UniFi Identity Enterprise - Attendance

UniFi Identity Enterprise Attendance is a cloud-based system that tracks user attendance by recording their initial and final door access times as clock-in and clock-out records.

Benefits:

  • Compatible with NFC cards, PIN codes, and mobile door access.
  • Effortless creation and assignment of fixed or flexible work schedules to employees.
  • Comprehensive overview of user attendance reports.

Notes:

  • This feature is only available in the Identity Enterprise Standard Plan. To subscribe to the Standard Plan, please use your owner account to sign in to your Identity Enterprise Manager and go to Settings > Plan & Billing > Upgrade Plan.

Requirements

  • You have enabled the Door Access service in Identity Enterprise.
  • You have any of the following roles. Note that IT Admin, Site Admin, and Site IT Admin are only available by default in workspaces activated before February 2023.
    • Owner
    • Super Admin
    • Workspace HR Admin
    • Site Admin
    • Site HR Admin
  • You have disabled the Hand Wave authentication method to ensure the door access records in UA Lite/G2 can be tracked for attendance purposes. To disable Hand Wave, do either of the following:
    • Go to your Identity Enterprise Manager > Services > Door Access > Advanced > Configurable Door Access Methods for Admins and disable Hand Wave.
    • Go to your Access application > DEVICES > Readers, select a UA Lite/G2, go to Settings > Access Methods, and disable Hand Wave.

Set Up Attendance

  1. Go to your Identity Enterprise Manager > Lab > Attendance and enter a site name in the search bar to select a site.
  2. Click Create Your First Policy. The initial policy serves as the default attendance policy for the site, applying to all site users. Additional policies can be created later, with customized policies taking precedence over the default.
  3. Specify the working days, clock type, and working time. See the contents below for details.

Manage Attendance Policy

Create a Fixed Attendance Schedule

Fixed scheduling is suitable for employees with consistent routines, such as salaried workers who adhere to a daily 9-to-5 schedule or hourly workers with set weekly shifts.

Users' attendance statuses will be present, late in, early out, not clocked-in, not clocked-out, absent, time-off, or work from home.

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Settings > Attendance Policy.
  3. Click Create Policy and specify the policy name.
  4. Go to Apply to, click Add User to select users, groups, or roles, and click Add.
  5. Go to Clock Type and select Fixed.
  6. Specify the day(s) that users must present.
  7. Go to Working Time to specify the time that users must be present. You can click Add Working Time to add up to 3 shifts. Users must clock in and clock out for each shift.
  8. Click Advanced Settings if needed:
    • Earliest or Latest Clock In/Out Time: Attendance will not be recorded if users clock in or out outside the specified time.
    • Late Arrival: Allows admins to set an acceptable grace period for lateness, ensuring that users who miss the clock-in time are not marked as late.
    • Tick the "Break time" checkbox, and specify the duration. The working hours calculation automatically deducts the specified break time.
  9. Click Save.

Create a Flexible Attendance Schedule

Employees are required to work 8 hours daily, with flexibility in choosing their start and end times, as long as they fulfill the daily hour requirement. For example, rather than adhering to a conventional 9-to-5 schedule, an employee might choose to start at 11:00 a.m. and finish at 7:00 p.m.

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Settings > Attendance Policy.
  3. Click Create Policy and specify the policy name.
  4. Go to Apply to, click Add User to select users, groups, or roles, and click Add.
  5. Go to Clock Type and select Flexible.
  6. Specify the workdays that users must be present.
  7. In the Working Hours Per Day field, specify the number of hours a user is required to work per workday.
  8. Tick the "Break time" checkbox, and add up to 3 break times. The working hours calculation automatically deducts the specified break time.
  9. Click Save.

Prioritize an Attendance Policy

A policy with a higher priority takes precedence over the policies with a lower priority.

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Settings > Attendance Policy.
  3. Press and drag the ellipses icon in the front of a policy to change its priority.

Enable, Disable, or Remove an Attendance Policy

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Settings > Attendance Policy.
  3. Click Manage, select policies, and click Enable, Disable, or Remove. Note that the default attendance policy, which is the first policy created in the workspace, cannot be disabled/removed but has a lower priority than other customized policies.
  4. Click Done.

Integrate WFH or Time-Off Form

You can create WFH and time-off approval forms and integrate them into your attendance system. When a user’s time-off or WFH approval request is approved, their attendance status will be updated to “Time-Off” or “WFH” within one hour.

  1. Go to Lab > Attendance > Settings.
  2. Go to Time-Off Form and select a form. A user’s working hours will automatically deduct the time-off hours.
  3. Go to WFH Form and select a form. Click Manage Form to add or edit the approval forms if needed.
  4. Click Save.

Use Cases

Case One: Work the Same Shift Every Day

Example:

  • Employees need to work from 9 AM to 5 PM, Monday through Friday.
  • They can only clock in after 8 AM and must clock out before 8 PM.
  • The break time is 12 PM - 1 PM.
  • Their statuses will not be “Late” if they clock in before 9:30 AM.

