Attendance

Definition and Purpose

The Attendance section within the Self-Service module is a comprehensive attendance tracking and management system that provides faculty members with complete visibility into their attendance patterns, work schedules, and attendance-related requests. This module serves as the central platform for monitoring daily attendance logs, viewing attendance history through an interactive calendar, submitting attendance requests for remote work or special circumstances, and maintaining accurate records of work presence.

Attendance Logs Dashboard

The Attendance Logs section provides comprehensive tracking of daily attendance activity:

Daily Attendance Display

• Shows real-time attendance status for the current day.
• Displays "No logs found for today" when no attendance has been recorded yet.
• Provides immediate feedback on daily attendance compliance.

View All Functionality

• Access to detailed attendance history across multiple time periods.
• Comprehensive log display with Date, Log Type (IN/OUT), and Time columns.
• Shows chronological record of check-in and check-out times.
• Includes pagination controls for navigating through extensive attendance records.
• Date filter functionality for searching specific attendance periods.

Attendance Calendar Interface

Interactive Calendar Display

• Monthly calendar view showing attendance patterns with navigation controls.
• Visual representation of attendance status using color-coded indicators:
  • Present: Successful full-day attendance.
  • Half Day: Partial attendance or approved half-day arrangements.
  • Absent: Days without recorded attendance.
  • On Leave: Approved leave days automatically integrated from the Leaves module.
• Monthly statistics summary showing totals for each attendance category.
• Navigation arrows for reviewing previous and upcoming months.

Request Attendance Button

Primary Action Button

• Prominently displayed button for submitting attendance-related requests.
• Initiates the attendance request form for special circumstances.
• Enables proactive communication of attendance variations.

Attendance Request Form

Request Submission Interface

• Comprehensive form for documenting special attendance circumstances.
• Date range selection with From Date and To Date fields.
• Checkbox options for Half Day and Include Holidays.
• Reason dropdown with predefined options for request categorization.
• Explanation text area for detailed justification of the request.
• Submit button to process the attendance request.

Attendance Requests Management

Request Tracking Interface

The system provides dual access methods for viewing attendance requests:

Dashboard View

• Direct display of recent attendance requests on the main dashboard.
• Shows Faculty Name, request type, date range, and current status.
• Quick overview of pending requests with status indicators.

Detailed List View

• Comprehensive table accessed through "View All" functionality.
• Complete request history with Reason, From Date, To Date, Explanation, and Actions columns.
• Pagination controls for navigating through extensive request history.
• Actions column with view icons for accessing detailed request information.
• Shows comprehensive explanations and justifications for each request.

Submitting Attendance Requests

Information

• Submit requests for Work From Home arrangements or special duty circumstances.
• Requests are processed through approval workflow with status tracking.
• System accommodates various attendance scenarios including remote work and field assignments.
• All requests include detailed explanations and justifications for proper documentation.

Steps to Submit Attendance Request

1. Navigate to Self Service >> Attendance. This will take you to the main attendance dashboard where you can view your logs, calendar, and current requests.
2. Click Request Attendance. This will open the attendance request form with all necessary fields for your submission.
3. Complete the attendance request form:
   • From Date: Select the start date for your attendance request using the date picker.
   • To Date: Choose the end date for your attendance period.
   • Half Day: Check this option if requesting partial day attendance accommodation.
   • Include Holidays: Select if your request period includes holiday dates.
   • Reason: Choose the appropriate category from the dropdown menu.
   • Explanation: Provide detailed justification for your attendance request in the text area.
4. Click Submit. This will process your attendance request and send it for approval workflow.

Viewing Attendance Logs

Steps to Access Detailed Logs

1. Navigate to Self Service >> Attendance. This will display the main attendance dashboard.
2. In the Attendance Logs section, click View All. This will open the comprehensive attendance logs interface.
3. Review your attendance history:
   • Date: Check specific dates for attendance records.
   • Log Type: View IN and OUT entries for each day.
   • Time: See exact check-in and check-out timestamps.
4. Use pagination controls to navigate through multiple pages of attendance records.
5. Utilize the date filter at the top right to search for specific time periods.

key pointer(s)

• Submit attendance requests well in advance for Work From Home or special duty arrangements to ensure proper approval processing.
• Use the calendar view to identify attendance patterns and plan future requests strategically around your work schedule.
• The system automatically integrates approved leave days into your attendance calendar, preventing conflicts between leave and attendance records.
• When submitting attendance requests, provide comprehensive explanations in the text area to facilitate faster approval from your supervisor.
• Review your attendance logs regularly using the "View All" function to ensure accuracy and identify any discrepancies that need correction.
• The dual access methods for viewing attendance requests (dashboard view and detailed list view) provide flexibility for both quick overview and comprehensive review of your request history.

Common Issues & Solutions

🔴 Issue	✅ Solution
No attendance logs showing for today	Ensure you have checked in to the system for the current day
Attendance request not appearing in manager's queue	Verify that you clicked Submit and received confirmation
Calendar showing incorrect attendance status	Refresh the page to update the current month's data
Unable to submit attendance request	Check that all required fields are completed and dates are valid

thus

Implementing the Attendance module creates a comprehensive attendance management ecosystem that handles real-time attendance tracking, flexible work arrangement requests, and detailed historical reporting. By providing intuitive calendar visualization, streamlined request submission processes, comprehensive logging capabilities, and dual-access request management, this module ensures accurate attendance documentation while accommodating modern workplace flexibility needs. The system's automatic integration with leave management, robust approval workflows, and detailed reporting capabilities ultimately create an efficient work environment where attendance management becomes a tool for productivity optimization rather than compliance burden, enabling faculty members to maintain accountability while supporting flexible work arrangements and transparent attendance practices.