[IMP] attendances: fixed typo and added details section

closes odoo/documentation#8142

X-original-commit: 1f1f574615
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/attendances.rst

@@ -11,26 +11,26 @@ Attendances
 
 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
+work directly from the database. Managers can quickly see who is available at any given time, create
-create reports to see everyone's hours, and gain insights on which employees are working overtime,
+reports to see everyone's hours, and gain insights on which employees are working overtime, or
-or checking out of work earlier than expected.
+checking out of work earlier than expected.
 
 .. _attendances/access-rights:
 
-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
+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:`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
@@ -39,36 +39,35 @@ enter kiosk mode from the application, access all reporting metrics, and make mo
 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
+dashboard and can view their own personal attendance records under the reporting feature. All other
-else's attendance records will be hidden from view on the report. There is no access to either the
+attendance records are hidden from view on the report. There is no access to either the kiosk mode
-kiosk mode or the configuration menu.
+or the configuration menu.
 
 .. _attendances/approvers:
 
 Approvers
 ---------
 
-The only other scenario where different information may be accessible in the *Attendances*
+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
+is able to view the attendance records for that specific employee, as well as make modifications to
-modifications to that employee's attendance records (when necessary). This applies to all employee's
+that employee's attendance records, if necessary. This applies to all employees for whom the user is
-the user is listed as the *Attendances* application approver. Approvers are typically managers,
+listed as the *Attendances* application approver. Approvers are typically managers, though this is
-though this is not necessary.
+not required.
 
 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
+application` and click on the specific employee. Click on the :guilabel:`Work Information` tab,
 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*
+selected is able to view that employees' attendance records, both on the *Attendances* application
-application dashboard as well as in the attendance reports, and make modifications to their
+dashboard as well as in the attendance reports, and make modifications to their records.
-records.
 
 Configuration
 =============
 
-There are very few configurations needed in the *Attendances* application. Determining how employees
+Few configurations are needed in the *Attendances* application. Determining how employees check in
-check in and out, defining how the kiosks function, and determining how extra hours are computed are
+and out, defining how the kiosks function, and determining how extra hours are computed are all set
-all set in the Configuration menu. Navigate to the :menuselection:`Attendances application-->
+in the Configuration menu. Navigate to the :menuselection:`Attendances application -->
 Configuration` to access the configuration menu.
 
 Modes
@@ -81,8 +80,8 @@ Modes
   :guilabel:`Manual Selection`.
 
   .. important::
-     The *Barcode* application **does not** need to be installed in order to use one of the
+     The *Barcode* application **does not** need to be installed to use one of the Barcode/RFID
-     Barcode/RFID settings.
+     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
@@ -90,62 +89,75 @@ Modes
 
 .. _attendances/kiosk-settings:
 
-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
+are **not** being used, modifying any of these fields does **not** adversely affect the
-of the Attendances application.
+*Attendances* application.
 
-- :guilabel:`Barcode Source`: this setting appears if either of the two Barcode/RFID selections were
+- :guilabel:`Barcode Source`: this setting appears **only** if either of the two Barcode/RFID
-  configured for the :ref:`Kiosk Mode <attendances/kiosk-mode>` setting. Select how barcodes are
+  selections were configured for the :ref:`Kiosk Mode <attendances/kiosk-mode>` setting. Select how
-  scanned at the kiosk, either with a dedicated barcode :guilabel:`Scanner`, or the device's
+  barcodes are scanned at the kiosk, either with a dedicated barcode :guilabel:`Scanner`, or the
-  :guilabel:`Front Camera`, or :guilabel:`Back Camera`.
+  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
+- :guilabel:`Attendance Kiosk Url`: Odoo generates a unique web address (URL) to use a device as a
-  device as a kiosk without having to sign in to the Odoo database. When setting up a kiosk device,
+  kiosk without having to sign in to the Odoo database. When setting up a kiosk device, navigate to
-  navigate to this unique web address in a web browser to present the Attendances application kiosk.
+  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.
+     beneath the link, to generate a new URL and update the kiosk accordingly.
 
