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
® Checking your team’s leave history
® Viewing your team’s attendance
® Checking your team’s daily attendance
Checking your team members
Get to know your teammates better with this page that reflects their vital information like name, username, email ID, and designation.
Under the Action section, you have options to allocate shifts to the concerned team members with theShuffle icon and check their leave balances by clicking thecalendar icon.
You can also click the three-dot icon next to the calendar to edit your team member’s profile.
On the top side of the page, you have another option Import Shift 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 findAttached 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 toImport Leave History and Export to Excel for further proceeding and auditing the leaves data.
The last option there is a funnel icon to help you 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.
Viewing your team’s attendance
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.
Scroll this attendance 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.
At the top, you have four buttons. The first 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.
The second 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.
Click the third button, Export, if you want to download the attendance data of your team members for further analysis.
Now, the fourth button 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.
Checking 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, and Optional Holiday. 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).
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.
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.