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.
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.
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.
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.
If the issue still persists please connect with out agent.
For any queries, contact [email protected]
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’.
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.
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.
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.
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.
26. What is U in Attendance Sheet or Attendance Muster Roll Wizard?
U in attendance shift is consider as unswipped, where the employee punches are not available and attendance for that day is not marked
The possible ways of attendance not marked are as follows:
27. How to Bulk Upload Attendance Regularisation, Leave, On Duty, Expense, and Travel Requests with Approval Priority Settings?
To Bulk upload attendance regularization, leave on-duty expense and travel with approval priority setting, click on the link below to know the process:
https://docs.pockethrms.com/faqs/cloud-portal/employee/import#id-7.-how-to-change-manager-in-bulk-or-how-to-upload-manager-details-in-bulk
Setting Approval Priority:
The system supports stage-wise approval by allowing you to define priority levels for managers.
-Priority 1: The primary/first-level manager. Approval from this manager is mandatory before moving to the next level.
-Priority 2 (optional): The second-level manager. If defined, the request will go to this manager only after Priority 1 manager has approved it.
Note: If only Priority 1 is assigned, then the approval is considered final after that manager’s action (approve/reject).
If Priority 2 is assigned, the workflow moves to that manager only after the Priority 1 manager's approval.
29. How to Mark my Attendance on Pocket HRMS mobile app?
To allow employees to mark attendance on the ESS mobile app, please ensure the following:
1) Employee punch is activated: You can activate this by logging into the cloud portal, going to the ‘ESS Setting’ menu, clicking on the ‘Leave’ tab, selecting ‘Activate Punch’ subtab, checking the box under the ‘Punch Activate’ column for the respective employee, and clicking ‘Save’. Click the link below to know the detailed process:
39. How to restrict in/out import once payroll processed?
There is no restriction for in out import Once the payroll will be processed, and when the next month’s payroll starts the previous payroll month will get locked. If you wish to make any changes in the payroll you need to unlock the payroll.
