How to Set Up an Attendance Management System in WordPress

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How to Set Up an Attendance Management System in WordPress

There is no WordPress plugin that is made to log only attendance. It is a part of an HRM or ERP plugin. WP ERP is one of the oldest plugins in the market, offering a full-blown HRM system with an attendance management feature. We will learn how to install and configure the plugin and use the attendance feature in this guide.

What is an attendance management system?

Attendance management systems can include several modules for listing the attendance of the employees with department-based filters, as well as searching and sorting systems. Different schedule management and leave management systems are integrated as well. Here is a brief description of the involved components and their purpose.

ComponentDescription
Attendance TrackingMonitors the attendance, absences, early departures, and late arrivals of employees.
ReportingGenerates date-based and employee-based reports, offering insights on overall attendance.
Self ServiceAllows employees to self-check-in and out, enhancing flexibility and autonomy.
Regulation and ComplianceHelps to ensure compliance with labor laws and workplace policies, reducing legal issues.
Productivity ManagementBy tracking work hours, companies can monitor and enhance productivity.
HR Process ImprovementIntegrates with other HR processes for streamlined operations, such as payroll and benefits.
Components of Attendance Management

We will further discuss the components of attendance management and shed light on how they can help our companies and workforces.


Related: Best WordPress Attendance Management Plugins for 2023


How to Set Up WP ERP Attendance Management System?

The attendance management system is a premium add-on of WP ERP. You must purchase a subscription to download the premium plugin and use the features.

The installation process is the same as any other WordPress plugin. Head over to WP Admin Dashboard → Plugins → Add New → Upload the add-on file → Install and Activate.

Once completed, your new Attendance overview page should appear as follows:

WP ERP Attendance Management Widget on the HR Dashboard
Wp erp attendance management widget on the hr dashboard

Configuring the Attendance Module

Go to WP Admin Dashboard → WP ERP → Settings → HR → Attendance.

WP ERP Attendance Feature Settings Location
Wp erp attendance feature settings location

Within your Dashboard, you will see the relevant options.

Parameters for grace time and more From these options, you can set up your grace time parameters (grace period before check-in, grace period before checkout, grace period after check-in, and grace period after checkout), all measured in minutes.

WP ERP Attendance add-on Configuration Screen
Wp erp attendance add-on configuration screen

An option called ‘Threshold between checkout and checkin’ is provided to enforce a wait time, for instance, 60 seconds, before an employee can check out after checking in. That checkout will not be registered if they check out before this period.

There are also options to activate Self Attendance for the employees and IP Restrictions to prevent misuse of the self-attendance service.

You can employ the IP Restriction feature from the settings page by checking the ‘IP Restriction’ box.

There is also a field for entering White-listed IP addresses. You just input the IP addresses line by line.

WP ERP IP Whitelisting Feature
Wp erp ip whitelisting feature

Managing Duty Shifts

It is now essential to create shifts. Even if your standard office hours are 9-5 pm, you must create a shift for it.

Firstly, create the shift, assign employees, and then generate it. If you create a shift and assign employees without generating it, the shift will not be active, and your employees will not be able to check in or check out.

To formulate a shift, go to WP Admin Dashboard → WP ERP → HR → Attendance → Shift.

Click on “Shifts”.

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Then click on the button “Add New”.

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A pop-up will appear.

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Set the Shift Name, Start Time, End Time, and Holidays for that shift, and then hit “Save”.
Sometimes, the company’s HR may not have access to the Settings option, preventing them from setting the grace period.

You need to go to WP Admin Dashboard → WP ERP → HR → Attendance → Tools.

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From there, you can set the grace period according to your requirements.

Assigning and Regulating Shifts

To assign shifts to employees, move to the WP Admin Dashboard → WP ERP → HR → Attendance → Assign Bulk Shift.

Please remember: The employees assigned to the shift can only check in and check out until the shift’s end date. Post the end date, these employees won’t be able to check in or out. To enable them to do so, you must generate new start and end dates for that shift and reassign the employees. Only then can they resume their check-in and check-out routine.

