1.1 Time and Attendance is an electronic register frequently implemented through the till link on a site. This is not a system that automatically updates a rota when an employee signs in and is more of a guideline for level 2 or higher user to match up against. Because the system is more of a guideline if an employee fails to clock in it won’t be held against their name.
How to implement time and attendance
2.1 When time & attendance is switched on a yellow circle will appear next to an employee’s name. This highlights an employee who has not been confirmed of their usual time or their T&A time. If say an employee failed to clock in during the threshold the manager could choose to use the T&A time over their original time.
How Time & Attendance is viewed in visual format
3.1 For the rounding of time values, S4 uses the concept of ‘intervals’.
3.2 An interval is 5 minutes in duration, unless the organisation has flagged as ‘extended interval’ – in which case it will be 15 minutes.
4.1 A blue tick i.e. a successful shift will appear if an individual has successfully clocked in and out at times scheduled in his rota. More specifically, if an employee has clocked in less than 15 minutes before the shift start time or after the shift end time.
5.1 If any shift differs by more than 15 minutes, T&A is rounded to the nearest interval and highlighted with an orange cross i.e. that shift needs to be confirmed by a manager or higher-level user. Additionally, if an employee clocked in more than 5 minutes late or clocked out more than 5 minutes earlier than the selected shift time, this will also result in an orange cross.
5.2 If an orange cross is displayed next to the shift, use the time in T&A rounded to the nearest interval. This will result in a blue tick on the rota.
N/A on the rota
6.1 Sometimes ‘NA’ will appear on the rota. This is applied to the rota when an employee fails to clock out of a shift.
6.2 When an ‘NA’ is applied to the rota it appears as a yellow box. However, a shift should NEVER be left as ‘NA’! If a shift is left with ‘NA’ it effectively means that employee has neither clocked in or out. Consequently, S4labour is unable to calculate your actual labour percentages as there is no valid finish time to each shift.
6.3 It must also be noted to be careful when ‘NA’ shifts occur on the rota. You can confirm a T&A shift, however you will still need to input a shift end time before flagging the rota.