[ADD] Attendances: new documentation needed for flow and configurations
updated section about managers for better flow
closes odoo/documentation#7115
X-original-commit: 6b9ba7f9ed
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Co-authored-by: jero-odoo <104637850+jero-odoo@users.noreply.github.com>
Co-authored-by: jero-odoo <104637850+jero-odoo@users.noreply.github.com>
@ -1,19 +1,472 @@
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:nosearch:
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:show-content:
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:hide-page-toc:
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:show-toc:
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===========
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Attendances
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===========
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**Odoo Attendances** functions as a time clock. Employees check in and check out of work, while
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managers can see who is available at any given time.
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.. seealso::
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`Odoo Tutorials: Attendances <https://www.odoo.com/slides/slide/attendances-684>`_
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.. toctree::
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:titlesonly:
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attendances/hardware
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Odoo's *Attendances* application functions as a time clock. Employees are able to check in and out
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of work using a dedicated device in kiosk mode, while users are also able to check in and out of
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work directly from the database. Managers can quickly see who is available at any given time, and
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create reports to see everyone's hours, and gain insights on which employees are working overtime,
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or checking out of work earlier than expected.
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.. _attendances/access-rights:
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Access Rights
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=============
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It is important to understand how the different access rights affect what users can access in the
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*Attendances* application.
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Every user in the database is always able to access their own information on the dashboard, and can
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check in and out directly from the database. Access to all the other features is determined by
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access rights.
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To see what access rights a user has, navigate to the :menuselection:`Settings application --> Users
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& Companies: Users`, and click on an individual user. The :guilabel:`Access Rights` tab is visible
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by default. Scroll down to the :guilabel:`Human Resources` section to see the setting. For the
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:guilabel:`Attendances` field, the options are either to leave the field blank, or select
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:guilabel:`Administrator`.
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If the :guilabel:`Administrator` option is selected, the user has full access to the entire
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*Attendances* application, with no restrictions. They can view all employee attendance records,
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enter kiosk mode from the application, access all reporting metrics, and make modifications to the
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settings.
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If left blank, the user can only view their own information on the *Attendances* application
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dashboard, and can view their own personal attendance records under the reporting feature. Everyone
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else's attendance records will be hidden from view on the report. There is no access to either the
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kiosk mode or the configuration menu.
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.. _attendances/approvers:
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Approvers
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---------
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The only other scenario where different information may be accessible in the *Attendances*
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application is for approvers. If a user does *not* have administrative rights for the *Attendances*
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application, but they are set as an employee's approver for the *Attendances* application, that user
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will be able to view the attendance records for that specific employee, as well as make
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modifications to that employee's attendance records (when necessary). This applies to all employee's
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the user is listed as the *Attendances* application approver. Approvers are typically managers,
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though this is not necessary.
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To see who the attendance approver is for an employee, navigate to the :menuselection:`Employees
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application` and click on the specific employee. Click on the :guilabel:`Work Information` tab, and
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scroll to the :guilabel:`Approvers` section, and check the :guilabel:`Attendance` field. The person
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selected will be able to view that employees' attendance records, both on the *Attendances*
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application dashboard as well as in the attendance reports, and make modifications to their
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records.
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Configuration
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=============
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There are very few configurations needed in the *Attendances* application. Determining how employees
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check in and out, defining how the kiosks function, and determining how extra hours are computed are
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all set in the Configuration menu. Navigate to the :menuselection:`Attendances application-->
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Configuration` to access the configuration menu.
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Modes
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-----
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.. _attendances/kiosk-mode:
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- :guilabel:`Kiosk Mode`: using the drop-down menu, select how an employee checks in when using a
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kiosk. Options are :guilabel:`Barcode/RFID`, :guilabel:`Barcode/RFID and Manual Selection`, or
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:guilabel:`Manual Selection`.
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.. important::
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The *Barcode* application **does not** need to be installed in order to use one of the
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Barcode/RFID settings.
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- :guilabel:`Attendances from Backend`: activate this selection to allow users to check in and out
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directly from the Odoo database. If this is not activated, users must use a kiosk to check in and
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out of work.