Exploring multiple check-ins and multiple check-outs: We will explore the “multiple check-ins and multiple check-outs” feature. In the previous version, you could check in and check out only once. Now, however, these actions can be performed multiple times.

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As demonstrated in the screenshot, the Shift duration spans from 10:45 am on 2019-08-22 to 10:44 am on 2019-08-23, with the shift starting at 11 am and ending at 5:40 pm. We’ve assigned a 24-hour timeframe for the shift and a 15-minute grace period before check-in.

This grace period, however, can be adjusted according to your organization’s policies. So, if an employee clocks in at 10:30 am on 2024-02-23, they will be marked as 15 minutes early. This extra time will be added to their working hours for the previous day as overtime. This employee is then required to check out at 10:45 am. If they fail to do so, it will be considered a missing check-out. Therefore, they would need to check out again at 10:45 am and check in again.

In cases of multiple check-outs, only the final check-out time will be reflected in the employee’s profile. If an employee checks in again after check-out, their working hours counter resumes from their most recent check-out time. Essentially, the working hours counter pauses after check-out. This process continues over 24 hours, after which a new shift begins.

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Making and Handling Employee Attendance List

Head to WP Admin Dashboard → WP ERP → HR → Attendance.

Here, you can view your attendance lists.

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To create a new attendance list, click on the Add New button. You will see all your available employees. If you are using an external device for logging attendance, you can use a CSV file from that device and import that data into the HR system.

Administrators can manually enter attendance logs for each employee.

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  1. At the top of this dialog box, you’ll find a date field for selection. In addition, there are checkboxes to mark all employees as present or absent.
  2. If you select the Present radio button, the user will be defaulted to standard office hours.
  3. Selecting the Absent radio button will set the user to regular office hours.
  4. If you need to import from an external device, head to WP Admin Dashboard → WP ERP → HR → Attendance → Tools and choose the CSV file.
  5. Alternatively, you can manually enter the time by clicking on the respective field.

There are options to set all employees as either present or absent simultaneously. You can also manually specify each employee’s check-in and checkout time. Once you finish editing, press the Save button.

Examining & Filtering Attendance Records

After creating and managing your employee lists, you can check the records of your employees’ attendance. Proceed to WP Admin Dashboard → WP ERP → HR → Attendance and select an attendance list by clicking on the name (attendance date).

You will see your employees’ list, ID, name, department, status (present or absent), check-in time, checkout time, and total work time. There is a bulk action option; from there, you can delete records if required.

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You can also filter the attendance list by durations, including today, yesterday, this month, last month, this quarter, last quarter, this year, last year, and even custom periods.

Set Email Reminders for Staff Members

You can create email reminders for your users/employees if they haven’t checked in on time. Once the Grace After Check-In period has passed, this reminder email will be dispatched to the employee.

To set this up, go to ERP Settings → Settings → HR→Attendance.

Activate the Attendance Reminder checkbox and enable the Send email notification to remind the Checking-in option.

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To configure Reminder Emails, proceed to ERP Settings→Settings→Emails.

Scroll down to find Attendance Reminder and press Configure on the right-hand side.

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On the configuration page, you can adjust your email content.

On this page, you’ll enter the subject, heading, and body of the email, and the system will automatically send it to your employees if they haven’t checked in within the grace period.

The reminder email is sent when the Grace After Check-In period has expired.

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Activating Self Attendance Feature

Employees can check in and out from their HR Dashboard. This feature must be turned on from ERP Settings → Settings → HR → Attendance → Enable self-attendance service for employees.

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Employees can access their HR profile, check in, and check out on their own from the HR Dashboard.

The current version of Attendance displays your check-in time and your total work time in a widget, as illustrated below:

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Once an employee has successfully checked in, a confirmation message is displayed.

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With IP Restriction, employees can’t check in unless their device is white-listed. This means they can’t check in and check-out if they’re connected to a different network other than the workplace’s specified one.

If users attempt to check in with devices that are not connected, they will receive a message.

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Both staff members and the HR manager can see an employee’s attendance record from the employee profile page.

To access this, head to WordPress dashboard → WordPress ERP → HR → Employees. Choose the staff profile you want to view.

