🗓️Attendance

This page provides a step by step guide for FAQs related to 'Payroll' menu in the Cloud portal

• Transactions

• Utilities

• Import

1. How to import ‘In and Out’ details for an employee?

Step 1: Log into the cloud portal and click on the ‘Attendance’ menu.

Step 2: Select the ‘Utilities’ tab and then the ‘In Out Import’ subtab.

Step 3: ‘Select the Employee’ you want to change shift for as well as the date range. Choose the necessary options and click on ‘Import’. The Shift changes will be reflected in employees in the ‘In and Out Core Details’ in the ESS.

Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

2. All employees registered their punches every day but system shows unswiped

Step 1: Ensure that the shift is assigned to the employees. To assign a shift to your employees log into the cloud portal and go to the ‘Attendance’ menu. Under the ‘Import’ submenu click on the ‘Shift Schedule Import’ option.

Step 2: You can download the ‘Sample Shiftschedule Import’ template from the upper right-hand corner of the screen and prepare the Excel sheet accordingly.

Step 3: From the dropdown ‘Select Setting’ choose the desired option. Upload the Excel sheet in the ‘Import Templates’ field. Enter the number for ‘Starting - Ending Row’ and the ‘Employee Code Column Name’ in the respective fields.

The ‘Sheet Name’ will be auto-populated; if there are multiple sheets, you can select those from the dropdown.

Step 4: Map the ‘Component Names’ to the ‘Excel Columns’ according to the Excel sheet using respective dropdowns.

Step 5: Click the ‘Save Settings’ button so the settings will be saved and then click on the ‘Upload File’ button.

Step 6: Next, go to the ‘Attendance’ menu, under the ‘Utilities’ submenu click on the ‘IN Out Import’ option.

Step 7: Select categories, you can use the ‘Select All’ radio button to select all your employees. Select ‘Date Range’, tick boxes for required options and click on the ‘Import’ button. The shift will be assigned to the employees and the employee punches will be visible.

Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

For any queries, contact [e-mail]

3. How to upload attendance in bulk?

Below you will find the directions for bulk attendance upload if one or both punches are missing.

Case A: If both swipes are missing

Case B: If one swipe is missing

Case A If Both Swipes Are Missing

Step 1: Log into the cloud portal, go to the ‘Attendance’ menu and under the ‘Import’ click on the ‘Unpunches Import’ option.

Step 2: You can download the ‘Sample Un punches Import’ template from the upper right-hand corner of the screen and prepare the Excel sheet accordingly.

Step 3: From the dropdown ‘Select Setting’ choose the desired option and ‘Import Templates’ in the respective field. Enter the ‘Starting - Ending Row’ and the ‘Employee Code Column Name’ in the respective fields.

The ‘Sheet Name’ will be auto-populated; if there are multiple sheets, you can select those from the dropdown.

Step 4: Map the ‘Component Names’ to the ‘Columns’ according to the Excel using respective dropdowns.

Step 5: Select the checkbox for ‘Overwrite’ if you want to replace existing punch data with new punch data. Click the ‘Save Settings’ button followed by the ‘Upload File’ button and the bulk attendance will be imported.

Case B: If One Swipe is Missing

Step 1: Log into the cloud portal, go to the ‘Attendance’ and under the ‘Import’ click on the ‘Invalid Punches Import’.

Step 2: Download the ‘Sample Invalid Punches Import’ template from the upper right-hand corner of the screen and fill in the details to prepare the Excel sheet to be uploaded accordingly.

Step 3: Use the ‘Select Settings’ drop-down to choose a required option, ‘Import Template’ in the respective field. Enter the ‘Starting-Ending Row’ according to your Excel file.

The ‘Sheet Name’ will be auto-populated; if there are multiple sheets, you can select those from the dropdown.

Step 4: Map the ‘Components’ according to the ‘Columns’ in the Excel sheet.

Step 5: As one punch is missing, it is mandatory to select the checkbox for ‘Over Write’ to replace existing punch data with new punch data and then click the ‘Save Settings’ button. Click on the ‘Upload File’ button and the attendance in bulk will be imported.

Note: Before you upload a file for import in the Pocket HRMS, you need to format the columns with a date to ‘Text to Column’ in Excel sheet.

For any queries, contact [e-mail]

4. How to mark auto attendance for one person?

Pocket HRMS doesn’t currently have an auto attendance feature. You need to use our mobile app or a biometric machine for attendance.

For any queries, contact [e-mail]

5. What are the After Days (LOP/PD) and Before Days (LOP/PD) in the increment Import or Increment Employee Input?

In Increment Import or Increment Employee Input the meaning of the terms is as given below. ‘Before Days (LOP/PD)’ represents leave period paid/LOP before the increment effective date. ‘After Days (LOP/PD)’ represents the leave period paid/LOP after the increment effective date. These inputs help to calculate the arrear amount based on the increment effective date.

For any queries, contact [e-mail]

6. What to do if I am facing punch data or attendance data synch issue in cloud portal?

How to relaunch Pocket utility in server?

If you are facing an issue in attendance data synch, please check and follow the factors below.

1. Biometric integration mapping is done for the employee

2. Go to the biometric server system and restart the Pocket HRMS utility by doing the double click on the Pocket Utility icon.

1. You get the notification informing you that ‘Attendance Schedule is Running in the Background’.

2. Then run In-out import

For any queries, contact [e-mail]

7. Facing some issues related to in out details?

To update in out details, follow the steps below,

• Check if raw punch data is available from employee profile or machine log data

• If the raw punches are not available check the utility under your biometric server is working

• Run in out import

• Check if employee is mapped biometric attendance device.

