Managing attendance records

Category: Organizations
Summary:
This article explains attendance records, how administrators can take advantage, and how users can view and manage their records.

Overview

An attendance record tracks when a user starts and ends an assigned event. This includes timestamped check-in and check-out data, GPS coordinates, and the associated event (e.g., escort, patrol, alarm test, etc.). Attendance records are created automatically when users check into and out of an event.

Rules

• Meetings do not have attendance records.
• Users must accept assignments before the events begin.
• Users must check in within 15 minutes before and 30 minutes after the event’s scheduled start.
• Users cannot check in after the event ends or if it's canceled.
• Users cannot check out greater than 8 hours after the event's end time.
• Timestamps are clamped to the event's start and end for consistency and payroll alignment. In the case a user's attendance record duration exceeds the duration of the event, the attendance record automatically adjusts the start and end timestamps to the start and end times of the event. Users cannot give themselves more compensable time by checking-in and checking-out.
• GPS coordinates are recorded and used for distance-based validation.
• In the case there were problems checking-in or checking-out, users can submit manual attendance record requests.

For all events excluding meetings, shifts, and training sessions, logs are automatically created at check-in and updated at check-out. At check-in a first log entry is automatically added. At check-out a last log entry is automatically added.

Management

Both administrators and regular users can manage attendance records. Administrators can view and manage attendance records by navigating to Organizations → Attendance records. Attendance records are read-only. Administrators can export their data to update their payroll providers by selecting the checkboxes in the leftmost part of the rows, selecting Export selected to CSV, and hitting Go.

Regular users can manage their own attendance by navigating to Profile → Attendance. On the attendance page, users can view their attendance and have the opportunity to submit manual attendance record requests. Manual attendance record requests are intended to rectify unforeseeable problems encountered in the field such as network disconnectivity and vehicular traffic congestion. They can also be used to add compensable time outside of Schild's operation workflow.

For regular users, each attendance record displays:

• Start and end times
• Associated event (e.g., patrol, vulnerability scan)
• Duration
• Time created
• If the record is incomplete (e.g., you only checked in), it will show as such.