Features
Twelve modules of one attendance system, from the terminal at the entrance to the monthly report for payroll. Switch the optional modules on in the settings when you need them.
Touch control
A terminal at the entrance shows a tile for every employee and records an arrival or departure with a single tap. No logins, no paper sheets. The company can see who is in at any moment, and each person sees today's overtime on their own card.
- Attendance types straight on the terminal: Normal, Business trip, Home office, Doctor, Illness, Vacation, Paid day off, Day off (compensatory) and Break with Return from break.
- The Leave dialog adds "until end of day" buttons (vacation, illness, doctor, business trip, paid day off); the company chooses which buttons appear.
- The "Create new arrival / set of arrivals" dialog records vacation or illness for a single day or for several days ahead.
- The number of tile columns, showing the employee code under the name, and hiding the type of absence on the public terminal are all optional.
- Arrivals and departures can optionally be password-protected; an unclosed arrival is visible on the tile at once.
- The terminal responds instantly, with no waiting for pages to load.
Mobile access
Employees who are away from the terminal clock in and out from their phone. The mobile page runs on the same company installation, so all data stays in one place. It suits home office, business trips and fieldwork.
- Just open the system address on a phone: the system detects it and shows the mobile interface, which works only with the signed-in user's own attendance, not the terminal with every employee.
- Large buttons for Normal, Home office, Business trip, Doctor, Break and Leave.
- "Until end of day" variants: illness, vacation, doctor, business trip, paid day off.
- Fill in an arrival or leave time with the current moment, and quickly add a ride to the mileage log.
- A "Stay logged in" option and a personal automatic-login link.
Chips and cards
Connect an ordinary chip or card reader to the terminal and employees clock in by holding their chip to it. Any reader that presents itself to the computer as a keyboard works: the most common choice is a USB 125 kHz RFID reader (EM4100) with inexpensive chips and cards; for higher security a MIFARE or other reader can be used. The administrator assigns the chips and the system records when and by whom each chip was assigned.
- No special hardware: any reader that behaves like a keyboard (it “types” the chip code when a chip is held to it). Plug it into the terminal computer or tablet over USB and install nothing else.
- The most common choice is a USB 125 kHz RFID reader for EM4100 chips, available from many suppliers for a few hundred crowns (e.g. LaskaKit); you pick chips and cards to match the reader, and 125 kHz chips cost a few crowns each.
- For higher security use a MIFARE (13.56 MHz) reader or another standard; the system works with the code the reader emits, so the chip type is not restricted.
- Three modes: chips off, “Chip only” and “Chip and touch”.
- Assigning a chip to an employee is confirmed with the administrator's chip; a chip that belongs to nobody or to someone else is refused.
Attendance cards
Every arrival is a card with arrival and leave times, a type, a note and a duration. The system flags suspicious cards itself, long before the month ends. Corrections and approvals follow clear rules and leave a trail.
- A card shows arrival, leave, type, note, duration and today's overtime; arrows step through an employee's cards.
- Three kinds of warning: "Unclosed arrival!", "Arrival date and leave date are not equal!" and "This card is overlapped by another card!".
- The "Show suspicious" list shows only cards with a warning; warnings are recalculated automatically.
- An optional approval system: cards are approved by the manager or an administrator.
- Editing a card can be limited to the manager only; a day containing a card changed by someone else is marked in the report.
- Deleting a card needs confirmation and is recorded in the history.
Company hierarchy
The system knows your company structure: each employee can have a manager, and each manager sees and approves their own people. A regular employee sees only themselves, a team lead sees their team, an administrator sees everyone. The whole structure is on one screen.
- A manager approves vacations, doctor visits and other cards of their subordinates.
- The hierarchy is multi-level: a manager also sees the subordinates of their subordinates.
- The "Employee structure" page draws the whole tree including positions.
- A "see only subordinates" option limits whom a user may view in the system.
- Employee types: Active, Former (with an end-of-employment date) and Dummy, used only for the entrance terminal.
- An administrator can set subordinates and reports for each employee.
Work reports
The monthly report that used to be built by hand in a spreadsheet is ready in one click, as a PDF. It shows worked hours, vacation, illness, overtime and missing days. The company chooses what the report contains.
- Reports as PDF: Month list, Expanded month list, Wage list and Mileage log; the PDF can also be printed.
- The Wage list is an optional module (Zero lists enabled) and is produced only when the employee has reached the required hours fund.
- Daily and overview lists: today, yesterday, all, mine, suspicious, filterable by employee and date.
- Optional elements: breaks column, home-office column, daily overtime, sums under the list, missing days, bonuses (also in percent), employee and manager signature areas, ticket-day sum, external ID.