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Next, choose the Attendance tab located at the top.

Attendance Reporting

The power of this attendance system lies in its reports. Head to WP Admin Dashboard → WP ERP → HR → Reports.

There are two categories of Attendance Reports: Date Based and Employee Based.

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The Date-based report provides detailed employee attendance data for each date.

Administrators can view the total number of holidays allocated, average absences, lateness, presence, leave, and early leave:

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This report can be filtered location-wise, department-wise, and by a customized date range.

Location, Department, and Month are available filters to refine the data, along with charts compiling various information.

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An Employee report will display all employees in a list with their respective information.

This table includes various data points for each employee:

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Administrators can also filter this report by location, department, and year.

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Importing & Exporting Attendance Data

You can import or export your attendance data. Just head to WP Admin Dashboard → WP ERP → HR → Attendance → Tools.

Select the shift you want to import data, choose the file, and then press the import button.

You can also export data from your Attendance extension in CSV format by clicking Export.

If you’re unsure about the file type for import, a sample file is available for download and reference.

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Edit Log Files

Mistakes happen. If an employee forgets to check in or check out, there’s no cause for alarm. As an admin or HR manager, you can quickly amend the check-in and check-out times in case of such an oversight.

To do this, head to WP Admin Dashboard→WP ERP→HR→Attendance. Next, click the Edit button.

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There’s a button labeled More Details. Click on it.

Remember, if your browser doesn’t support the 12-hour format, then AM and PM won’t appear. In this case, you’ll need to use a 24-hour time format. We recommend keeping your browser updated.

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You’ll then see the log file to view the check-in and check-out times. There are multiple check-in and check-out systems, so you can see the complete log of when the employee checked in and out.

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When manually editing your log, ensure that the check-out time is later than the check-in time and that the subsequent check-in time is later than the last check-out time.

For example, if someone checks in at 11:10 am, the check-out time you enter should be 11:11 am or later. The following check-in time for the same person should be 11:12 am or later. Otherwise, the system will display an error message.

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If you’re unsure how to format your CSV file or what type of data it should contain, a reference file is provided for your use in the WP ERP Attendance Management Documentation.

Conclusion

Attendance management systems and time-tracking services are expensive. Hosted solutions have privacy and security concerns and you can not customize the features the way you want. WordPress plugins can help you solve all these issues and let you own your data. WP ERP’s attendance management feature is unmatched with all the solutions out there.

Frequently Asked Questions (FAQs)

What is an attendance management plugin for WordPress?

An attendance management plugin for WordPress is a digital solution that adds time tracking functionality to your website. It helps streamline check-ins, check-outs, and attendance tracking for your employees.

Why should I incorporate an attendance management plugin on my WordPress site?

Incorporating an attendance management plugin enhances your ability to monitor employee hours effectively. It lets you effortlessly track employee check-in and check-out times and manage absences or tardiness directly on your site.

How does an attendance management plugin simplify attendance monitoring?

An attendance management plugin automates various aspects of time tracking, including employee check-ins, time spent working, and absentee tracking, making managing employee attendance more organized and efficient.

Are there cost benefits to using a free WordPress attendance management plugin?

Using a free attendance management plugin can save costs associated with standalone attendance software or time tracking services, thus reducing overhead expenses related to employee management.

What are the top free WordPress attendance management plugins in 2023?

Leading plugins include WP HRM, WP ERP’s HR module and Attendance Manager.

What factors should I consider when selecting an attendance management plugin for my WordPress site?

When choosing an attendance management plugin, consider compatibility with your existing WordPress theme, ease of use, integration with other HR systems, reporting capabilities, and compliance with labor laws and regulations.”

Why can’t I find the self-attendance option on the WP ERP HR Dashboard? What should I verify?

To access the self-attendance feature, it needs to be activated from wp-admin → Settings → HR → Attendance. An employee profile should also be present to view the check-in and check-out functionality.

Can employees check in and out multiple times within a day using WP ERP Attendance Management System?

Yes, in the updated version, employees have the flexibility to check in and out more than once during a day.