An attendance capture policy establishes the guidelines for recording and marking employee attendance.Let's explore how, as an administrator, you can create a new attendance capture policy on Keka. 

TABLE OF CONTENTS

• Adding Attendance Capture
• Configuring capture methods
  • Web Clock in
  • Mobile Clock in
  • Remote Work
  • Regularise

Adding Attendance Capture

First, navigate to the Time Attend (1) section of your Keka portal and then proceed to Attendance Tracking (2). Once there, ensure that you are on the Capture (3) tab and click on the Add Attendance Capture (4) button.

A prompt will appear, asking you to specify how your organization captures employee attendance.

Next, a new window will open up. In the top right corner, you can Name the attendance capture scheme. On the left-hand side, you'll find the list of capture methods based on your previous answer during the onboarding process. Below that, there are Regularise settings, and if you wish to add more capture methods, you have the option to do so using the Add Capture method button.

Based on the capture method you select, the right side of the window will display help text to guide you through the process and explain the features.

The configurations for biometric capture are separate from the attendance capture policy. If you need assistance with the one-time setup, feel free to reach out to our support agents.

Now, let's delve into how you can configure each capture method and explore the regularisation settings.

Configuring capture methods

Web Clock in:

The web clock-in feature is designed to capture attendance for employees working from the office. You can choose to make a comment mandatory during the clock-in, or you can directly capture the attendance. 

If needed, you can also restrict employees to clock in only from specific locations using pre-configured IP addresses.

Remember to click Save before moving on to another capture method.

Mobile Clock in:

For organizations with employees working from different locations, the mobile clock-in method is useful. It allows you to enable geo-fencing around an area so that employees can only clock in or out from within that designated geofenced location. 

You can set up additional configurations like automatically capturing the employee's location at regular intervals, and deciding whether a comment is mandatory for the first clock-in. You can also establish an approval chain for the first clock-in.

Remote Work:

The remote work capture method is divided into two categories: On Duty and Work from Home. Employees apply for "On Duty" when they are out of the office for office-related work, such as client visits. On the other hand, they apply for "Work from Home" when they are working from their home due to certain reasons.

For both "On Duty" and "Work from Home," you can configure similar settings to manage the requests. You can determine how frequently an employee can request remote work within a specified time frame, allow half-day, and set requirements for prior notice and approval if the requests exceed a certain limit within a specific timeframe. Additionally, you can limit the total number of requests an employee can make for remote work.

Scrolling down, you'll discover the Additional Settings section. Here, you have the flexibility to prevent employees from raising requests for holidays and/or weekly offs, or to restrict prior requests for remote work. Additionally, you can enforce the requirement for attachments when submitting a request. Furthermore, you can grant employees permission to clock in and out while they're working remotely or on duty.

Regularise

In this section, you can configure settings that enable employees to regularize their attendance logs.

If you enable Attendance Adjustment, employees can edit or add log entries, but within a specified number of times and periods. 

If Attendance Regularisation is enabled, employees can remove penalties by regularising their attendance, but again, within a certain number of times and in a specific time range.

You can allow employees to request for Partial Day, which means coming in late, leaving early, or being absent for a certain time during their shift by enabling the partial day feature. Specify the total number of hours or minutes an employee can take under this request. You can also set restrictions on early arrival, early departure, or during-shift absence and choose to make a comment mandatory for these requests and allow them with a certain prior notice.

Finally, you can enable past date restrictions, limiting the number of days after the incident within which the request should be raised or restricting employees from raising past-dated requests after a certain date each month.

You can also setup up an approval chain for all these regularisation requests.

You're now all set to manage attendance capture on Keka like a pro. If you have more questions or need extra help, you can check out other articles on this portal or reach out to our support team.