In every organisation, there are multiple tasks that a team leader or a manager has to supervise. One such crucial task when managing a team is that you need to ensure that they are showing up at work on time and managing their leave accordingly.

When managers have complete visibility of their team members’ attendance, they can allocate projects more efficiently. When they have an HRMS like ours, they don’t need to manually follow-up all the time with their team members.

Similarly, a manager becomes self-sufficient when they can manage, check, regularise, and keep track of their team’s attendance and leaves history in a unified instance of uKnowva.

Let’s read about it below when it comes to checking your team members list, leave history, and daily attendance report.

Table of Contents

®   Updating your team members’ details

®   Checking your team’s leave history

®   Synching and locking team’s attendance report

®   Tracking your team’s daily attendance

Updating your team members’ details

Edit, update, and import your team members details with this page that reflects their vital information like name, username, email ID, and designation.

Get to this page when you click the Team Members sub-menu in the main menu of Team.

Under the Action section, you have options to allocate or update shifts to the concerned team members with the Shuffle icon.

The new page that opens after clicking the Shuffle icon highlights your selected team member’s details like their email address, full name, and shift timings for each day in a tabular format.

Click on any of the dates on which you would like to update their shift. A window pops up where you will have a drop-down list of various shifts existing in your system. Once you select a shift, click Submit.

The shift timings will update automatically on the table and on the user’s profile. Otherwise, click Cancel if you do not wish to change the timings right now.

Close this pop-up window and know that you can also use the arrow buttons at the top right corner of the table to go back and forth between weeks before deciding which day or week’s shift you want to change for the selected user or team member.

You can also use the Funnel button at the top right corner of this page to filter the page view based on month, year, start date, end date etc., after clicking Search. Otherwise click Reset to set the pageview to default.

Now, go back to the Team Members page and check their leave balances by clicking the calendar icon.

You can also click the three-dot icon next to the calendar to edit your team member’s profile and user details.

Click on Edit Profile and a new window pops up. From here, you can directly edit and update your team member’s profile details like:

• Account information
• Basic information
• Personal information
• Bank information
• Salary details

Once you’re done with the changes, click Save, or else, click Cancel if you want to reset and restart the changes.

Close the window and now select Edit User to update or edit your team member’s user details, including:

• Email ID
• Username
• Name
• Designation
• Role
• Reporting manager
• DOB
• Mobile number
• Cost Centre
• Company
• Department

Once you’re done updating, click Submit, or else, click Cancel to restart.

Now, close the window and go back to the Team Members page.

On the top side of the page, you have an option to Onboard Users. When you click on it, you get three options to do so:

• Quick onboarding
• Full onboarding
• Import Users

Click on Quick Onboarding and wait for a new pop-up window to appear. It asks you to add quick details of your team member, like:

• Emp code
• Email ID
• Username
• Name
• Role
• Designation
• Image
• Relationship Manager

Once you’re done adding details, click on Save and close the window. Otherwise, click Cancel to restart.

Now go back to the second option, that is, Full Onboarding. It will also open a new pop-up window that will ask you for complete details of your team member related to their:

• Account information
• Basic information
• Personal information
• Bank information
• Salary details

And more.

Click on Save once you’re done adding details and close the window as the new employee will appear on the Team Members page then. Otherwise, click Cancel to restart.

Now, go to the third option, that is, Import Users. Wait for a new pop-up window to load. As it does, it asks you to upload a CSV file in a set format to upload users in bulk. The format of the CSV is already defined and is easily available to download to check when you click on “Download CSV Import Template File.”

Once you know what template is to be created and filled for bulk import, click on the Choose File button at the bottom and start uploading users in bulk.

You can also select additional tasks, like “Send Welcome Email,” or “Create New Designation,” for the newly imported users in bulk to automate the process of onboarding. These are available to select right above the Choose File button.

Now close the window and come back to the Team Members page. At the top side of this page, you have another button named Resend Welcome Email.

Select certain users by clicking the white boxes before their names first. Then click on this button. A pop-up flashes at the top, asking for confirmation. Click OK to confirm and wait for a few seconds. The system will give another pop-up window to notify that your welcome email has been sent out.

Otherwise, click Cancel on the confirmation pop-up if you do not wish to proceed with sending out the welcome email again.

Then, at the top of the page, you have a third option named Advanced Console.

Click on it to go to the user manager page to execute actions like activate/deactivate users from the system, sending them customisable emails and notifications, exporting their documents etc.

Go back to the Team Members page and find the fourth option at the top, that is Assign Shift. Ideally you can assign shifts by clicking the Shuffle Icon under the Action section, which we have explained above.

Additionally, you can select multiple users by clicking the white boxes before their name for assigning them the same shift one after another when you go to the Assign Shift page after clicking the button and save your time.

Then we have the Import Shift button at the top right corner of the Team Members page to upload the shift details of your team members in a CSV file.

When you click on this option, a pop-up window will appear. There, you can upload the CSV file and click Upload CSV file to initiate and complete manual upload of your team’s current shift records.

Click on the Funnel at the top right corner to filter this page with the fields like User Group, Designation, City/Town, State, etc.

Click Search to get the filtered page view or Reset to get back to the default view.

Checking your team’s leave history

Getting a detailed view of your team’s leave history is important to check their availability and commitment to the work. Access it by clicking the Leave History sub-menu from the Team’s main menu.

The page highlights all your team members, their leave types which they applied for, Date, Duration, Status, Applied By, Applied On, Reason, and Comments (shows who approved the leave and when).