- A report can be opened for any chosen month, year and employee; a manager sees the reports of their subordinates.
- Report export to XLS and other formats, such as XML for payroll software. coming
Working hours with overtime
The system calculates overtime continuously, day by day, and carries it over to following months. Each employee has their own workload and working hours, so overtime and missing hours are visible right away, not only at month end. The company sets the rules.
- Daily workload per employee and a minimum daily break; workload 0 for hourly-paid staff.
- A mandatory lunch break is subtracted from a configurable time; working hours from–to and the time after which an arrival is marked late.
- Overtime is switched on for the company and for individual employees; a minimum recognised overtime can be set.
- "Zero overtime at start of month" option: overtime is then not carried over; otherwise the report shows it as "Overtime from last month".
- Night shifts: an employee who works past midnight does not trigger a false unclosed-arrival alert.
- Meal-ticket tracking: a day counts when the employee works more than a set number of hours.
Mileage log
Company cars and rides are recorded right inside the attendance system, so the mileage log writes itself. Employees record a ride on their phone or at the terminal, and the company prints a PDF at month end. No more copying odometer readings from slips of paper.
- Vehicle register: manufacturer, model, number plate, responsible employee and the car's users.
- Car ownership: Company, Private or Company with private rides allowed; an employee can be allowed free and private rides.
- A ride records place and time of departure and arrival, odometer readings, kilometres driven and fuel (amount, price, consumption).
- A ride is linked to an attendance record; the ride start is prefilled from the workplace.
- The "Fill rides" helper helps complete rides from the starting and ending odometer readings.
- A monthly Mileage log per car as PDF and a trips overview per employee; the CAR module is switched on in the settings.
Information e-mails to staff
Need to tell everyone about a change in operations, or send one person a specific piece of information? An administrator writes the e-mail once, inserts the recipient's name or phone, and sends it to selected employees. The system remembers to whom and when it was sent.
- Administrators create and delete e-mail templates (subject + text) in the admin area.
- Placeholders insert the recipient's details: first name, surname, title, login, e-mail, mobile, phone (also in a spaced format), position, plus the current time and date.
- Send to a selected employee with one click; "Sent" / "Not sent" status for each recipient.
- The INFOMAIL module is switched on in the company settings.
- The same mechanism delivers access passwords: a random password with an info e-mail.
Change history
When an employee or manager edits a card, the system records it: who, when, what, and what the previous value was. That makes it possible to explain afterwards why a report shows a particular time. A dispute about attendance is settled with facts.
- Each field change reads "Changed field … to …" and "Previous value was …"; setting and erasing a field are recorded too.
- Creating, editing and deleting a card, an employee, a ride and a fuel entry are all recorded.
- Every arrival, departure, break, doctor visit and business trip appears in the history; it notes whether it came from mobile.
- Successful and failed logins are recorded.
- Filter by date, employee, author of the change and card number; paginated.
- A manager sees only the history of people they may view; an administrator sees everything.
Public holidays and days off, automatically
Czech public holidays are created by the system itself. Every active employee gets a paid day off on the holiday, so the report adds up without manual fixes. Nobody has to remember anything and nobody is short of hours.
- Knows all 13 Czech public holidays: New Year, Good Friday, Easter Monday, 1 and 8 May, 5 and 6 July, 28 September, 28 October, 17 November and 24, 25 and 26 December.
- A holiday is recorded as "Paid day off" with the note "Holiday", during the employee's working hours.
- Holidays falling on a Saturday or Sunday are skipped.
- An employee hired mid-month gets that month's holidays filled in retroactively; running it again duplicates nothing.
- The same job (every 5 minutes) also recalculates warnings for the last three months.
Highly configurable
Every company has its own system at its own address and adapts it to its rules. Modules are switched on and off as needed. Your data is kept apart from other companies and everyone sees only what they are allowed to.
- Each company has its own system at its own address (e.g. company.attendees.eu); your data is stored separately and only you can see it.
- Settings grouped as General, Terminal, Behaviour, Month list and Chip / card: language, company name, title, logo and login caption.
- Optional modules: chips, vehicles (CAR), Infomail, meal tickets and wage lists.
- Passwords are stored securely and nobody can read them, not even the operator.
- Roles Normal and Administrator, view and edit permissions on cards based on the manager, and a personal automatic-login link with a random token.
- Successful and failed logins are written to the history; users are signed out after a period of inactivity.
Create your own system
Free for up to 5 employees. A domain, an e-mail and a system name are all it takes; start the installation from the e-mail link.