-Extra Hours
+Extra hours
 -----------
 
+This section specifies how extra time is calculated, including when extra time is counted and what
+time is not logged.
+
 - :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
+    click on this field and use the calendar selector to modify the start date on which extra hours
-    be logged.
+    are logged.
-  - :guilabel:`Tolerance Time In Favor Of Company`: enter the amount of time, in minutes, that will
+  - :guilabel:`Tolerance Time In Favor Of Company`: enter the amount of time, in minutes, that is
-    *not* count towards an employee's overtime. When an employee checks out, and the extra time
+    **not** counted 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
+    logged is below the specified minutes, the extra time is **not** 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
+    employee is given, that does **not** adversely affect their attendance if they log less time
-    their working hours. When an employee checks out, and the total time logged for the day is less
+    than their working hours. When an employee checks out, and the total time logged for the day is
-    than their specified working hours, and less than this specified grace period, they will not be
+    less than their specified working hours and less than this specified grace period, they are
-    penalized for their reduced hours.
+    **not** 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
+       hours for the entire company are set from 9:00 AM to 5:00 PM.
-       AM, and checks out at 5:14 PM, the extra 14 minutes are *not* counted towards their overtime.
+
+       If an employee checks in at 9:00 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
+       total of 10 minutes less than their full working hours, they are **not** penalized for this
        discrepancy.
 
+  - :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.
+
+.. note::
+   Employees are still able to log overtime hours even if the :guilabel:`Count of Extra Hours`
+   option is not activated. The difference is that when :guilabel:`Count of Extra Hours` is
+   activated, the extra hours can be :ref:`deducted from an approved time off request
+   <time_off/deduct-extra-hours>`.
+
 .. _attendances/check-in:
 
 Check in and out via the database
@@ -169,47 +181,58 @@ 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.
+:guilabel:`Check in ➡️` button.
 
 .. image:: attendances/check-in.png
    :align: center
    :alt: Top right main menu with check in button highlighted.
 
+When the user checks in from the database, the *Attendances* app logs the location details for the
+user, including the IP Address and GPS coordinates.
+
+.. important::
+   For the *Attendances* app to log the location details, the user must allow their computer to
+   access their location information.
+
 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.
+appears beneath that field, in an :guilabel:`HH:MM` (hours:minutes) format.
 
-Click the :guilabel:`Check in ->` button to check in. The :guilabel:`🔴 (red circle)` in the top
+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
+the user has checked in, by changing the green :guilabel:`Check in ➡️` button to a yellow
-:guilabel:`Check out ->` button.
+: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
+If the user is checking out for the first time, :guilabel:`Since HH:MM (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
+:guilabel:`HH:MM` 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
+HH:MM (AM/PM)` field appears in addition to the :guilabel:`Since HH:MM (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
+Beneath the :guilabel:`Before HH:MM (AM/PM)` field, the previously logged hours are displayed, in an
-:guilabel:`XX:XX` (hours:minutes) format.
+:guilabel:`HH:MM` (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
+the sum of both the :guilabel:`Before HH:MM (AM/PM)` and :guilabel:`Since HH:MM (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
+As time passes, both the :guilabel:`Since HH:MM (AM/PM)` and :guilabel:`Total today` fields are
-updated live. To check out, click the yellow :guilabel:`Check out ->` button. The attendance widget
+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.
+:guilabel:`Check out ➡️` button changes to a green :guilabel:`Check in ➡️` button.
+
+When the user checks out from the database, the *Attendances* app logs the location details for the
+user. This information is **only** logged if the user allows their computer to access this
+information.
 
 .. image:: attendances/check-in-database-message.png
    :align: center
@@ -221,7 +244,9 @@ updates again, displaying the :guilabel:`Total today` field with the logged time
    out, the information is stored and appears on the dashboard, including check ins and check outs
    with no time value.
 
-Kiosk Mode
+.. _attendances/kiosk-mode-entry:
+
+Kiosk mode
 ==========
 
 Some companies may opt to use a dedicated device (a laptop or desktop PC, a tablet, or a mobile
@@ -229,12 +254,12 @@ phone) for employees to check in and check out from. Kiosk mode is used for thes
 
 .. 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.
+   mode **must** be available 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:
+Kiosk mode can be activated in three different ways:
 
 #. Navigate to the :guilabel:`Attendances` application, and click :guilabel:`Kiosk Mode` in the top
    menu. The device then enters kiosk mode.
@@ -252,9 +277,9 @@ There are three ways that kiosk mode can be activated:
    :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
+back into the database without signing 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
+browser. This logs the user out of the database, and returns to the main log in screen. This adds an
-prevents anyone from accessing the database, adding another layer of security.
+extra layer of security, preventing anyone from accessing the database.
 
 Badge
 -----
@@ -294,7 +319,7 @@ ways to quickly find a specific person:
 - :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.
+  employees are part of the department, and is displayed when selected.
 
