Access for Restricted Staff Members:
If a staff member is not permitted to have any access to staff schedules, they can still access their working hours, but they will only see their own working hours with no option to adjust or create new entries.
Exploring the Two Views to Track and Manage Data for Staff Working Hours
There are two main views available to efficiently track and manage staff working hours: Weekly View and Monthly View
Weekly View: Tracking Staff Working Hours Over Time
In the Weekly View, the board header displays each week in a separate column, with data organized over a span of four weeks per slide. This layout gives you a clear and organized way to track working hours across multiple weeks at once.
Navigating Weeks: You can slide left and right through the weeks to easily move between different time periods, providing a smooth, interactive way to review the staff's working hours over time.
Classroom Overview: In the left column, you'll find a list of all classroom names. This makes it easy to monitor and track the working hours by individual classrooms, helping you see which classrooms require more staff support or have more consistent attendance.
Staff Breakdown by Classroom: When you extend the classroom bar, it reveals a list of all staff members assigned to that classroom as their primary class. This gives you a clear view of the specific staff working in each classroom, ensuring you can easily track attendance and hours for the right people.
Total Weekly Hours for Each Staff: In a record row next to each staff member’s name, the total working hours for each week are displayed. This allows you to quickly see how many hours each staff member has worked during a given week, helping you manage workloads and track overall hours for the team with ease.
Viewing Staff Daily Hours: Granular Breakdown for Each Day of the Week
To see a detailed breakdown of each staff member's working hours for every week, you can use the green plus icon next to each staff member's name.
Expanding Daily Hours: By clicking on the green plus icon, you’ll reveal a detailed list of daily working hours for each staff member within the selected week. This gives you a much more granular view, showing not just the weekly total, but also the hours worked each day.
Detailed Tracking: The ability to see the daily hours worked helps you understand staff attendance on a day-to-day basis, and you can track exactly how many hours each person worked during a specific shift period. This is particularly helpful for managing overtime, shift consistency, and ensuring fair distribution of hours.
Monthly View: Tracking Staff Working Hours Across Multiple Months
The Monthly View is designed to give you a comprehensive and organized overview of your team’s attendance and working hours, covering multiple months at a time. This view is similar to the Weekly View, but on a larger scale, providing you with insights into staff performance over an extended period.
Board Layout and Navigation:
The board header is organized to display each month in a separate column, making it easy to track staff working hours over time. Four months are displayed at a time, giving you an overview of staff attendance across multiple months simultaneously.
You can slide left and right to navigate through the months, providing a smooth, user-friendly experience when reviewing attendance for different time periods. This functionality allows you to move quickly between months, whether you're checking for trends, managing scheduling, or analyzing attendance data.
Classroom and Staff Overview:
On the left column, you’ll find a list of all classrooms. This allows you to easily monitor and track attendance for each individual classroom, ensuring you have visibility into how each area of your organization is staffed.
Extending each classroom reveals all the staff members assigned to that classroom as their primary room. This feature ensures you can directly see who is assigned to each room, making it easier to track attendance for the right individuals.
Total Monthly Working Hours for Each Staff:
A record row next to each staff member’s name displays the total working hours for each month. This gives you a quick snapshot of how many hours each staff member worked during the month, allowing you to monitor attendance trends, identify any staffing gaps, or address overtime issues.
Expanding Daily Hours for Each Month:
To get a more detailed breakdown of daily working hours, you can use the green plus icon next to each staff member’s name. By extending the icon, you will reveal the daily working hours for each staff member within the selected month.
This feature allows you to track attendance on a daily basis, giving you granular insight into the number of hours worked each day, and helps identify patterns like missed shifts, overtime, or consistent attendance.
Key Benefits and Best Use of Each Views
Key Benefits and Best Use of Each Views
Weekly View:
Best for Short-Term Adjustments: Quickly track and adjust staff schedules on a weekly basis. It allows for daily breakdowns of working hours, helping you monitor overtime, tardiness, or missed shifts.
Classroom-Focused: View staffing for each classroom and identify immediate gaps or overstaffing.
Quick Trends Comparison: Easily compare weekly data to spot short-term attendance issues.
Monthly View:
Ideal for Long-Term Planning: Track overall attendance and working hours over a month. Perfect for payroll management and identifying long-term trends like frequent absences or overtime.
