Track attendance and correct punches

Employees clock in and out, and Panatag turns those punches into each employee’s daily time record. You can watch attendance live, fix wrong punches and import punches from a biometric device.

Who can do this: Owner, Admin, HR

How employees clock in

Employees clock in using:

• The employee portal: the mobile app, or the web portal if Web clock-in is on in Settings → Employee Access.
• A Viber or Telegram chat bot.
• A kiosk tablet.

Grace period, half-day rule, flexi-time, selfie on clock-in and geofence are set in Settings → Payroll.

The attendance board

In the sidebar, click Time, then the Attendance tab. The attendance board is a read-only view of who’s in, out, late or not yet in, for a date and branch. For today, the attendance board is live and refreshes every 30 seconds.

Mark attendance by day

For salaried and daily-rate staff who don’t clock in, you can enter attendance by hand. In the sidebar, click Time, then the Attendance by day tab.

1. The grid opens on the current cut-off. Use the arrows to go to the previous or next cut-off.

2. Each row is an employee on a monthly salary or daily rate, and each column is a day. Click a cell to open its menu, then choose Present, Half day or Absent (or press 1, 2 or 3). Clear day removes your entry so the day goes back to what the punches show. The top of the menu shows the day and, if the employee punched in late, by how many minutes.

3. To mark a whole day at once, click Mark everyone present on that day’s column header. Employees on a rest day that day are skipped.

   The menu only lists the marks that day can take. A rest day offers only Absent. A holiday on the employee’s scheduled workday offers Worked or Didn’t work, with no half day. Leave days and days already in an approved payroll can’t be changed.

4. Click Save, or Discard to drop your changes.

What each mark does in payroll:

• Present: the day counts as worked in full. No late, undertime or overtime. Night differential follows the employee’s schedule.
• Absent: on a regular workday, one day’s absence is deducted. Absent on a rest day or holiday doesn’t deduct pay.
• Half day: half a day’s absence is deducted.
• For daily-rate staff, Present pays one daily rate, Half day pays half, and Absent or a day not entered with no punches is simply not paid.
• Not entered: the day follows the employee’s punches. A scheduled day with no punches counts as an absence, unless you turn off Count a scheduled day with no punches as an absence in Settings → Payroll. Turn it off if you only mark the days someone was out.

Days you mark by hand show in color. Days from punches show in grey, with a dot for a late. Approved leave shows as L and can’t be marked. Days in an approved payroll period are locked. If a holiday is added later, a day you marked picks up the holiday. A later punch or a recompute never changes a day you marked. To return a day to its punches, set it back to not entered and save.

Hourly staff aren’t in this grid. Log their hours on the Hours tab of Time instead. See Log and approve hours for hourly staff.

Correct or void an employee’s punch

1. Go to Employees, open the employee, and open the Attendance tab.
2. Pick the month and open the Punch log.
3. To fix a punch, click Correct… on it, set the Type (Clock in or Clock out), Date & time and a Note, then click Save correction. The original punch is voided and replaced.
4. To remove a punch, click Void…, enter a Reason (required), then click Void punch.

Days in an approved payroll are Locked and their punches can’t be changed.

Missing punches

There is no button to add a brand-new missing punch. Instead, you can correct an existing punch, import the missing punch from a file on Time → Import, or have the employee clock in.

Import punches from a biometric export

1. In the sidebar, click Time, then the Import tab. If your company has hourly pay switched on, pick Punches (biometric).
2. Drop the file your biometric device exports: a .csv, .xls or .xlsx, up to 2 MB. It doesn’t need special columns. Panatag reads the device’s own layout, including attendance reports with one block of times per employee.
3. The Check the import window opens. It shows the sheet, the number of punches and people, and the dates covered. Check the preview, and fix anything that’s wrong under How we read it.
4. If the device uses its own ID numbers instead of your employee numbers, pick the employee for each ID. Panatag remembers these choices for the next file.
5. Leave Remember this format as ticked, then click Import N punches.

The punches import in the background. The Import tab shows a progress bar, and the Importing button in the top bar shows it too, so you can leave the page while it runs. The batch shows in the import history when it’s done. If an import stops partway, upload the same file again: punches already imported are skipped.

The next export from the same device is recognised automatically and opens in the same window. The saved format shows above the upload box. Click Upload new sample if the device’s export ever changes, which saves a new version. History lists the versions, and Remove forgets the format without touching punches you already imported.

Punch rows that don’t match an employee go to the Review queue, where you can Resolve each row to an employee or Dismiss it.

Recompute attendance

If attendance needs to be recalculated for a range of days, go to Time → Attendance, click Recompute attendance, set From and To, and click Recompute. Days in an approved payroll are skipped.