Under the Action section, there is an Eye icon. Click it to get into details of a leave applied by a particular member. Here, you get all the details of your team members as shown on the previous page. However, you can also find Attached Proof if any employee has provided that.

Moreover, there’s a grid on the right to represent the current leave balance of that team member. With the details on this page, you can decide faster and more accurately whether you want to approve or reject their leave application.

Go back to the Leave History page. Find and click on the Dustbin icon under the Action section to cancel the leave application.

At the top, find options to Import Leave History and Export to Excel for further proceeding and auditing the leaves data. The last option is a Funnel icon to filter the Leave History page as per specific fields.

Click the Funnel and find fields like From and To dates, User Group, Leave Type, Leave Status, Designation, City/Town, and State. Filter them as per your preference. Then click Select to get the filtered view of the page. Afterward, click Reset to go back to the default view of the page.

Synching and locking team’s attendance report

Find and click the Attendance Report sub-menu from the Leave’s main menu.

Find your team’s attendance for every day in the Present-Absent format here.

Click on any date to enter the attendance data on behalf of your team member. To do this, a new pop-up window appears.

The first tab of this window is about Add Attendance. There you can fill the start date and end date timings here along with the description in the white box to state the reason for adding a new attendance record for your team members.

Click on the next tab, Add Leave.

Here, you can add leave data on behalf of the user or team member by selecting the Other User option first. Then select the user, leave type, leave day type, date, and the reason.

Once you’re done adding either or both attendance and leave data for your team members, click on Save and close the window. Or else, click Cancel to restart.

Now, close the previous pop-up window and go back to the Attendance Report page.

Scroll this sheet to the right to find Total Days, Paid Days, UnPaid Days, Total OT Days, Total Present Days, etc., section-wise data reflected here for each team member to get a comprehensive view of their attendance through the selected month/year.

Scroll back and find the Eye button in front of each member. Click on it to View the Attendance Calendar of each person.

A new tab opens to represent the calendar view of the selected member for the given month.

Each day will show you a comment if the member has left any reason for their late punch-ins or early log-outs.

Filter the view according to a Month, Week, or Day when you click these buttons on the top right corner.

Close the tab and go back to the original Attendance Report page.

You have a button to Run Late Marks Rule. You can either click it to apply on all team members at once. However, this might be unnecessary and put heavy pressure on the system. The same is notified to you as a pop-up or flash notification when you click the button without selecting any users in advance.

So, the best way to use this button is to first select the team members by clicking on the white boxes before their names. Then, click on this button to levy the rule on their attendance for the current month.

Another button at the top is Calculate & Lock Attendance. When you click on it, the system will automatically calculate and lock the attendance data. However, a pop-up window might occur to ask you if you are sure about the data represented in front of you.

If you’re sure, click OK. Otherwise, click Cancel.

If your organisation is using a physical biometric system or any other biometric, it might have set an auto synchronization with their uKnowva portal. If that’s the case, you will be able to see a button at the top of this page named Sync Attendance.

Click on this button to sync the attendance of all your team members for a given period. When you click on it, a pop-up window appears asking you the From and To date to confirm after clicking Submit.

The next button is Import. Click on it and find various options to import the updated data of your team member’s monthly attendance. The most common option will be to upload a CSV file.

Then, there is the Export button to click if you want to download the attendance data of your team members for further analysis.

Now, the final button or option at the top side of this page is a Funnel icon.

Click it and find the fields that you can filter to get a specific view of the attendance data of your team members. Some of the most common fields to filter might include Month, Year, User Group, Team Members, User Status, etc.

Filter the fields as per your preference. Then click Select to get the preferred view of the page. Afterward, click Reset to go back to the default view of the page.

Tracking your team’s daily attendance

When you have daily visibility of your team member’s attendance report, you can make better decisions about the workflow for the day. You will not have to micromanage your teammates.

The data representation on this page will be enough to know who has already logged in, who is missing, how many are on leave, etc. Accordingly, you can take corrective action, like daily follow-ups or urgent assignment of value-adding tasks.

Click the Daily Attendance Report sub-menu from the Leave’s main menu.

On the Daily Attendance Report, you will find the entire list of your team members, divided into mini tabs like Present, Absent, On Leave, Optional Holiday, and Team’s Location. Get an idea of who in your team is present or logged in and who is officially on leave or absent without prior notice.

In the Present tab, find details like username, name, date, sign-in time, sign-out time, total worked hours, and description (if the team member adds it).

Click on the Eye icon under the Action section of the concerned user to view their attendance calendar for the month for further details.

In the Absent tab, find the usernames and names of employees who are yet to log in.

In the Leave tab, find the username, name, leave type, from and to dates, duration, and reason for each employee who has been granted a leave.

In the Optional Holiday tab, find the usernames, names, holiday names, and dates for each such employee in your team who was granted a restricted holiday.

In the Team’s Location tab, find active or online users pinned on the map to trace their latest live location.

Now, check the top right corner of the page. You will find two buttons: Export and a Funnel icon.

Click Export when you want to download this daily attendance report for further analysis.

Click the Funnel icon when you want to filter the daily attendance report according to the fields that are accessible to you. These could be Date, Team Members, Designation, City/Town, State, etc.

Once you filter the fields, click Search to get a filtered version of this page. Or else, click Reset to get back to the default view.

Note:

The super admin might add or remove filters in any of the sub-menus above as per the organisation’s policy.

We hope this article was useful to you. Read more related articles or reach our experts for further clarity.