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.. _attendances/kiosk-settings:
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Kiosk Settings
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--------------
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This section only needs to be configured if employees use kiosks for checking in and out. If kiosks
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are *not* being used, modifying any of these fields will **not** adversely affect the functionality
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of the Attendances application.
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- :guilabel:`Barcode Source`: this setting appears if either of the two Barcode/RFID selections were
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configured for the :ref:`Kiosk Mode <attendances/kiosk-mode>` setting. Select how barcodes are
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scanned at the kiosk, either with a dedicated barcode :guilabel:`Scanner`, or the device's
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:guilabel:`Front Camera`, or :guilabel:`Back Camera`.
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- :guilabel:`Employee PIN Identification`: activate this option if employees should use a unique PIN
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to check in. PINs are configured on each individual employee record. Refer to the
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:doc:`../hr/employees/new_employee` documentation for more information on setting up PINs.
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- :guilabel:`Display Time`: set the duration (in seconds) the check in and check out confirmation
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screen remains on the kiosk before going back to the main check in screen.
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- :guilabel:`Attendance Kiosk Url`: Odoo generates a unique web address (URL) in order to use a
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device as a kiosk without having to sign in to the Odoo database. When setting up a kiosk device,
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navigate to this unique web address in a web browser to present the Attendances application kiosk.
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.. important::
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These kiosk URLs are **not** secured with any type of access code. Anyone who has the URL can
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access the Attendances application kiosk. If the URL is compromised for any reason, such as in
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the event of a security breach, click :guilabel:`Generate a new Kiosk Mode URL`, located
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beneath the link, to generate a new URL and update the kiosk(s) accordingly.
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Extra Hours
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-----------
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- :guilabel:`Count of Extra Hours`: enable this box to allow employees to log extra hours beyond
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their set working hours (sometimes referred to as *overtime*). Activating this selection displays
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the following settings as well. If this is not activated, no other configurations appear.
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- :guilabel:`Start From`: the current date is automatically entered in this field. If desired,
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click on this field and use the calendar selector to modify the start date that extra hours will
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be logged.
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- :guilabel:`Tolerance Time In Favor Of Company`: enter the amount of time, in minutes, that will
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*not* count towards an employee's overtime. When an employee checks out, and the extra time
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logged is below the specified minutes, the extra time will *not* be counted as overtime for the
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employee.
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- :guilabel:`Tolerance Time In Favor Of Employee`: enter the amount of time, in minutes, that an
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employee is given, that will not adversely affect their attendance if they log less time than
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their working hours. When an employee checks out, and the total time logged for the day is less
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than their specified working hours, and less than this specified grace period, they will not be
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penalized for their reduced hours.
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- :guilabel:`Display Extra Hours`: activate this box to display the extra hours logged by an
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employee when they check out with a kiosk, or when a user checks out in the database.
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.. example::
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A company sets both of the :guilabel:`Tolerance` fields to `15` minutes, and the working
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hours for the entire company is set from 9:00 AM to 5:00 PM. If an employee checks in at 9:00
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AM, and checks out at 5:14 PM, the extra 14 minutes are *not* counted towards their overtime.
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If an employee checks in at 9:05 AM, and checks out at 4:55 PM, even though they logged a
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total of 10 minutes less than their full working hours, they will not be penalized for this
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discrepancy.
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Check in and out via the database
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=================================
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Odoo's *Attendances* application allows users who are logged into the database to check in and out,
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without needing to go into the *Attendances* application, or use a kiosk. For some smaller
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companies, where every employee is also a user, this feature may be useful.
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A user can check in and out on the main database dashboard, as well as in any application. In the
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upper right corner of the top main menu, which is always visible regardless of what application the
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user is in, a :guilabel:`🔴 (red circle)` or :guilabel:`🟢 (green circle)` is visible. Click on the
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colored circle to reveal the attendance widget, enabling the user to check in and/or out.
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.. image:: attendances/top-menu.png
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:align: center
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:alt: Top right main menu with check in button highlighted.
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Check in
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--------
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If the attendance widget circle is red, this indicates the user is not currently checked in. Click
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the :guilabel:`🔴 (red circle)` and the attendance widget appears, displaying a green
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:guilabel:`Check in ->` button.