Holistic Overview: Review monthly totals to ensure fair workload distribution and staffing efficiency.
Strategic Decision-Making: Use to forecast staffing needs and plan for the future.
Using Both Together:
Combine Both for Full Coverage: Use the Weekly View for quick, actionable adjustments and the Monthly View for strategic planning and trend analysis. This dual approach gives you a complete picture of staff attendance and helps ensure effective scheduling.
Edit, Add, or Delete Staff Working Hours: A Step-by-Step Guide
You can manage staff working hours by either the Weekly View or Monthly View, depending on what is more convenient for your needs. Here's how to make adjustments:
1. Locate the Targeted Staff and Day:
Navigate to the Intended Day: In either the Weekly View or Monthly View, locate the classroom and the staff member you want to edit for the intended day.
Extend the Classroom Bar: Expand the classroom bar to view the list of all staff members assigned to that classroom. This will help you quickly find the staff member you need.
Locate the Staff Member's Daily Hours: Once you have the classroom and staff member selected, extend the daily list for the specific staff member to locate the record for the intended day.
Example:
To edit a record for Miss Ivy on Thursday, February 13th (within the week of Feb 10th - 16th):
First, navigate to the Weekly View (or Monthly View depending on your preference).
Locate Miss Ivy in the classroom assignment list.
Extend the daily list to find Thursday, February 10th.
You’ll see the record for Miss Ivy on that day, where you can proceed with editing or making any necessary changes.
2. Edit an Existing Record:
Click on the Record Spot: To edit an existing working hours record, click directly on the spot where the entry is located for that staff member, else Click "Add" to add a new record
Attendance Management Screen: This will bring up the Attendance Checkpoints Management screen.
Edit Existing Data: Click the edit button to change the check-in and check-out times for that day.
Entering Time: To input a new check-in or check-out time:
You can directly type the time in the spot (e.g., typing 8 AM or just 8 will automatically format to 8:00 AM when you press Enter).
Alternatively, select a time from the predefined time list provided.
Save Changes: Once you have made your edits, click the blue "Save" button to apply the changes.
Add Additional Check-in/Out:
If the staff member had multiple shifts during the day, or you are adding a new check-in/check-out time, click the purple "Add Check-in/Out" button.
This allows you to input additional check-in and check-out times for that specific day.
Edit Each Shift:
After clicking Edit, input the new time for the staff member’s check-in or check-out.
Once you’ve inputted the correct time, click Save to apply the changes.
Repeat this process for each shift the staff member worked during that day.
3. Deleting Check-in Points:
Delete a Check-in Point: If there are multiple check-in points for the day and you need to remove one, simply click the red "Delete" button next to the entry you want to remove.
4. Record an Absence or Status Change:
Input Absence Data: If the staff member is absent (e.g., sick or has a sick child), you can:
Update Status: Select the appropriate status (e.g., Sick or Child Sick) to record the absence.
Leave Without Data: If you prefer to leave the day’s record without any changes, simply close the attendance recording screen without entering data. The day will remain without a recorded check-in/out entry for that staff member.
📌 Note on Updating Attendance and Absence Records
If a staff member already has a recorded attendance and you update the absence (e.g., sick or vacation), both the attendance and absence will be recorded.
The reason both the attendance and absence records are kept is to prevent losing any attendance data if an absence is updated by mistake. By saving both records, you provide an option to revise or adjust the information as needed.
Adjusting Attendance: If the staff member's attendance record needs to be revised (e.g., if they worked a full shift or an unexpected shorter shift), you can adjust the original attendance record accordingly.
Deleting Attendance: If necessary, you can delete the attendance record and keep the absence entry in place. Alternatively, you can delete the absence record if the attendance entry was accurate, ensuring only the correct data remains.
💡Tip on Deleting an Absence Status
To delete an absence status, you must do so from the staff profile on their personal calendar, provided the day has not passed.
How to Delete:
Go to the Staff Profile: Access the profile of the staff member whose absence status you wish to delete.
Navigate to the Personal Calendar: In the staff profile, find the Personal Calendar section where attendance and absence statuses are displayed.
Select the Date: Locate the specific day with the absence status you want to remove.