Method:

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Settings > Attendance Policy.
  3. Click Create Policy and specify the policy name.
  4. Go to Apply to, click Add User to select users, groups, or roles, and click Add.
  5. Go to Clock Type and select "Fixed".
  6. Go to Day(s) and select "M", "T", "W", "T", "F".
  7. Go to Working Time, set clock-in time to 9:00 AM and clock-out time to 5:00 PM.
  8. Click Advanced Settings:
    • Set The Earliest Clock-In to 8:00 AM.
    • Set The Earliest Clock-Out to 8:00 PM.
    • Set Late Arrival to 30 mins.
    • Enable the "Break Time" and set Break Start Time to 12:00 PM and Break End Time to 01:00 PM.
  9. Click Done > Save.

Case Two: Work the Same Number of Hours Each Day

Example:

  • Employees are required to work 8 hours daily, with flexibility in choosing their start and end times, as long as they maintain the same daily hour count.
  • Employees must work from Monday to Friday.
  • The lunch time is from 12:00 PM to 1 PM and dinner time is from 5 PM to 6 PM.

Method:

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Settings > Attendance Policy.
  3. Click Create Policy and specify the policy name.
  4. Go to Apply to, click Add User to select users, groups, or roles, and click Add.
  5. Go to Clock Type and select "Flexible".
  6. Go to Day(s) and select "M", "T", "W", "T", "F".
  7. Go to Working Hours Per Day, and select 8 hours.
  8. Enable the "Break Time" and set Break Start Time to 12:00 PM and Break End Time to 01:00 PM.
  9. Click Add Break Time and set Break Start Time to 05:00 PM and Break End Time to 06:00 PM.
  10. Click Save.

Understand Attendance Statuses

Attendance Definition
Present The user clocked in and clocked out at the specified work time.
Late The user’s first door access record is later than the specified clock-in time.
Leave Early The user’s last door access record is earlier than the specified clock-out time.
Not Clocked In The user only has one door access record on a scheduled shift, and it occurred later than the specified clock-in time.
Not Clocked Out The user only has one door access record on a scheduled shift, and it occurred earlier than the specified clock-out time.
Absent There is no record of the user clocking in or clocking out on a scheduled workday, and no time-off or WFH requests have been approved.
Time off The user’s time-off request has been approved.
Work from Home The user’s work-from-home request has been approved.

View and Export the Attendance Report

The attendance report offers valuable insights into your team's attendance and productivity. By leveraging this report, you can make informed decisions to enhance your team's performance and ensure everyone fulfills their responsibilities.

Be sure to export the report to a CSV file on a regular basis. Identity Enterprise retains attendance reports based on your workspace plan:

  • Basic Plan: Reports are stored for 60 days
  • Standard Plan: Reports are stored for 90 days

To view the attendance report:

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Insights and select "Monthly" or "Daily".

Monthly Report

The monthly report displays the attendance status of each user for each workday. Admins can easily observe the number of days each user was present in the selected month, along with their total and average working hours.

  1. Click the Calander icon in the right-upper corner and select a month.
  2. The following shows what status each character indicates.
    • P: Present
    • T: Time-Off
    • W: Work from home (WFH)
    • A: Absent
  3. Hover your mouse cursor over a user's entry in the "Present" column to access their "Avg. Working Hours" and "Total Working Hours" information. Please note that the calculation excludes the current day.
    • Avg. Working Hours: Calculated by summing up the working hours for each workday in the current month and dividing it by the number of workdays specified in the attendance policy. Each day's working hours are computed as follows: Working hours = (clock-out time − clock-in time) − break time − time-off hours.
    • Total Working Hours: The sum of working hours for each workday in the current month.
  4. Hover your mouse cursor over a user’s specific date column to view their attendance status details such as their clock-in/out time.

Daily Report

The daily report allows you to see how many users are in present, WFH, time-off, and absent status, all in one view.

  1. Click the Calander icon in the right-upper corner and select a date.
  2. Click Present, Absent, Time Off, or Work from Home to filter.
  3. Hover your mouse over a user’s status bar to view their working hours and attendance time.

View Each User's Attendance Report

You can view a single user's daily, weekly, and monthly reports by going to their profile and selecting Attendance.

Method 1

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site.
  2. Go to Insights and select "Monthly" or "Daily".
  3. Click a user's avatar and go to Insights > Time and Attendance in the prompted panel.

Method 2

  1. Go to Organization > Members > Users.
  2. Click a user's avatar and go to Insights > Time and Attendance in the prompted panel.

Export Attendance Report

You can export an attendance report for the past month, available in daily, weekly, or monthly formats, to a CSV file.

  1. Go to Lab > Attendance and enter a site name in the search bar to select a site
  2. Click the Download icon in the right-upper corner.
  3. Select Daily Report, Weekly Report, or Monthly Report in the Attendance Report field.
  4. Specify the duration.
  5. Select users or groups whose attendance report you want to export and click Export.
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