Introduction
Accurate attendance records are important for smooth HR operations in any organization. Employees may sometimes forget to mark their attendance or may need to correct entries due to missed punches, field work, or system issues. If these discrepancies are not resolved in time, they can affect payroll processing, leave calculations, and attendance reporting.
uKnowva helps address this through the Attendance Regularization Agent Plugin, which automates the monitoring of attendance discrepancies and helps notify employees so they can regularize their records on time. This reduces manual follow-ups by HR teams and ensures that attendance data remains accurate.
If the plugin is not yet installed, you can download and install it by clicking here. Once the installation is complete, the plugin will become available within the system’s plugin manager.
By properly configuring this plugin, organizations can ensure that attendance discrepancies are resolved promptly, reduce manual follow-ups by HR teams, and maintain accurate attendance data for payroll and reporting. In this article, you will learn how to access the Attendance Regularization Notifier Plugin and configure its various settings within the system.
Step 1: Access the uKnowva Configuration Panel
Begin by logging into your uKnowva account and navigating to the top-right corner of the page.
Here, you will find your profile icon, which provides access to several account and system configuration options. Click on the profile icon to open the drop-down menu.
From the list of available options, select uKnowva Configuration.
This section provides administrators with access to advanced system-level settings that control various modules and features within the platform.
Once you enter the configuration panel, you will be able to manage plugins, application settings, and system automation features that enhance the functionality of the platform.
Step 2: Open the Plugin Manager
After entering the configuration section, locate the Plugin Manager option in the side menu and click on it.
The Plugin Manager displays a list of all plugins available within the system.
Within this list of plugins, scroll through the available options until you locate the Attendance Regularization Agent plugin or use the search bar to locate it quickly.
This plugin specifically manages automated reminders and notifications related to attendance regularization requests.
Once you find it, select the plugin to open its configuration interface, where you can customize its behavior according to your organization’s requirements.
Step 3: Configure the Attendance Regularization Notifier Settings
After opening the Attendance Regularization Notifier plugin, the system will display a configuration interface containing multiple settings that allow administrators to control how attendance reminders and notifications are sent.
These settings help ensure that the right users receive timely notifications and that attendance issues are resolved efficiently.
The Applicable To field allows you to select specific user groups for which the attendance reminder and leave deduction rules should be applied. If you do not select any group, the system will automatically apply these rules to all users in the organization.
You can also define exceptions by selecting users in the Exclude Users field. Any user selected here will not be considered when the plugin runs its checks for missing attendance.
Additionally, the Exclude Usergroups from Reminders and Leave Deduction option allows administrators to prevent entire user groups from receiving reminders or facing leave deductions. This is useful when certain teams or roles follow different attendance policies.
Another configuration field allows administrators to write PHP code to exclude specific users dynamically. This option is intended for users with PHP knowledge who want to create advanced logic for excluding employees based on custom conditions. Administrators should use this option carefully, as incorrect code may affect the functionality of the plugin.
You can also exclude user groups entirely. The plugin allows administrators to define how users should be notified about missing attendance. By enabling the Send Notification option, the system will notify employees whenever their attendance records are missing.
The Notify By setting determines the communication channel through which the notifications will be sent. Administrators can choose to send reminders through uKnowva notifications, email, or both. Selecting both options ensures that users receive reminders through the system interface as well as their email inbox, increasing the chances that the notification will be noticed.
The Cron Start Time field specifies the time at which the scheduled cron job should execute each day. This value must be entered in 24-hour format; for example, entering 14 will run the cron process at 2 PM. The cron job checks for missing attendance and triggers notifications according to the defined schedule.
Administrators can also configure Notification Intervals, which define how frequently reminders should be sent to users. This field accepts comma-separated values representing the number of days after which reminders should be triggered. For example, reminders can be scheduled after the first day, third day, and fifth day of missing attendance.
Step 4: Configure Leave Deduction Rules
To enforce attendance compliance, the plugin also allows administrators to configure automatic leave deductions. By setting Deduct Leaves to Yes, the system will automatically deduct leave from a user's leave balance if their attendance remains unmarked after a specified period.
The Deduct Leaves After field allows administrators to define the number of days after which the leave deduction process should begin.
The system also includes a Leave Deduction Priority setting, where administrators can specify which leave type should be deducted first when attendance remains missing. If no priority leave balance is available, the system will eventually deduct Leave Without Pay according to the defined configuration.
Administrators can also select additional users in the Additional Users to Notify field. These users will receive copies of attendance reminders and deduction notifications, ensuring that managers or HR personnel remain informed about attendance irregularities.
For organizations that require advanced logic, the plugin provides an option to add Custom PHP Logic to Find More Users to notify. Administrators can include additional user IDs in the $notify array so that more recipients receive notifications related to attendance reminders and deductions. For example, if an employee’s attendance is missing, the notification can also be sent to that employee’s reporting manager by adding the manager’s user ID through custom PHP logic. This allows organizations to ensure that managers are informed and can take timely action on pending attendance updates.
Step 5: Configure Date-Based Leave Deduction Settings
The plugin offers flexible options for controlling how and when leave deductions occur. By enabling Use Date for Deduction, administrators can configure the system to deduct leaves on a specific date each month rather than based solely on the number of days after missing attendance.
The Date for Deduction field allows administrators to define the day of the month when the deduction process should run. For example, if the date is set to the 18th, the system will calculate missing attendance from the 18th of the previous month to the 17th of the current month before applying deductions.
If organizations require more flexibility, they can enable Use Custom Date for Deduction. When this option is enabled, administrators can define a Custom Start Date for Deduction, which determines the time range used when calculating missing attendance records. For example, if the custom start date is set to the 10th, the system will calculate attendance from the 10th of the previous month to the 9th of the current month before applying leave deductions.
The Users to Allocate Leave Per Batch field allows administrators to define the number of users that should be processed in each batch when allocating leave deductions. This setting helps maintain system performance when dealing with large numbers of employees.
Step 6: Configure Consolidated Attendance Notifications
In addition to individual reminders, the plugin also supports consolidated email notifications. When the Send Consolidated Email option is enabled, the system sends a summarized report of attendance reminders to selected users.
The Consolidated Email Send To field allows administrators to select recipients who should receive these summary emails. The Send Consolidated Email On field determines the specific day when the consolidated report should be generated and delivered.
Administrators can also enable Send Consolidated Attendance Reminder to Users, which sends summarized reminders directly to employees. The Send Consolidated Reminders to Users On field allows multiple days to be selected for sending these reminders. If necessary, specific user groups can be excluded from these notifications using the Exclude User Groups to Send Consolidated Reminders option.
Step 8: Define the Unpaid Leave Type
Finally, the plugin requires administrators to specify the Unpaid Leave Type. This setting is important because when the system cannot find any available paid leave balance or priority leave type in the user’s account, it will automatically deduct leave from the selected unpaid leave category. Once you review the settings, click on the save button to save the configuration.
Once the plugin is configured, the users will be able to receive consolidated emails and attendance regularization emails.
Conclusion
That’s it!
You’ve now successfully configured the Attendance Regularization Notifier Plugin in uKnowva HRMS.
By following this process, you ensure that attendance discrepancies are automatically identified and that employees receive timely reminders to regularize their records.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..