How to Set Up an Attendance Management System in WordPress

How to Set Up an Attendance Management System in WordPress

Every successful organization understands that maintaining efficient attendance management is a critical aspect of workforce management. It’s not just about tracking whether employees’ clock in and out, but also about monitoring punctuality, leave management, overtime calculations, and much more. For many businesses, attendance management forms the backbone of their operations, driving productivity, morale, and ultimately,…

Every successful organization understands that maintaining efficient attendance management is a critical aspect of workforce management. It’s not just about tracking whether employees’ clock in and out, but also about monitoring punctuality, leave management, overtime calculations, and much more. For many businesses, attendance management forms the backbone of their operations, driving productivity, morale, and ultimately, profitability. In this increasingly digital world, traditional methods of attendance tracking like manual entries or standalone devices have shown their limitations, paving the way for more integrated, automated systems.

If you’re running a business on a WordPress platform, the good news is that you’re already ahead of the game. The beauty of WordPress lies in its highly flexible plugin system which allows you to extend the functionality of your website or online store without getting tangled in complex coding. Among the myriad of plugins out there, one that consistently shines when it comes to comprehensive business management is WP ERP.

WP ERP is a full-fledged Enterprise Resource Planning (ERP) system that amalgamates powerful features for Human Resources (HR), Customer Relationship Management (CRM), and Accounting under a single umbrella. While each of these modules is brimming with functionalities, for the scope of this guide, we’ll focus solely on a particular aspect of the HR module – the Attendance Management System. Whether you’re a small-to-medium enterprise (SME) owner striving to optimize team productivity, an HR professional hunting for a robust attendance tracking tool, a WordPress developer seeking to extend your arsenal of skills, or a general WordPress user exploring ways to power up your website, the WP ERP Attendance Management System holds answers to your needs.

In this guide, we will meticulously unpack every aspect of How to Set Up an Attendance Management System in WordPress – from the basics of installation and setup to understanding the nitty-gritty of its features. We will walk you through how to leverage its functionalities to streamline your attendance management process and even share some invaluable troubleshooting tips for common problems you might encounter along the way.

This is more than just a guide; consider it your go-to resource for transforming your WordPress website into an efficient, automated attendance tracking system. By the time you’re done reading, you’ll not only have a well-oiled attendance management system in place but also be well-versed with the skills needed to use it to its maximum potential.

So, roll up your sleeves, grab a cup of coffee, and let’s embark on this journey of digital transformation together!

What is Attendance Management?

Attendance Management is a critical aspect of any organization’s HR operations. It involves the systematic process of tracking, monitoring, and evaluating the attendance of employees to ensure punctuality, reliability, and productivity within the workplace. Effective attendance management is not merely about recording the employees’ arrival and departure times but also encompasses the management of work schedules, shifts, leaves, holidays, and even break times.

In the context of WP ERP, Attendance Management is a comprehensive add-on that provides an easy and efficient way for businesses to monitor and manage their employees’ time at work. The system allows administrators and HR managers to create various shifts, assign employees to those shifts, and track their check-ins and check-outs in real-time.

Moreover, the WP ERP Attendance Management system offers a range of advanced features including self-check-in and check-out options for employees, detailed attendance reporting, and the ability to import or export attendance data. Administrators can even edit the check-in and check-out logs to correct any discrepancies, ensuring accurate record-keeping.

The use of a robust attendance management system like WP ERP’s can significantly streamline HR processes, reduce manual workload, and provide valuable insights into employees’ work patterns and behavior. It can also support businesses in ensuring compliance with labor laws, managing overtime, and ultimately improving overall productivity and operational efficiency.

As such, attendance management is not just about controlling the workforce; it also forms the foundation for a transparent, organized, and productive work environment.

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

Related: Best WordPress Attendance Management Plugins for 2023


Pros of Using WP ERP Attendance Management System

Cultivating a productive work environment hinge on efficient attendance management. WP ERP Attendance Management is an all-encompassing tool that revolutionizes attendance tracking, promoting punctuality and productivity among employees. This robust system is furnished with a range of features designed to streamline the process of managing attendance. Here are the key features that distinguish WP ERP Attendance Management from traditional methods:

Comprehensive Attendance Tracking

The tool is geared towards tracking employee attendance in a manner that best suits your organizational needs. It enables real-time monitoring of employee work hours, tracking check-in and check-out times, and assessing their work effort and productivity. Moreover, it keeps employees informed about their working hours, fostering self-awareness.

Data Import from Various Attendance Systems

The system allows the seamless import of attendance data from different hardware systems, including paper ledgers or card punching systems. This feature ensures that all employee attendance data is consolidated and accessible directly from their HR profiles.

