Clocked in during leave? Attendance & Absence Overlaps

Quick answer

#What it's good for

• Before payroll you see every day where a scan and an approved absence clash, in one table instead of employee by employee.
• You decide which record is right – the leave or the scan – instead of leaving it to chance.
• The table exports to Excel for the payroll clerk.

#Who it's for

#What the table includes

• Approved absences only, and only those that start in the chosen month. A holiday that started at the end of last month is checked under last month.
• Types marked Considered as work (Home Office, business trips), on-call types and compensatory time off are left out on purpose – the tooltip on the tab mentions this.
• Branch attendance only: arrivals and departures on the company’s and branches’ attendance QR codes. Scans on project QR codes are not compared.
• The real scan times, before any rounding.
• A whole-day absence runs from 00:00 to midnight, so the To column shows the next day at 00:00. That is still a one-day absence.

The tab only lists. It changes no data. In reports, FreshQR already avoids counting the same time twice: absence time that overlaps work is shortened by the worked time.

#Step by step

1. Open the overlaps tab.

   Click Absences in the left menu and open the tab Attendance & Absence Overlaps. Everyone who can see Absences can open it; you only see employees in your own scope.

   

2. Choose the year and month.

   Pick the Year, then the Month. The table loads once a month is chosen. If it shows No data available., check that the right month is selected.

   Each row is one clash: Name, Date, the attendance Real arrival and Real departure, the absence From and To, and the Absence code. For example: a vacation day with a two-hour scan, or a doctor visit from 08:00 to 10:00 with an arrival at 09:30.

   

3. Fix whichever record is wrong.

   Rows can’t be clicked, so go to the record itself:

   • The absence is wrong – open it on the Absences tab, change the dates or times, or set it to Canceled. See Adding an absence for an employee.
   • The scan is wrong – correct it in Scan Details.
   • Both are right – for example the employee came in for an urgent job. Leave them; reports won’t count the time twice.

4. Export the list if payroll needs it.

   Use Export to Excel in the toolbar. The column chooser lets you hide columns first.

5. Get an e-mail next time.

   In My Company › Notifications, switch on Attendance scan during approved absence and choose recipients, for example Direct supervisor. The e-mail goes out within about 30 minutes of the scan, at most once a day per employee. More in Email notifications.

   

#Special cases and tips

Someone still clocked in shows up

An attendance record without a departure yet is compared with approved absences later in the same month – check again once the employee has clocked out.

#Related

Web app (administrator)Mobile app (employee)