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.. image:: attendances/check-in.png
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:align: center
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:alt: Top right main menu with check in button highlighted.
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If the user has not checked in and out already during the current work day, this button is the only
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visible item in the widget. If the user has previously checked in and out, a :guilabel:`Total today`
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field appears above the button, and the total amount of time that has been logged for the day
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appears beneath that field, in an :guilabel:`XX:XX` (hours:minutes) format.
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Click the :guilabel:`Check in ->` button to check in. The :guilabel:`🔴 (red circle)` in the top
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menu changes to green, and the widget changes appearance as well. The widget updates to reflect that
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the user has checked in, by changing the green :guilabel:`Check in ->` button to a yellow
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:guilabel:`Check out ->` button.
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Click anywhere on the screen to close the attendance widget.
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Check out
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---------
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If the user is checking out for the first time, :guilabel:`Since XX:XX (AM/PM)` appears at the top
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of the widget, with the time the user checked in populating the time field. Beneath that line,
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:guilabel:`XX:XX` is displayed, indicating the hours and minutes that have elapsed since checking
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in. As time passes, this value is updated to reflect the hours and minutes that have passed since
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the user checked in.
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If the user has previously checked in and out, additional fields are presented. A :guilabel:`Before
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XX:XX (AM/PM)` field appears in addition to the :guilabel:`Since XX:XX (AM/PM)` field. The time
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displayed in both of these fields are populated with the most recent check in time, and will match.
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Beneath the :guilabel:`Before XX:XX (AM/PM)` field, the previously logged hours are displayed, in an
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:guilabel:`XX:XX` (hours:minutes) format.
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In addition, beneath both of these fields, a :guilabel:`Total today` field appears. This field is
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the sum of both the :guilabel:`Before XX:XX (AM/PM)` and :guilabel:`Since XX:XX (AM/PM)` fields, and
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is the total time that will be logged for the user, if they were to log out at that moment.
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As time passes, both the :guilabel:`Since XX:XX (AM/PM)` and :guilabel:`Total today` fields are
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updated live. To check out, click the yellow :guilabel:`Check out ->` button. The attendance widget
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updates again, displaying the :guilabel:`Total today` field with the logged time, and the yellow
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:guilabel:`Check out ->` button changes to a green :guilabel:`Check in ->` button.
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.. image:: attendances/check-in-database-message.png
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:align: center
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:alt: The pop-up that appears when an employee checks in inside the database.
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.. tip::
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There is no limit to the amount of times a user can check in and check out. Users are able to
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check in and out without any time elapsing (a value of 00:00). Each time an employee logs in and
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out, the information is stored and appears on the dashboard, including check ins and check outs
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with no time value.
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Kiosk Mode
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==========
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Some companies may opt to use a dedicated device (a laptop or desktop PC, a tablet, or a mobile
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phone) for employees to check in and check out from. Kiosk mode is used for these scenarios.
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.. important::
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If users check in and out using either a badge or an RFID, then an accessible device in kiosk
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mode **must** be available in order to check in and check out using these two methods.
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Entering kiosk mode is only available for users with specific :ref:`access rights
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<attendances/access-rights>`.
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There are three ways that kiosk mode can be activated:
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#. Navigate to the :guilabel:`Attendances` application, and click :guilabel:`Kiosk Mode` in the top
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menu. The device then enters kiosk mode.
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#. Navigate to the :menuselection:`Attendances application --> Configuration`. In the
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:guilabel:`Kiosk Settings` section, click on the link in the :guilabel:`Attendance Kiosk Url`
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field. A new tab opens in kiosk mode. It is recommended to close the database tab to keep the
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database secure.
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#. Navigate to the :menuselection:`Attendances application --> Configuration`. In the
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:guilabel:`Kiosk Settings` section, click :guilabel:`Copy` next to the link beneath the
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:guilabel:`Attendance Kiosk Url` field. Paste this URL into a web browser on the kiosk device and
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navigate to it.
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.. image:: attendances/kiosk-url.png
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:align: center
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:alt: The Attendances Kiosk URL field in the settings section of the Attendances application.