Robust Shift Roster Management System

WP ERP Attendance Management boasts an intuitive Roster or Shift Management System that permits the creation of unlimited shifts for employees. You can assign multiple shifts to an individual employee and even multiple employees simultaneously using the bulk shift assignment feature. This ensures the efficient utilization of human resources.

Self-Service Attendance

This system offers a feature for employees to check-in and check-out by themselves. This proves especially beneficial for large teams or those working remotely. Employees are given web-based login credentials and access to an HR dashboard from which they can check-in and track their attendance profile.

IP Restriction for Enhanced Security

WP ERP Attendance Management is equipped with an IP restriction feature, enabling you to whitelist specific IP addresses. This ensures that employees can only check-in and check-out from authorized devices, thus mitigating any concerns related to time theft.

Flexible Reporting

Attendance reports can be generated based on date or employee, providing insights into attendance patterns. The reports can show total number of holidays, average present, absent, late, leave, and early leave figures. This allows for more strategic decision-making based on accurate data.

Editable Log Files

The system provides the flexibility to edit check-in and check-out times in case of errors or oversights. This ensures accurate tracking of employee working hours. Missteps, such as forgetting to check-in or check-out, can sometimes occur due to various reasons like forgetfulness or system glitches. Rather than letting such accidents distort the accuracy of your attendance data, the system enables administrators and HR managers to rectify these inconsistencies with ease.

Import and Export Attendance Records

The tool allows you to import or export attendance data, facilitating smooth data transitions and backups. This ability plays a crucial role in facilitating smooth data transitions, creating backups, and enhancing the overall accessibility of attendance information.

The dynamic range of features provided by WP ERP Attendance Management makes it a formidable choice for businesses seeking to boost their HR capabilities. It streamlines the attendance management process, promoting efficiency and productivity in the workplace.

So, How to Set Up WP ERP Attendance Management System?

We have come to know the whats and whys, now let’s get into how you can set up WP ERP Attendance Management System. With this powerful tool, you can monitor your employees’ work hours and align them with their leaves using the updated version 1.1.4 of the Attendance extension from WP ERP. This version introduces:

  • The ability to check-in and check-out multiple times
  • Flexibility in assigning shifts

These features are among many enhancements in the latest version. Creating shifts is now compulsory. You have the ability to generate distinct shifts for your employees. Now, let us guide through all the processes of this capable system.

Setup & Introduction

Post-purchase, you can download the plugin from the provided link on your My Account page.

The installation process for this add-on mirrors that of any standard WordPress plugin. You can begin by heading 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:

Setting Up Attendance Parameters

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

Within your Dashboard, you will encounter various 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.

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 they have checked in. If they check out before this period, that checkout will not be registered.

There are also options to activate Self Attendance for the employees, and IP Restriction 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.

Establishing Shifts

It is now essential to create shifts. Even if your standard office hours are 9-5 pm, you must establish 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”.

Then click on the button “Add New”.

A pop-up will appear.

Set the Shift Name, Start Time, End Time, Holidays for that shift, and then hit “Save”.
In some cases, the company’s HR may not have access to the Settings option, preventing them from setting the grace period. To address this issue, we’ve introduced an alternative method.

Simply follow these steps: WP Admin Dashboard → WP ERP → HR → Attendance → Tools.

From there, you’ll be able to 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.

You can assign employees by selecting either shift1 or shift 2 from the drop-down box.

You have the option to select specific employees for that shift or select all employees for that shift. Click on the box next to the employee names to select them individually or select Employee Name to choose all employees. Then click “Apply” to complete the assignment.

Let’s say you’ve hired five new employees in May, with three starting in June and two starting in September. You can create a work shift for the three employees who are starting in June and extend that to August. Afterward, create an identical shift for all five employees from September onwards. If you allocate all five employees to the shift starting in June, the two employees who don’t start until September will be marked absent from June to August, and this absence will be reflected on their profiles.

Remember, after the duration of the shift, the employees assigned to that shift will no longer be able to check-in. Thus, you must regenerate that shift.

To do this, go to WP Admin Dashboard → WP ERP → HR → Attendance → Shift → Click on the three vertically aligned dots.

Then click on “Generate” under the “Action” section.

Set the Start Date and End Date.

Within this section, you’ll find a feature labeled “Generate this Shift for”. You can assign a specific employee for that shift by choosing “Selected Employees of this shift” or assign all employees by choosing “All the Employees of this shift”.

It’s essential to generate the shift, as it won’t be functional unless it’s assigned to a particular time frame.

Bear in mind that initially, you must allocate the employees to the shift. Only after doing this, you can utilize this feature.