If the issue still persists please connect with out agent. For any queries, contact [e-mail]

8. How to approve device (mobile phone for punch) request?

There is no approval flow for the device lock. You can reset device for the employee and you will receive an email notification informing you that the ‘Unique Device ID removed Successfully’.

For any queries, contact [e-mail]

9. Why is employee unable see/view/check their in out details?

If an employee unable see/view/check their in out details please check the following factors

• Shift is assigned correctly to the employee

• Role allocation is done properly

• Self-service role assigned to employee is correct

• Check if raw punches are available

• If the raw punches are available, run in out import

For any queries, contact [e-mail]

10. We are unable to modify/edit employee attendance/punch from the cloud portal or getting an error while modifying the attendance?

If you are unable to modify employee attendance/punch from the cloud portal or get a modification error, please check the following factors.

1. Check if you have selected the correct date

2. Check if the time you enter is correct, according to the shift assigned to the employee.

For any queries, contact [e-mail]

11. Why am I unable to apply for on duty? I am facing some issue while applying for on duty.

If you are facing some issue while applying for on duty you need to check the following factors.

• Ensure that the time you are entering is in alignment with current shift times assigned to you (the employee who is trying to apply on duty).

For any queries, contact [e-mail]

12. How to change, edit or modify the time/timing in the in out data?

Kindly connect with our live chat agent to change the In/Out import time data as only Pocket HRMS Internal has the access and rights for the task.

For any queries, contact [e-mail]

13. Attendance regularization request does not show (not visible)?

If the attendance regularization request is not visible, check the following factors.

• Role allocation is set as per the employee’s self-service role

• Self-service role assigned to employee

• Shift is assigned correctly to the employee

• Request attendance regularization from ESS portal or Mobile according to the assigned shift

For any queries, contact [e-mail]

14. What does it mean, when it shows invalid, unpunch or unswiped?

The Unpunch or unswiped occurs when both the In and Out punches are missing. Invalid punch occur when either the In punch or the Out punch is missing.

Note: If you want to download any attendance report please run in/out import for the required date range and then download the report.

For any queries, contact [e-mail]

15. What to do if the daily punch is not visible in the ESS portal or cloud portal?

If your daily punches are not visible in the ESS or cloud portal, please check the factors below.

• Check if shift is assigned correctly assigned to the employee

• Ensure that the employee is mapped for the biometric device, (in case the employee is punching from the biometric machine)

• Selfie attendance is active and employee have uploaded their selfie and their selfie is approved (for attendance through Face Recognition)

For any queries, contact [e-mail]

16. Why is week off not visible in the attendance?

If a week off is not visible in the attendance check the following factors.

• Make sure that week off is assigned for the respective employee, category or location.

• If the week off is not assigned you can import week off in bulk or assign the week off manually

For any queries, contact [e-mail]

17. How to enable and disable the mail trigger for employee’s invalid punches such as unpunches or unswiped punch?

If you want to enable or disable the mail trigger for employee’s invalid punches such as unpunches or unswiped punch, please contact our support person.

For any queries, contact [e-mail]

18. How to apply on-duty for half-day (1st Half or 2nd Half) if attendance (punches) for the day are available.

If the employee has recorded even a single punch (punch in, punch out or both) for the day, the system assumes that the employee has worked for the that shift and restrict them from requesting on duty.

That means employee cannot request on duty for either 1st or 2nd half for the day, if they have punched in for that shift at least once. We suggest that employee should request regularization from the ESS.

eries, contact [e-mail]

19. How to add half-day on duty for the employee from the cloud portal, when at least a single punch is available for a day.

You can’t add on duty for the employee if their attendance (punch) is recorded for the day. As the system consider that employee has worked that shift and prevents you from marking on-duty for them in their profile.

You can manually modify the attendance to make required correction in the attendance entry from the cloud portal.

For any queries, contact [e-mail]

20. What does LD and SH mean?

LD stand for Lop of Pay SH stand for Second Half

To know more such abbreviation visit the link.

For any queries, contact [e-mail]

21. Unable to view attendance for the employee who rejoined or activated?

How to view attendance of the employee who was previous inactive and now rejoined or activated?

To view the attendance of the rejoined employee ensure the following factors.

• Shift is assigned to employee

• If punch is from biometric machine, map the employee

• Assign week off to the employee

For any queries, contact [e-mail]

22. How to delete or remove shift?

There are to ways to delete the shift, you can:

• Delete the shift for a single employee from their profile

• Delete shift for from the attendance settings

For any queries, contact [e-mail]

23. How to activate the selfie attendance (face recognition) with geo tagging (location)?

To activate selfie with geo location, kindly follow the steps below. 1) Activate punch with selfie tagging 2) If you want to add the employee for geo tracking, so you can track their location wherever they visits. Activate geo tracking settings to set auto punch out.

3) After activating punch with selfie if want to tag any employee in a location which is set in geo location add that employee in geo location so that the employee can punch in and out in the same location. Note: The employee can’t be selected in geo tracking and geo location at the same time.

or any queries, contact [e-mail]

24. How to update employee’s raw punch data in the attendance?

If the employee’s raw punch data is visible in employee’s profile, you need to run in-out import so that it gets updated in the attendance.

For any queries, contact [e-mail]