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As a security measure, once a device is in kiosk mode, it is not possible to exit kiosk mode and go
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back into the database without singing back in. To exit kiosk mode, click the back button in the web
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browser. This logs the user out of the database, and returns to the main log in screen. This
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prevents anyone from accessing the database, adding another layer of security.
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Badge
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-----
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To check in or out using a badge, tap the :guilabel:`📷 (camera) Tap to scan` image in the center of
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the kiosk. Then, scan the barcode on the badge using the method configured in the :ref:`kiosk
|
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settings <attendances/kiosk-settings>` section of the configuration menu. Options are a dedicated
|
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barcode scanning device, or the kiosk's front or back camera. Once the barcode is scanned, the
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employee is checked in or out, and a :ref:`confirmation message <attendances/confirmation>` appears
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with all the check in or check out information.
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.. image:: attendances/scan-badge.png
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:align: center
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:alt: The Attendances Kiosk view displaying the scan badge image.
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RFID
|
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----
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To check in or out using an RFID key fob, simply scan the fob with an RFID reader. Once scanned, the
|
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employee is then either checked in or checked out, and a :ref:`confirmation message
|
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<attendances/confirmation>` appears with all the check in or check out information.
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Manually
|
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--------
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Users who do not have a scannable badge or an RFID fob can manually check in and out at a kiosk. Tap
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the :guilabel:`Identify Manually` button on the kiosk, and a screen with all the employees that can
|
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be checked in or out appears. This is the same view as in the *Employees* application dashboard. Tap
|
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on the person, and they are either checked in or checked out, and a :ref:`confirmation message
|
||||
<attendances/confirmation>` appears.
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|
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When a large number of employees appear in the list, making scrolling inefficient, there are two
|
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ways to quickly find a specific person:
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|
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- :guilabel:`Search...`: tap on the :guilabel:`Search...` field and enter the person's name. As the
|
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name is typed in, the matching results are displayed on the screen.
|
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- :guilabel:`Department`: to quickly filter the presented employees, tap on a department to display
|
||||
only those employees that are part of that department. The :guilabel:`Departments` are listed on
|
||||
the left side of the screen, and the number at the end of each department indicates how many
|
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employees are part of the department, and will be displayed when selected.
|
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|
||||
PIN
|
||||
~~~
|
||||
|
||||
If the :guilabel:`Employee PIN Identification` option was activated in the :ref:`kiosk settings
|
||||
<attendances/kiosk-settings>` section of the configuration menu, the employee is prompted to enter a
|
||||
PIN when manually checking in or out.
|
||||
|
||||
After the employee is selected, a number pad appears with a message. When checking in,
|
||||
:guilabel:`(Employee) Welcome! Please enter your PIN to check in` appears above the numbers. When
|
||||
checking out, :guilabel:`(Employee) Want to check out? Please enter your PIN to check out` appears
|
||||
above the numbers.
|
||||
|
||||
Tap in the PIN using the number pad, then tap :guilabel:`OK` when done. The employee is then checked
|
||||
in or out, and a :ref:`confirmation message <attendances/confirmation>` appears.
|
||||
|
||||
.. image:: attendances/enter-pin.png
|
||||
:align: center
|
||||
:alt: The pop-up that appears when prompted to enter a pin.
|
||||
|
||||
.. _attendances/confirmation:
|
||||
|
||||
Confirmation message
|
||||
--------------------
|
||||
|
||||
When an employee checks in or out, a confirmation message appears with all the check in or check out
|
||||
information. When checking in, a welcome message appears, as well as the date and time of check in.
|
||||
An :guilabel:`Hours Previously Today: XX:XX` field also appears, displaying any time already logged
|
||||
for that employee for the day. If no time has already been logged, the value displayed is `00:00`.
|
||||
Beneath the message is an :guilabel:`OK` button. To exit the screen before the preset time in the
|
||||
kiosk, tap the :guilabel:`OK` button.
|
||||
|
||||
When checking out, the screen displays a goodbye message, with the date and time of check out, and
|
||||
the total hours logged for the day. Beneath the message is a :guilabel:`Goodbye` button. To exit the
|
||||
screen before the preset time, tap the :guilabel:`Goodbye` button.
