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closes odoo/documentation#8140
X-original-commit: 1f1f574615
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
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===========
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Attendances
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===========
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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, create
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reports to see everyone's hours, and gain insights on which employees are working overtime, or
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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. All other
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attendance records are hidden from view on the report. There is no access to either the kiosk mode
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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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is able to view the attendance records for that specific employee, as well as make modifications to
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that employee's attendance records, if necessary. This applies to all employees for whom the user is
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listed as the *Attendances* application approver. Approvers are typically managers, though this is
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not required.
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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,
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scroll to the :guilabel:`Approvers` section, and check the :guilabel:`Attendance` field. The person
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selected is able to view that employees' attendance records, both on the *Attendances* application
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dashboard as well as in the attendance reports, and make modifications to their records.
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Configuration
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=============
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Few configurations are needed in the *Attendances* application. Determining how employees check in
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and out, defining how the kiosks function, and determining how extra hours are computed are all set
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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 to use one of the Barcode/RFID
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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 does **not** adversely affect the
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*Attendances* application.
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- :guilabel:`Barcode Source`: this setting appears **only** if either of the two Barcode/RFID
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selections were configured for the :ref:`Kiosk Mode <attendances/kiosk-mode>` setting. Select how
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barcodes are scanned at the kiosk, either with a dedicated barcode :guilabel:`Scanner`, or the
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device's :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) to use a device as a
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kiosk without having to sign in to the Odoo database. When setting up a kiosk device, navigate to
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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 accordingly.
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Extra hours
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-----------
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This section specifies how extra time is calculated, including when extra time is counted and what
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time is not logged.
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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 on which extra hours
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are logged.
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- :guilabel:`Tolerance Time In Favor Of Company`: enter the amount of time, in minutes, that is
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**not** counted 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 is **not** 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 does **not** adversely affect their attendance if they log less time
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than their working hours. When an employee checks out, and the total time logged for the day is
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less than their specified working hours and less than this specified grace period, they are
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**not** penalized for their reduced hours.
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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 are set from 9:00 AM to 5:00 PM.
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If an employee checks in at 9:00 AM, and checks out at 5:14 PM, the extra 14 minutes are
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**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 are **not** penalized for this
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discrepancy.
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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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.. note::
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Employees are still able to log overtime hours even if the :guilabel:`Count of Extra Hours`
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option is not activated. The difference is that when :guilabel:`Count of Extra Hours` is
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activated, the extra hours can be :ref:`deducted from an approved time off request
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<time_off/deduct-extra-hours>`.
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.. _attendances/check-in:
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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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When the user checks in from the database, the *Attendances* app logs the location details for the
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user, including the IP Address and GPS coordinates.
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.. important::
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For the *Attendances* app to log the location details, the user must allow their computer to
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access their location information.
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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:`HH:MM` (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 HH:MM (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:`HH:MM` 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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HH:MM (AM/PM)` field appears in addition to the :guilabel:`Since HH:MM (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 HH:MM (AM/PM)` field, the previously logged hours are displayed, in an
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:guilabel:`HH:MM` (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 HH:MM (AM/PM)` and :guilabel:`Since HH:MM (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 HH:MM (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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When the user checks out from the database, the *Attendances* app logs the location details for the
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user. This information is **only** logged if the user allows their computer to access this
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information.
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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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.. _attendances/kiosk-mode-entry:
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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 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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Kiosk mode can be activated in three different ways:
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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 signing 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 adds an
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extra layer of security, preventing anyone from accessing the database.
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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
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<attendances/confirmation>` appears.
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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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- :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
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only those employees that are part of that department. The :guilabel:`Departments` are listed on
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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 is displayed when selected.
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PIN
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~~~
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If the :guilabel:`Employee PIN Identification` option was activated in the :ref:`kiosk settings
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<attendances/kiosk-settings>` section of the configuration menu, the employee is prompted to enter a
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PIN when manually checking in or out.
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After the employee is selected, a number pad appears with a message. When checking in,
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:guilabel:`(Employee) Welcome! Please enter your PIN to check in` appears above the numbers. When
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checking out, :guilabel:`(Employee) Want to check out? Please enter your PIN to check out` appears
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above the numbers.
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Tap in the PIN using the number pad, then tap :guilabel:`OK` when done. The employee is then checked
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in or out, and a :ref:`confirmation message <attendances/confirmation>` appears.
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.. image:: attendances/enter-pin.png
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:align: center
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:alt: The pop-up that appears when prompted to enter a pin.
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.. _attendances/confirmation:
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Confirmation message
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--------------------
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When an employee checks in or out, a confirmation message appears with all the check in or check out
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information. When checking in, a welcome message appears, as well as the date and time of check in.
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An :guilabel:`Hours Previously Today: HH:MM` field also appears, displaying any time already logged
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for that employee for the day. If no time has already been logged, the value displayed is `00:00`.
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Beneath the message is an :guilabel:`OK` button. To exit the screen before the preset time in the
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kiosk, tap the :guilabel:`OK` button.
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When checking out, the screen displays a goodbye message, with the date and time of check out, and
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the total hours logged for the day. Beneath the message is a :guilabel:`Goodbye` button. To exit the
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screen before the preset time, tap the :guilabel:`Goodbye` button.
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.. image:: attendances/goodbye-message.png
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:align: center
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:alt: The goodbye message with all the employee's check out information.
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Overview
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========
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When entering the *Attendances* application, the :guilabel:`Overview` dashboard is presented,
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containing all the check in and check out information for the signed in user. If the user has
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specific :ref:`access rights <attendances/access-rights>` and/or are :ref:`approvers
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<attendances/approvers>` for specific employees, then those additional employee's check in and check
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out information is also visible on the :guilabel:`Overview` dashboard.