To finalize, click “Generate”.

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 check-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’re going to delve into 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.

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, along with 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 2019-08-23, 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 subsequently check-in once more.

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 post 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 a 24-hour period, after which a new shift begins.

Making and Handling Employee Attendance List

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

Here, you can view your attendance lists.

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.

  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, it will default the user to standard office hours.
  3. By selecting the Absent radio button, it 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 also have the freedom to manually specify each employee’s check-in and checkout time. Once you finish editing, press the Save button.

Examining & Filtering Attendance Records

After the creation and management of 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 in this case).

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

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

Establish Email Reminders for Staff Members

You can create email reminders for your users/employees in the event that 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 Checking-in option.

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

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

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

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

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

Activating Self Attendance Feature

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

Employees can access their HR profile and 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:

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

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

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

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

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

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.

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:

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 two charts that compile various information.

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

This table includes various data points for each employee:

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

Importing & Exporting Attendance Data

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

To import data, simply select the shift you want to import and choose the file, then press the import button.

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

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

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 easily amend the check-in and check-out times in the event of such an oversight.

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

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

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

You’ll then see the log file, where you can view the check-in and check-out times. As there are multiple check-ins and check-out system, you can see the complete log of when the employee checked-in and checked-out.

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.

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

If you’re unsure about 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.

Troubleshooting Common Problems

Let us explore the solutions to some common problems you might encounter while using the attendance system.

  1. Unable to Check-in/Check-out: If an employee is unable to check-in or check-out, make sure they are connected to the right network as per the IP restrictions. The system might not allow check-in or check-out from an unregistered or different network.
  2. Reminder Emails Not Being Sent: If reminder emails are not being dispatched, first confirm that the Attendance Reminder and Send Email Notification to Remind Checking-in features are enabled in the settings. If the problem persists, check the system’s email server or SMTP settings.
  3. Incorrect Attendance Reports: If you notice discrepancies in your attendance reports, first verify the accuracy of the input data such as check-in and check-out times. Make sure the system time zone matches your local time zone. Also, remember to refresh or update the report after any changes in data.
  4. Errors While Importing or Exporting Attendance Data: Make sure the file you are importing is in the correct CSV format. Refer to the provided sample file for guidance on formatting. When exporting, ensure that you have the necessary permissions, and that the destination file or location has sufficient space.
  5. Unable to Edit Log Files: If you can’t edit the log files, confirm that you have the necessary access rights. Remember that the check-out time must be later than the check-in time, and the subsequent check-in time must be later than the last check-out time.
  6. Browser Compatibility Issues: Some features, like the 12-hour time format, might not work correctly if your browser is outdated. Ensure you’re using the latest version of your browser and consider switching to a different browser if problems persist.

Remember, if you encounter any issue don’t hesitate to reach out to your system administrator or technical support and of course, WP ERP Support Team for help. You can also view and use WP ERP support forum on WordPress Repository.

Conclusion

Effectively managing employee attendance is a critical component of successful business operations. Leveraging an automated attendance system like the one described herein can significantly streamline this process. By setting up email reminders, enabling self-service attendance, generating comprehensive reports, and taking advantage of import/export capabilities, businesses can ensure accurate record-keeping, reduce administrative burden, and promote accountability among employees.

While it’s true that system users may encounter some challenges along the way, these issues are often easily resolved by following the appropriate troubleshooting steps. Moreover, a well-maintained and regularly updated system minimizes potential problems.

As with any tool, maximizing the benefits of your attendance system involves ongoing commitment to learning its features and capabilities. With time and practice, even the most complex functionalities can become second nature, further enhancing the system’s value to your organization.

Remember that this guide serves as an introduction, and you may need to consult additional resources or seek expert assistance to fully optimize your attendance system to suit your business needs. Ultimately, the system is a powerful ally in your effort to monitor and manage employee attendance effectively and efficiently.

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, which makes the process of 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 factors such as 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. Additionally, an employee profile should be present to view the check-in and check-out functionality.

Is it possible for employees to 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.

How can I remove test attendance data in WP ERP?

All the data is stored in the erp_attendance table by the attendance add-on. You have the liberty to modify or eliminate any entries from the database using PHPMyAdmin or your preferred database administration tool.

What happens if I use WP ERP Attendance in conjunction with HR Frontend?

If you are using both the Attendance and HR Frontend, they will integrate. However, this integration merely provides two widgets and a new tab to your employee profiles. It won’t allow you to view or manage your employees’ attendance from the frontend. Your employees, however, will have the capability to self-check-in and check-out from the frontend and the attendance tab on their HR profile.