|
||||
|
||||
.. image:: attendances/goodbye-message.png
|
||||
:align: center
|
||||
:alt: The goodbye message with all the employee's check out information.
|
||||
|
||||
Overview
|
||||
========
|
||||
|
||||
When entering the *Attendances* application, the :guilabel:`Overview` dashboard is presented,
|
||||
containing all the check in and check out information for the signed in user. If the user has
|
||||
specific :ref:`access rights <attendances/access-rights>` and/or are :ref:`approvers
|
||||
<attendances/approvers>` for specific employees, then those additional employee's check in and check
|
||||
out information is also visible on the :guilabel:`Overview` dashboard.
|
||||
|
||||
Views
|
||||
-----
|
||||
|
||||
To change the view from the default Gantt chart to a list view, click the :guilabel:`List` icon in
|
||||
the top right of the dashboard, beneath the user's photo. To switch back to the Gantt chart, click
|
||||
the :guilabel:`Gantt` button, located next to the :guilabel:`List` button.
|
||||
|
||||
The default view presents the current day's information. To present the information for the
|
||||
:guilabel:`Week`, :guilabel:`Month`, or :guilabel:`Year`, click on the :guilabel:`Day` button to
|
||||
reveal a drop-down, displaying those other options. Select the desired view, and the dashboard will
|
||||
update, presenting the selected information. To change the :guilabel:`Day`, :guilabel:`Week`,
|
||||
:guilabel:`Month`, or :guilabel:`Year` presented, click the left or right :guilabel:`arrow` buttons
|
||||
on either side of the drop-down button. To jump back to a view containing the current day, click the
|
||||
:guilabel:`Today` button. The refreshed the dashboard, presenting information containing the current
|
||||
day's information.
|
||||
|
||||
In the :guilabel:`Day` view, the column for the current hour is highlighted in yellow. If the
|
||||
:guilabel:`Week` or :guilabel:`Month` view is selected, the column for the current day is
|
||||
highlighted. If the :guilabel:`Year` view is selected, the current month is highlighted.
|
||||
|
||||
.. image:: attendances/overview.png
|
||||
:align: center
|
||||
:alt: The overview dashboard presenting the information for the week, with the current day
|
||||
highlighted.
|
||||
|
||||
Any entries that have errors appear in red, indicating they need to be resolved by a user with the
|
||||
proper :ref:`access rights <attendances/access-rights>` and/or are :ref:`approvers
|
||||
<attendances/approvers>` for the employee(s) with the errors.
|
||||
|
||||
.. _attendances/filters-groups:
|
||||
|
||||
Filters and Groups
|
||||
------------------
|
||||
|
||||
To filter the results in the dashboard or to present different groups of information, click the
|
||||
drop-down button in the :guilabel:`Search` bar above the dashboard, then select one of the available
|
||||
:guilabel:`Filters` or :guilabel:`Group By` options. There are several pre-configured filters and
|
||||
groups to choose from, as well as an option to create custom ones.
|
||||
|
||||
Filters
|
||||
~~~~~~~
|
||||
|
||||
The default filters that can be selected are:
|
||||
|
||||
- :guilabel:`My Attendances`: this filter only presents the user's attendance data.
|
||||
- :guilabel:`My Team`: this filter presents the attendance data for the user's team.
|
||||
- :guilabel:`At Work`: this filter displays the attendance data for everyone currently checked in.
|
||||
- :guilabel:`Errors`: this filter displays any entries with :ref:`errors <attendances/errors>` that
|
||||
need to be resolved.
|
||||
- :guilabel:`Check In`: this filter has a drop-down to further select a specific time period. Select
|
||||
the desired time period from the options presented, a specific month, quarter, or year.
|
||||
- :guilabel:`Last 7 days`: this filter presents the attendance data for the last seven days.
|
||||
- :guilabel:`Add Custom Filter`: create a custom filter using the pop-up that appears when this is
|
||||
selected.
|
||||
|
||||
Groups
|
||||
~~~~~~
|
||||
|
||||
The default groups that can be selected are:
|
||||
|
||||
- :guilabel:`Check In`: this grouping presents a drop-down menu containing the following time period
|
||||
options: :guilabel:`Year`, :guilabel:`Quarter`, :guilabel:`Month`, :guilabel:`Week`, and
|
||||
:guilabel:`Day`. Selected the time period to display all the check-in information, grouped by the
|
||||
selected time period.
