[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>

content/applications/hr/attendances.rst

@@ -1,19 +1,472 @@
-:nosearch:
 :show-content:
-:hide-page-toc:
-:show-toc:
 
 ===========
 Attendances
 ===========
 
-**Odoo Attendances** functions as a time clock. Employees check in and check out of work, while
-managers can see who is available at any given time.
-
-.. seealso::
-   `Odoo Tutorials: Attendances <https://www.odoo.com/slides/slide/attendances-684>`_
-
 .. toctree::
    :titlesonly:
 
    attendances/hardware
+
+Odoo's *Attendances* application functions as a time clock. Employees are able to check in and out
+of work using a dedicated device in kiosk mode, while users are also able to check in and out of
+work directly from the database. Managers can quickly see who is available at any given time, and
+create reports to see everyone's hours, and gain insights on which employees are working overtime,
+or checking out of work earlier than expected.
+
+.. _attendances/access-rights:
+
+Access Rights
+=============
+
+It is important to understand how the different access rights affect what users can access in the
+*Attendances* application.
+
+Every user in the database is always able to access their own information on the dashboard, and can
+check in and out directly from the database. Access to all the other features is determined by
+access rights.
+
+To see what access rights a user has, navigate to the :menuselection:`Settings application --> Users
+& Companies: Users`, and click on an individual user. The :guilabel:`Access Rights` tab is visible
+by default. Scroll down to the :guilabel:`Human Resources` section to see the setting. For the
+:guilabel:`Attendances` field, the options are either to leave the field blank, or select
+:guilabel:`Administrator`.
+
+If the :guilabel:`Administrator` option is selected, the user has full access to the entire
+*Attendances* application, with no restrictions. They can view all employee attendance records,
+enter kiosk mode from the application, access all reporting metrics, and make modifications to the
+settings.
+
+If left blank, the user can only view their own information on the *Attendances* application
+dashboard, and can view their own personal attendance records under the reporting feature. Everyone
+else's attendance records will be hidden from view on the report. There is no access to either the
+kiosk mode or the configuration menu.
+
+.. _attendances/approvers:
+
+Approvers
+---------
+
+The only other scenario where different information may be accessible in the *Attendances*
+application is for approvers. If a user does *not* have administrative rights for the *Attendances*
+application, but they are set as an employee's approver for the *Attendances* application, that user
+will be able to view the attendance records for that specific employee, as well as make
+modifications to that employee's attendance records (when necessary). This applies to all employee's
+the user is listed as the *Attendances* application approver. Approvers are typically managers,
+though this is not necessary.
+
+To see who the attendance approver is for an employee, navigate to the :menuselection:`Employees
+application` and click on the specific employee. Click on the :guilabel:`Work Information` tab, and
+scroll to the :guilabel:`Approvers` section, and check the :guilabel:`Attendance` field. The person
+selected will be able to view that employees' attendance records, both on the *Attendances*
+application dashboard as well as in the attendance reports, and make modifications to their
+records.
+
+Configuration
+=============
+
+There are very few configurations needed in the *Attendances* application. Determining how employees
+check in and out, defining how the kiosks function, and determining how extra hours are computed are
+all set in the Configuration menu. Navigate to the :menuselection:`Attendances application-->
+Configuration` to access the configuration menu.
+
+Modes
+-----
+
+.. _attendances/kiosk-mode:
+
+- :guilabel:`Kiosk Mode`: using the drop-down menu, select how an employee checks in when using a
+  kiosk. Options are :guilabel:`Barcode/RFID`, :guilabel:`Barcode/RFID and Manual Selection`, or
+  :guilabel:`Manual Selection`.
+
+  .. important::
+     The *Barcode* application **does not** need to be installed in order to use one of the
+     Barcode/RFID settings.
+
+- :guilabel:`Attendances from Backend`: activate this selection to allow users to check in and out
+  directly from the Odoo database. If this is not activated, users must use a kiosk to check in and
+  out of work.
+
+.. _attendances/kiosk-settings:
+
+Kiosk Settings
+--------------
+
+This section only needs to be configured if employees use kiosks for checking in and out. If kiosks
+are *not* being used, modifying any of these fields will **not** adversely affect the functionality
+of the Attendances application.
+
+- :guilabel:`Barcode Source`: this setting appears if either of the two Barcode/RFID selections were
+  configured for the :ref:`Kiosk Mode <attendances/kiosk-mode>` setting. Select how barcodes are
+  scanned at the kiosk, either with a dedicated barcode :guilabel:`Scanner`, or the device's
+  :guilabel:`Front Camera`, or :guilabel:`Back Camera`.
+- :guilabel:`Employee PIN Identification`: activate this option if employees should use a unique PIN
+  to check in. PINs are configured on each individual employee record. Refer to the