 PIN
 ~~~
@@ -322,7 +347,7 @@ 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
+An :guilabel:`Hours Previously Today: HH:MM` 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.
@@ -353,12 +378,12 @@ 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
+reveal a drop-down, displaying those other options. Select the desired view, and the dashboard
-update, presenting the selected information. To change the :guilabel:`Day`, :guilabel:`Week`,
+updates, 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
+:guilabel:`Month`, or :guilabel:`Year` presented, click the :guilabel:`← (left arrow)` or
-on either side of the drop-down button. To jump back to a view containing the current day, click the
+:guilabel:`→ (right arrow)` buttons on either side of the drop-down menu. To jump back to a view
-:guilabel:`Today` button. The refreshed the dashboard, presenting information containing the current
+containing the current day, click the :guilabel:`Today` button. This refreshes the dashboard,
-day's information.
+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
@@ -375,13 +400,14 @@ proper :ref:`access rights <attendances/access-rights>` and/or are :ref:`approve
 
 .. _attendances/filters-groups:
 
-Filters and Groups
+Filters and groups
 ------------------
 
-To filter the results in the dashboard or to present different groups of information, click the
+To filter the results in the overview dashboard, or to present different groups of information,
-drop-down button in the :guilabel:`Search` bar above the dashboard, then select one of the available
+click the :guilabel:`🔻 (triangle drop down)` button in the right side of the :guilabel:`Search` bar
-:guilabel:`Filters` or :guilabel:`Group By` options. There are several pre-configured filters and
+above the dashboard, and select one of the available :guilabel:`Filters` or :guilabel:`Group By`
-groups to choose from, as well as an option to create custom ones.
+options. There are several pre-configured filters and groups to choose from, as well as an option to
+create custom ones.
 
 Filters
 ~~~~~~~
@@ -419,11 +445,61 @@ The default groups that can be selected are:
 
 .. _attendances/errors:
 
+Attendance log details
+----------------------
+
+Odoo captures various time and location details when a user checks in and out. The specific details
+provided are determined by the method the user checked in and out.
+
+To view the specific check in and/or check out details for an employee, click on an individual entry
+in the overview dashboard.
+
+A detailed attendance log for the user appears in a pop-up window. To close the detailed attendance
+log, click the :guilabel:`Save & Close` button in the bottom-left corner of the form.
+
+The detailed attendance log contains the following information:
+
+Main details
+~~~~~~~~~~~~
+
+- :guilabel:`Employee`: the name of the employee.
+- :guilabel:`Check In`: the date and time the employee checked in.
+- :guilabel:`Check Out`: the date and time the employee checked out. This only appears if the
+  employee has checked out.
+- :guilabel:`Worked Hours`: the total amount of time the employee logged for the day, in an hour and
+  minute format (HH:MM). This value calculates all the checks in and check outs for the day, if the
+  employee checked in and out multiple times.
+- :guilabel:`Extra Hours`: any extra hours the employee logged that is beyond their expected working
+  hours.
+
+Check in/check out details
+~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+The following information appears for both the :guilabel:`Check In` and :guilabel:`Check Out`
+sections.
+
+- :guilabel:`Mode`: the method with which the attendance information was gathered.
+  :guilabel:`Systray` is displayed if the employee logged in and out :ref:`directly from the
+  database <attendances/check-in>`, :guilabel:`Manual` is displayed if the employee logged in and
+  out :ref:`using an attendance kiosk <attendances/kiosk-mode-entry>`.
+- :guilabel:`IP Address`: the IP address for the computer the employee used to log in or out.
+- :guilabel:`Browser`: the web browser the employee used to log in or out.
+- :guilabel:`Localization`: the city and country associated with the computer's IP address.
+- :guilabel:`GPS Coordinates`: the specific coordinates when the user logged in or out. To view the
+  specific coordinates on a map, click the :guilabel:`→ View on Maps` button beneath the
+  :guilabel:`GPS Coordinates`. This opens a map in a new browser tab, with the specific location
+  pointed out.
+
+.. image:: attendances/details.png
+   :align: center
+   :alt: The detailed information for an attendance entry.
+
 Errors
 ------
 
-Entries that contain an error appear on the dashboard in red. In the :guilabel:`Gantt view`, the
+Entries that contain an error appear on the overview dashboard in red. In the :guilabel:`Gantt
-entry appears with a red background. If in the :guilabel:`List view`, the entry text appears in red.
+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.

content/applications/hr/time_off.rst

@@ -79,6 +79,8 @@ Time off requests section
   - :guilabel:`Half Day`: if time off can only be requested in half day increments (4 hours).
   - :guilabel:`Hours`: if the time off can be taken in hourly increments.
 
+  .. _`time_off/deduct-extra-hours`:
+
 - :guilabel:`Deduct Extra Hours`: tick this box if the time off request should factor in any extra
   time accrued by the employee