|
||||
- :guilabel:`Employee`: this group presents the attendance data organized by employee.
|
||||
- :guilabel:`Check Out`: this grouping presents a drop-down menu containing the following time
|
||||
period options: :guilabel:`Year`, :guilabel:`Quarter`, :guilabel:`Month`, :guilabel:`Week`, and
|
||||
:guilabel:`Day`. Selected the time period to display all the check-out information, grouped by the
|
||||
selected time period.
|
||||
- :guilabel:`Add Custom Group`: this option displays a drop-down menu with a variety of options to
|
||||
group the attendance data by, including :guilabel:`City`, :guilabel:`Country`, :guilabel:`Mode`,
|
||||
and :guilabel:`IP Address`.
|
||||
|
||||
.. _attendances/errors:
|
||||
|
||||
Errors
|
||||
------
|
||||
|
||||
Entries that contain an error appear on the dashboard in red. In the :guilabel:`Gantt view`, the
|
||||
entry appears with a red background. If in the :guilabel:`List view`, the entry text appears in red.
|
||||
|
||||
An error typically occurs when an employee has checked in but has not checked out within the last
|
||||
24 hours, or when an employee has a check in and check out period spanning over 16 hours.
|
||||
|
||||
To fix the error, the attendance entry must be modified or deleted. Click on the entry to reveal a
|
||||
pop-up containing the details for that particular entry. To modify the :guilabel:`Check In` and/or
|
||||
:guilabel:`Check Out` information, click on the :guilabel:`Check In` or :guilabel:`Check Out` field
|
||||
and a calendar selector appears. Click on the desired date, then use the time selector beneath the
|
||||
calendar to select the specific time for the entry. When the information is correct, click
|
||||
:guilabel:`Apply.`
|
||||
|
||||
.. image:: attendances/errors.png
|
||||
:align: center
|
||||
:alt: The pop-up that allows for modifications to an attendance entry with an error. The calendar
|
||||
selector is shown, and the time selector is highlighted.
|
||||
|
||||
When all the information on the pop-up is correct, click :guilabel:`Save & Close`. When the entry no
|
||||
longer has an error, the entry appears in gray instead of red.
|
||||
|
||||
To delete an entry, click :guilabel:`Remove` on the pop-up instead of making modifications to the
|
||||
entry.
|
||||
|
||||
Reporting
|
||||
=========
|
||||
|
||||
To view attendance reports, click :guilabel:`Reporting` in the top menu. The default report displays
|
||||
each employee's attendance information for the past 3 months, in a :guilabel:`Line Chart`.
|
||||
|
||||
The default view is a :guilabel:`Graph`. To view the data in a pivot table, click the
|
||||
:guilabel:`Pivot Table` button on the top right of the report. To switch back to the graph view,
|
||||
click the :guilabel:`Graph` button, located next to the :guilabel:`Pivot Table` button.
|
||||
|
||||
To present different information, adjust the :ref:`filters and groups <attendances/filters-groups>`
|
||||
in the same way as in the :guilabel:`Overview` dashboard.
|
||||
|
||||
The data can be presented in either a :guilabel:`Bar Chart`, :guilabel:`Line Chart`, :guilabel:`Pie
|
||||
Chart`, :guilabel:`Stacked` chart, or in :guilabel:`Descending` or :guilabel:`Ascending` order. To
|
||||
change the view to any of these charts, click the corresponding button above the displayed chart.
|
||||
|
||||
To change the :guilabel:`Measures`, click the :guilabel:`Measures` button and select the desired
|
||||
measure from the drop-down menu.
|
||||
|
||||
The report can also be inserted into a spreadsheet. Click the :guilabel:`Insert in Spreadsheet`
|
||||
button and a pop-up appears. Select the desired spreadsheet, and click :guilabel:`Confirm`.
|
||||
|
||||
.. image:: attendances/reporting.png
|
||||
:align: center
|
||||
:alt: The default report view, with all the optional view buttons highlighted.
|
||||
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