+  :doc:`../hr/employees/new_employee` documentation for more information on setting up PINs.
+- :guilabel:`Display Time`: set the duration (in seconds) the check in and check out confirmation
+  screen remains on the kiosk before going back to the main check in screen.
+- :guilabel:`Attendance Kiosk Url`: Odoo generates a unique web address (URL) in order to use a
+  device as a kiosk without having to sign in to the Odoo database. When setting up a kiosk device,
+  navigate to this unique web address in a web browser to present the Attendances application kiosk.
+
+  .. important::
+     These kiosk URLs are **not** secured with any type of access code. Anyone who has the URL can
+     access the Attendances application kiosk. If the URL is compromised for any reason, such as in
+     the event of a security breach, click :guilabel:`Generate a new Kiosk Mode URL`, located
+     beneath the link, to generate a new URL and update the kiosk(s) accordingly.
+
+Extra Hours
+-----------
+
+- :guilabel:`Count of Extra Hours`: enable this box to allow employees to log extra hours beyond
+  their set working hours (sometimes referred to as *overtime*). Activating this selection displays
+  the following settings as well. If this is not activated, no other configurations appear.
+
+  - :guilabel:`Start From`: the current date is automatically entered in this field. If desired,
+    click on this field and use the calendar selector to modify the start date that extra hours will
+    be logged.
+  - :guilabel:`Tolerance Time In Favor Of Company`: enter the amount of time, in minutes, that will
+    *not* count towards an employee's overtime. When an employee checks out, and the extra time
+    logged is below the specified minutes, the extra time will *not* be counted as overtime for the
+    employee.
+  - :guilabel:`Tolerance Time In Favor Of Employee`: enter the amount of time, in minutes, that an
+    employee is given, that will not adversely affect their attendance if they log less time than
+    their working hours. When an employee checks out, and the total time logged for the day is less
+    than their specified working hours, and less than this specified grace period, they will not be
+    penalized for their reduced hours.
+  - :guilabel:`Display Extra Hours`: activate this box to display the extra hours logged by an
+    employee when they check out with a kiosk, or when a user checks out in the database.
+
+    .. example::
+       A company sets both of the :guilabel:`Tolerance` fields to `15` minutes, and the working
+       hours for the entire company is set from 9:00 AM to 5:00 PM. If an employee checks in at 9:00
+       AM, and checks out at 5:14 PM, the extra 14 minutes are *not* counted towards their overtime.
+       If an employee checks in at 9:05 AM, and checks out at 4:55 PM, even though they logged a
+       total of 10 minutes less than their full working hours, they will not be penalized for this
+       discrepancy.
+
+Check in and out via the database
+=================================
+
+Odoo's *Attendances* application allows users who are logged into the database to check in and out,
+without needing to go into the *Attendances* application, or use a kiosk. For some smaller
+companies, where every employee is also a user, this feature may be useful.
+
+A user can check in and out on the main database dashboard, as well as in any application. In the
+upper right corner of the top main menu, which is always visible regardless of what application the
+user is in, a :guilabel:`🔴 (red circle)` or :guilabel:`🟢 (green circle)` is visible. Click on the
+colored circle to reveal the attendance widget, enabling the user to check in and/or out.
+
+.. image:: attendances/top-menu.png
+   :align: center
+   :alt: Top right main menu with check in button highlighted.
+
+Check in
+--------
+
+If the attendance widget circle is red, this indicates the user is not currently checked in. Click
+the :guilabel:`🔴 (red circle)` and the attendance widget appears, displaying a green
+:guilabel:`Check in ->` button.
+
+.. image:: attendances/check-in.png
+   :align: center
+   :alt: Top right main menu with check in button highlighted.
+
+If the user has not checked in and out already during the current work day, this button is the only
+visible item in the widget. If the user has previously checked in and out, a :guilabel:`Total today`
+field appears above the button, and the total amount of time that has been logged for the day
+appears beneath that field, in an :guilabel:`XX:XX` (hours:minutes) format.
+
+Click the :guilabel:`Check in ->` button to check in. The :guilabel:`🔴 (red circle)` in the top
+menu changes to green, and the widget changes appearance as well. The widget updates to reflect that
+the user has checked in, by changing the green :guilabel:`Check in ->` button to a yellow
+:guilabel:`Check out ->` button.
+
+Click anywhere on the screen to close the attendance widget.
+
+Check out
+---------
+
+If the user is checking out for the first time, :guilabel:`Since XX:XX (AM/PM)` appears at the top
+of the widget, with the time the user checked in populating the time field. Beneath that line,
+:guilabel:`XX:XX` is displayed, indicating the hours and minutes that have elapsed since checking
+in. As time passes, this value is updated to reflect the hours and minutes that have passed since
+the user checked in.