Delete the Absence: If the day has not passed, you’ll have the option to delete the absence status.
Important Note: This action is only possible before the day has passed. Once the day is over, the absence status cannot be deleted from the calendar. This ensures that attendance records are accurate and finalized at the end of the day.
Synchronization Between Staff Working Hours and Staff Actual Attendance Records
Synchronization between staff working hours and staff actual attendance records is a critical component in ensuring that attendance data remains accurate and up-to-date across all platforms and systems. This process ensures that any changes made to one system are reflected in the other, providing a seamless experience for both the management team and staff members. Here's how the synchronization works and why it's essential:
How Synchronization Works:
Unified Data Source:
Both staff working hours and attendance records draw from a single data source. This means any changes made in one (like adjusting working hours or adding actual attendance on the schedule board) automatically update the other.
Real-Time Updates:
When a staff member's working hours are updated (e.g., marking an absence or adjusting check-in/out times), those changes are reflected in the staff's actual attendance record on the scheduling board. Similarly, any updates made to a staff member's scheduled or actual working hours are immediately mirrored in the working hours record.
Attendance Status Integration:
Icons such as Sick, Vacation, or Forgotten Sign-Out are synchronized with the attendance records. For instance, if a staff member's attendance status is marked as sick, this status is reflected in the staff working hours to show that the person was absent on that specific day.
Example:
Let’s say John Doe is scheduled to work from 9:00 AM to 5:00 PM. However, he arrives late at 9:30 AM.
Updating Attendance: You update his attendance record on the scheduling board to reflect the late check-in at 9:30 AM. This change automatically updates his working hours record, adjusting his total hours worked for the day.
Adjusting Working Hours: Later in the day, John works overtime from 5:00 PM to 6:00 PM. Once you update his working hours record to reflect the extra hour, the attendance record is instantly updated to include this additional time.
Benefits of Synchronization:
Benefits of Synchronization:
Consistency and Accuracy: Synchronization ensures both working hours and attendance records are consistent, reducing errors like double-counting hours or missing absences.
Real-Time Monitoring: Managers can monitor scheduled and actual attendance in real time, with changes automatically reflected in working hours (e.g., if a staff member is late).
Efficient Payroll Processing: Accurate working hours and attendance data streamline payroll, ensuring staff are paid correctly and reducing discrepancies and administrative work.
Improved Staff Accountability: With synchronized records, attendance issues like tardiness or frequent absences are visible, allowing managers to address them quickly.
Streamlined Reporting: Synchronized data makes reports comprehensive and accurate, providing valuable insights for decision-making, resource allocation, and performance analysis.
Why Synchronization Matters for Operational Efficiency:
Why Synchronization Matters for Operational Efficiency:
Avoids Double-Data Entry: By synchronizing attendance and working hours, the system ensures that updates made in one area don’t require manual updates in another. This saves time and reduces the risk of mistakes.
Ensures Accurate Time Tracking: Synchronization allows the system to reflect both scheduled hours and actual attendance (e.g., changes in working hours due to tardiness or early departure), offering a more accurate view of the employee’s performance.
Optimizes Resource Planning: By having synchronized data, managers can easily see if staff are working as scheduled, if there’s an absence, and how it affects the overall schedule. This helps in optimizing staffing levels and adjusting schedules as needed.
Reading Working Hours Visual Statuses
At the top of the attendance board, you’ll see five icons that represent different attendance statuses, each corresponding to specific attendance activities. Here’s an explanation of each status, how it’s used, and an example of how it appears on the attendance record:
1. Has Child Sick (👶🦠)
Explanation: This status is used when a staff member is absent because they need to care for a sick child.
Use: You can assign this status when a staff member reports they are unable to work due to a child being sick.
Example: If John Doe is scheduled to work but needs to stay home to care for his sick child, the Has Child Sick icon will appear next to his name for that day.
2. Sick (🤒)
Explanation: This status is used when a staff member is absent due to personal illness.
Use: Assign this status if a staff member calls in sick or is unable to attend their shift due to health reasons.
Example: Jane Smith calls in sick on January 15th, and the Sick icon will appear in the attendance record for that day.
3. Vacation (🌴)
Explanation: This status is used when a staff member is on vacation and not available to work.
