Introduction

Every organization operates differently when it comes to working hours, shifts, and attendance policies. Some companies follow strict punch-in timings, while others allow flexibility with defined grace periods. Because of these varying requirements, it becomes essential to configure shifts and late mark rules accurately so that attendance tracking remains fair, consistent, and aligned with company policies.

uKnowva HRMS provides a powerful and flexible system that allows administrators to assign shifts to employees and define customized late mark rules based on business needs. This ensures that late arrivals, early exits, or insufficient working hours are tracked properly and mapped to leave deductions where required.

In this article, you will learn how to manage shift allocations and configure late mark rules effectively in uKnowva HRMS.

Step 1: View and Manage Employee Shift Allocation

To begin the process, navigate to the side navigation panel in your uKnowva HRMS instance and click on the HR menu. From there, select the Shift Allocation sub-menu, which will open a page displaying the list of employees along with their assigned shifts.

This interface provides a detailed view of shift-related information such as the user name, shift name, shift date, status, and details about who created the entry and when it was created.

This section helps you monitor date-wise shift assignments for all users in the organization. If you want to assign or update shifts for employees, you can proceed by adding new shift allocations as required. In case you need guidance on assigning shifts to users, you can refer to the detailed tutorial available here.

Additionally, if your organization requires creating new shift structures based on different working hours or policies, you can follow this guide to create new shifts.

Once you ensure that all users have the correct shifts assigned, you can move forward to configuring the late mark rules based on these shifts.

Step 2: Access Late Mark Plugin Configuration

After setting up the shifts, move to the top-right corner of the screen and click on your profile icon. From the drop-down menu, select the uKnowva Configuration option to access the system configuration panel.

Inside the configuration section, locate the Plugin Manager menu on the left-hand side.

This section allows you to manage and configure various plugins that control system behavior. Search for the Late Marks plugin in the list and click on it to open its configuration settings.

This plugin is responsible for defining how late marks are calculated, tracked, and converted into leave deductions based on your organization’s attendance policies.

Step 3: Configure Late Mark Rules and Conditions

Within the Late Marks plugin configuration, you can start by defining the scope of applicability. You can select specific user groups for which these rules should apply, and you also have the flexibility to exclude certain user groups or individual users from these rules if required.

Next, you can define the late mark rules based on different attendance parameters such as First In Time, Last Out Time, Total In Time for the day, or Total Working Time. You can configure conditions where, if a selected parameter is less than or greater than a defined number of hours or minutes, the system will mark it as a late instance and deduct leaves accordingly for selected user groups. You can create multiple such rules to handle different scenarios within your organization.

To make the system more aligned with shift timings, you can enable the option to run late mark calculations as per assigned shifts. You can also define when an employee should be marked late by setting conditions based on punch-in and punch-out timings along with configurable grace periods. These grace periods allow a buffer time before marking an employee late, ensuring fairness in attendance tracking.

You also have the option to mark employees late if their total working hours fall short of the defined shift hours. This can be controlled by specifying the allowed shortfall in minutes.

For advanced use cases, you can even apply custom PHP logic to define highly specific late marking conditions.

Additionally, you can configure whether managers should be notified about their team’s late marks. The system allows you to choose whether to notify immediate reporting managers or all reporting managers, depending on your organizational hierarchy.

Step 4: Define Leave Deduction Rules and Advanced Settings

After configuring the late mark conditions, you can define how these late marks translate into leave deductions. For example, you can configure rules such as deducting a certain number of leaves after a defined number of late marks within a month.

These rules can be customized for different user groups and can be expanded by adding multiple conditions as required.

You can also set the priority for leave deduction, ensuring that specific leave types are deducted first before moving to unpaid leaves. This helps maintain consistency in leave policies across the organization.

Further, the plugin provides several advanced configuration options to refine the behavior of late mark calculations. You can choose to exclude holidays from late mark calculations, automatically remove late marks if attendance is later regularized, and define when the system should run these rules. You can also enable late mark detection for unapproved attendance and configure automation settings such as cron execution timing and processing limits.

Options like running late mark rules for past days, controlling execution via cron, and selecting unpaid leave types provide additional flexibility for handling complex attendance scenarios. Once all configurations are complete, click on the Save button to apply the settings successfully.

Conclusion

That’s it!

You’ve now successfully configured shifts and late mark rules in uKnowva HRMS.

By following this process, you ensure that employee attendance is tracked accurately based on shift timings, grace periods, and defined policies, while also automating leave deductions for late instances.

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