Timesheets, approval and period locking

View attendance by day / week / month, edit and approve it, approve a whole period, approve attendance requests, lock periods.

For: Attendance managers, HR

View the timesheet

Open Attendance and pick a view in the View by field (on a phone it sits on the same row as the date; the department / employee filters are tucked below). There are four views, all the same table:

• By day — every employee for one day: shift, check-in / out, break, total hours, overtime, status.
• Week — a 7-day grid.
• By month — each day of one employee (pick them in the Employee field).
• Custom range — a summary over several days.

If your company allows check-in notes, the screen also has a Notes tab (next to Timesheet): a list of the notes employees typed at check-in / check-out, filtered by date range (last 7 days by default) and employee name or code.

Filter by department; you only see employees within your assigned scope. Holidays and calendar days off are shaded.

Work location: the pin icon next to the shift name (when the company enabled work locations) is clickable — it opens Google Maps at the location (or searches by address if it has no coordinates); hover to see the location name.

Punch notes: if an employee typed a note when checking in / out, the in / out cell shows a small note icon in its corner — hover (or tap on a phone) to read it. Check-in note / Check-out note columns are also in the exported Excel file (reference only; re-importing changes nothing).

Common statuses: On time, Late, Left early (based on the company / department tolerance in minutes), Absent, On leave.

Edit and approve single rows

Each row has an edit button (pencil) to enter / adjust check-in, check-out and a note; a delete button; and an approve button (check mark). Attendance must be approved before it enters payroll. Every edit / approval / deletion is written to the Audit log.

Overnight hours: Times that fall on a different day from the work day show a small +1 above them (e.g. in at 22:00, out at 06:00 the next day). When editing by hand just enter the time; if check-out is earlier than check-in, the system treats it as the next day. The check-in to check-out span must be under 24 hours.

Note: You cannot approve a day that has no shift and no punch data (this avoids creating a false absence record).

Approve a whole period

Approve every unapproved shift of a whole department (or the whole company) for a period in one go.

1. Click Approve period.
2. Choose the Period and Department.
3. Click Approve. The result reports how many rows were approved, were already approved, and were skipped.

Only days that have passed are approved; rows with only a check-in or only a check-out are left for you to check and approve one by one.

Approve attendance requests

Open Attendance requests → the Pending tab. Each request shows the current time and the requested corrected time. Click Approve or Reject.

You cannot approve your own requests.

Lock a period

Once the month's attendance is final, lock the period so nobody can edit it any more (payroll is calculated on the finalized figures).

1. Click Lock periods — the dialog lists the periods of the year.
2. Click Lock on the period to finalize. A locked period has a Reopen button (for when a mistake must be corrected).

While a period is locked: attendance cannot be edited, deleted or approved, shifts cannot be assigned, and attendance requests cannot be submitted for days in the period.

Export / import Excel

Export Excel downloads the timesheet you are viewing (a whole department by month, one employee by month, or by day). Import Excel lets you bulk-edit times or import punches from an old time clock: there is always a row-by-row preview (create / update / error) before you confirm.

The fastest way to edit is export → edit → re-import the same file:

1. Export the timesheet you are viewing.
2. Edit the cells marked *: Check-in, Check-out, Break time, Day / night overtime (as HH:mm), Approval status (true / false); put x in the Delete column to delete that day's attendance. The other columns are for reference only.
3. Import the file again. The preview lists only the cells you changed (old value → new); unedited rows are skipped, and re-importing an untouched file changes nothing.

Tip: A file exported in the English interface can still be imported while using Vietnamese, and vice versa. An edited day that is already approved is recalculated on approval; you cannot import into a locked period.