Use: Use this icon when a staff member has scheduled time off for vacation.
Example: Sarah Lee has a planned vacation from February 1st to 5th, and the Vacation icon will appear on those days in her attendance record.
4. Forgotten Sign-out (🚪)
Explanation: This status indicates that a staff member forgot to sign out at the end of their shift.
Use: If a staff member works their shift but forgets to clock out, this icon will be displayed to flag the incomplete attendance.
Example: Michael Green works from 9:00 AM to 5:00 PM, but forgets to clock out at the end of the day. The Forgotten Sign-out icon will appear next to his name on that day’s attendance record.
5. Closing Day (🔒)
Explanation: This status is used to mark the day when the facility or classroom is closing early or for special reasons (e.g., a holiday or maintenance).
Use: Use this icon to indicate that staff were not required to work due to an early closing or other facility-specific closure.
Example: On December 24th, the school closes early for the holiday season. The Closing Day icon will appear on the attendance record to reflect that the facility was closed.
Why These Icons Matter
Quick Visual Identification: These icons provide a quick and easy visual reference for different attendance statuses, making it easy to track staff availability at a glance.
Improved Attendance Management: By using these icons, you can ensure that all types of attendance activities—sick days, vacation, forgotten sign-outs, etc.—are clearly documented and easily accessible.
Accurate Reporting: Having these statuses helps maintain accurate and detailed attendance records, which are important for payroll, scheduling, and managing team availability.
Exporting and Reading Staff Working Hours Report
Exporting the report : To export the Staff Working Hours Report, follow these steps:
To export the Staff Working Hours Report, follow these steps:
1️⃣ Access the Working Hours Tool: Navigate to the Working Hours Tool on the platform.
2️⃣ Click Export : In the top-right corner, click the Export button.
3️⃣ Select File Format : The available export format is Excel.
4️⃣ Customize the Report:
Select Date Range: Choose the specific period for the report.
Select Detailed or Undetailed Report: Decide if you need a detailed breakdown or a basic summary.
Important Notes
📌 The Staff Working Hours Report and Schedules remain accessible for download in the system even after a staff member has left and their account has been withdrawn. Their account will appear as deactivated but the records will still be available.
Information Included in the Undetailed Report:
Date: The date for the recorded working hours.
Staff Name: The name of the staff member.
Class Name: The name of the assigned class or department.
Check-In Time: The scheduled check-in time.
Scheduled Check-Out: The planned check-out time.
Check-Out Time: The actual check-out time.
Checked-In By: The person who recorded the check-in.
Checked-Out By: The person who recorded the check-out.
Auto-Check Out: Indicates if auto-checkout was applied.
Attendance Hours: The total hours worked based on check-in and check-out times.
Leave ID: The identifier for the leave taken (if applicable).
Leave Type: The type of leave (e.g., vacation, sick leave).
Reason: The reason for the absence (if applicable).
📌 Additional Information Included in the Detailed Report
When selecting Detailed Reporting, the report includes additional data fields to provide deeper insights into staff working hours:
✔️ Staff ID – Unique identifier for each staff member.
✔️ Classroom ID – The assigned classroom for the staff member.
✔️ Check-In Status ID – The ID linked to the check-in status of the staff member.
✔️ Check-Out Status ID – The ID linked to the check-out status of the staff member.
✔️ Checked-In By Staff ID – The unique ID of the staff member who recorded the check-in.
✔️ Checked-Out By Staff ID – The unique ID of the staff member who recorded the check-out.
📚 Unlock More Scheduling Insights! 🚀
Want to take your staff scheduling and attendance management to the next level? Explore these helpful resources to streamline workforce planning, track attendance efficiently, and make data-driven decisions!
🔹 📅 Staff Schedule: A Guide to Streamline Your Workforce
✅ Master the art of scheduling staff with ease.
✅ Learn how to plan shifts effectively, ensuring proper coverage at all times.
✅ Discover best practices for keeping your team aligned, well-managed, and productive.
🔹 📊 Schedule Report: Downloading & Understanding Staff Schedule Reports
✅ Find out how to generate, download, and interpret staff schedule reports.
✅ Use insights from reports to optimize staffing, prevent gaps, and improve efficiency.
✅ Make informed, data-driven decisions to keep operations running smoothly.