+
+If the user has previously checked in and out, additional fields are presented. A :guilabel:`Before
+XX:XX (AM/PM)` field appears in addition to the :guilabel:`Since XX:XX (AM/PM)` field. The time
+displayed in both of these fields are populated with the most recent check in time, and will match.
+Beneath the :guilabel:`Before XX:XX (AM/PM)` field, the previously logged hours are displayed, in an
+:guilabel:`XX:XX` (hours:minutes) format.
+
+In addition, beneath both of these fields, a :guilabel:`Total today` field appears. This field is
+the sum of both the :guilabel:`Before XX:XX (AM/PM)` and :guilabel:`Since XX:XX (AM/PM)` fields, and
+is the total time that will be logged for the user, if they were to log out at that moment.
+
+As time passes, both the :guilabel:`Since XX:XX (AM/PM)` and :guilabel:`Total today` fields are
+updated live. To check out, click the yellow :guilabel:`Check out ->` button. The attendance widget
+updates again, displaying the :guilabel:`Total today` field with the logged time, and the yellow
+:guilabel:`Check out ->` button changes to a green :guilabel:`Check in ->` button.
+
+.. image:: attendances/check-in-database-message.png
+   :align: center
+   :alt: The pop-up that appears when an employee checks in inside the database.
+
+.. tip::
+   There is no limit to the amount of times a user can check in and check out. Users are able to
+   check in and out without any time elapsing (a value of 00:00). Each time an employee logs in and
+   out, the information is stored and appears on the dashboard, including check ins and check outs
+   with no time value.
+
+Kiosk Mode
+==========
+
+Some companies may opt to use a dedicated device (a laptop or desktop PC, a tablet, or a mobile
+phone) for employees to check in and check out from. Kiosk mode is used for these scenarios.
+
+.. important::
+   If users check in and out using either a badge or an RFID, then an accessible device in kiosk
+   mode **must** be available in order to check in and check out using these two methods.
+
+Entering kiosk mode is only available for users with specific :ref:`access rights
+<attendances/access-rights>`.
+
+There are three ways that kiosk mode can be activated:
+
+#. Navigate to the :guilabel:`Attendances` application, and click :guilabel:`Kiosk Mode` in the top
+   menu. The device then enters kiosk mode.
+#. Navigate to the :menuselection:`Attendances application --> Configuration`. In the
+   :guilabel:`Kiosk Settings` section, click on the link in the :guilabel:`Attendance Kiosk Url`
+   field. A new tab opens in kiosk mode. It is recommended to close the database tab to keep the
+   database secure.
+#. Navigate to the :menuselection:`Attendances application --> Configuration`. In the
+   :guilabel:`Kiosk Settings` section, click :guilabel:`Copy` next to the link beneath the
+   :guilabel:`Attendance Kiosk Url` field. Paste this URL into a web browser on the kiosk device and
+   navigate to it.
+
+.. image:: attendances/kiosk-url.png
+   :align: center
+   :alt: The Attendances Kiosk URL field in the settings section of the Attendances application.
+
+As a security measure, once a device is in kiosk mode, it is not possible to exit kiosk mode and go
+back into the database without singing back in. To exit kiosk mode, click the back button in the web
+browser. This logs the user out of the database, and returns to the main log in screen. This
+prevents anyone from accessing the database, adding another layer of security.
+
+Badge
+-----
+
+To check in or out using a badge, tap the :guilabel:`📷 (camera) Tap to scan` image in the center of
+the kiosk. Then, scan the barcode on the badge using the method configured in the :ref:`kiosk
+settings <attendances/kiosk-settings>` section of the configuration menu. Options are a dedicated
+barcode scanning device, or the kiosk's front or back camera. Once the barcode is scanned, the
+employee is checked in or out, and a :ref:`confirmation message <attendances/confirmation>` appears
+with all the check in or check out information.
+
+.. image:: attendances/scan-badge.png
+   :align: center
+   :alt: The Attendances Kiosk view displaying the scan badge image.
+
+RFID
+----
+
+To check in or out using an RFID key fob, simply scan the fob with an RFID reader. Once scanned, the
+employee is then either checked in or checked out, and a :ref:`confirmation message
+<attendances/confirmation>` appears with all the check in or check out information.
+
+Manually
+--------
+
+Users who do not have a scannable badge or an RFID fob can manually check in and out at a kiosk. Tap
+the :guilabel:`Identify Manually` button on the kiosk, and a screen with all the employees that can
+be checked in or out appears. This is the same view as in the *Employees* application dashboard. Tap
+on the person, and they are either checked in or checked out, and a :ref:`confirmation message
+<attendances/confirmation>` appears.
+
+When a large number of employees appear in the list, making scrolling inefficient, there are two
+ways to quickly find a specific person:
+
+- :guilabel:`Search...`: tap on the :guilabel:`Search...` field and enter the person's name. As the
+  name is typed in, the matching results are displayed on the screen.
+- :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
+  employees are part of the department, and will be displayed when selected.
+
+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.