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Views
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-----
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To change the view from the default Gantt chart to a list view, click the :guilabel:`List` icon in
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the top right of the dashboard, beneath the user's photo. To switch back to the Gantt chart, click
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the :guilabel:`Gantt` button, located next to the :guilabel:`List` button.
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The default view presents the current day's information. To present the information for the
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:guilabel:`Week`, :guilabel:`Month`, or :guilabel:`Year`, click on the :guilabel:`Day` button to
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reveal a drop-down, displaying those other options. Select the desired view, and the dashboard
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updates, presenting the selected information. To change the :guilabel:`Day`, :guilabel:`Week`,
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:guilabel:`Month`, or :guilabel:`Year` presented, click the :guilabel:`← (left arrow)` or
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:guilabel:`→ (right arrow)` buttons on either side of the drop-down menu. To jump back to a view
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containing the current day, click the :guilabel:`Today` button. This refreshes the dashboard,
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presenting information containing the current day's information.
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In the :guilabel:`Day` view, the column for the current hour is highlighted in yellow. If the
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:guilabel:`Week` or :guilabel:`Month` view is selected, the column for the current day is
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highlighted. If the :guilabel:`Year` view is selected, the current month is highlighted.
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.. image:: attendances/overview.png
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:align: center
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:alt: The overview dashboard presenting the information for the week, with the current day
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highlighted.
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Any entries that have errors appear in red, indicating they need to be resolved by a user with the
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proper :ref:`access rights <attendances/access-rights>` and/or are :ref:`approvers
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<attendances/approvers>` for the employee(s) with the errors.
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.. _attendances/filters-groups:
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Filters and groups
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------------------
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To filter the results in the overview dashboard, or to present different groups of information,
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click the :guilabel:`🔻 (triangle drop down)` button in the right side of the :guilabel:`Search` bar
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above the dashboard, and select one of the available :guilabel:`Filters` or :guilabel:`Group By`
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options. There are several pre-configured filters and groups to choose from, as well as an option to
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create custom ones.
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Filters
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~~~~~~~
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The default filters that can be selected are:
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- :guilabel:`My Attendances`: this filter only presents the user's attendance data.
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- :guilabel:`My Team`: this filter presents the attendance data for the user's team.
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- :guilabel:`At Work`: this filter displays the attendance data for everyone currently checked in.
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- :guilabel:`Errors`: this filter displays any entries with :ref:`errors <attendances/errors>` that
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need to be resolved.
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- :guilabel:`Check In`: this filter has a drop-down to further select a specific time period. Select
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the desired time period from the options presented, a specific month, quarter, or year.
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- :guilabel:`Last 7 days`: this filter presents the attendance data for the last seven days.
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- :guilabel:`Add Custom Filter`: create a custom filter using the pop-up that appears when this is
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selected.
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Groups
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~~~~~~
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The default groups that can be selected are:
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- :guilabel:`Check In`: this grouping presents a drop-down menu containing the following time period
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options: :guilabel:`Year`, :guilabel:`Quarter`, :guilabel:`Month`, :guilabel:`Week`, and
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:guilabel:`Day`. Selected the time period to display all the check-in information, grouped by the
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selected time period.
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- :guilabel:`Employee`: this group presents the attendance data organized by employee.
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- :guilabel:`Check Out`: this grouping presents a drop-down menu containing the following time
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period options: :guilabel:`Year`, :guilabel:`Quarter`, :guilabel:`Month`, :guilabel:`Week`, and
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:guilabel:`Day`. Selected the time period to display all the check-out information, grouped by the
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selected time period.
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- :guilabel:`Add Custom Group`: this option displays a drop-down menu with a variety of options to
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group the attendance data by, including :guilabel:`City`, :guilabel:`Country`, :guilabel:`Mode`,
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and :guilabel:`IP Address`.
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.. _attendances/errors:
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Attendance log details
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----------------------
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Odoo captures various time and location details when a user checks in and out. The specific details
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provided are determined by the method the user checked in and out.
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To view the specific check in and/or check out details for an employee, click on an individual entry
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in the overview dashboard.
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A detailed attendance log for the user appears in a pop-up window. To close the detailed attendance
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log, click the :guilabel:`Save & Close` button in the bottom-left corner of the form.
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The detailed attendance log contains the following information:
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Main details
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~~~~~~~~~~~~
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- :guilabel:`Employee`: the name of the employee.
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- :guilabel:`Check In`: the date and time the employee checked in.
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- :guilabel:`Check Out`: the date and time the employee checked out. This only appears if the
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employee has checked out.
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- :guilabel:`Worked Hours`: the total amount of time the employee logged for the day, in an hour and
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minute format (HH:MM). This value calculates all the checks in and check outs for the day, if the
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employee checked in and out multiple times.
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- :guilabel:`Extra Hours`: any extra hours the employee logged that is beyond their expected working
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hours.
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Check in/check out details
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~~~~~~~~~~~~~~~~~~~~~~~~~~
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The following information appears for both the :guilabel:`Check In` and :guilabel:`Check Out`
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sections.
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- :guilabel:`Mode`: the method with which the attendance information was gathered.
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:guilabel:`Systray` is displayed if the employee logged in and out :ref:`directly from the
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database <attendances/check-in>`, :guilabel:`Manual` is displayed if the employee logged in and
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out :ref:`using an attendance kiosk <attendances/kiosk-mode-entry>`.
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- :guilabel:`IP Address`: the IP address for the computer the employee used to log in or out.
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- :guilabel:`Browser`: the web browser the employee used to log in or out.
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- :guilabel:`Localization`: the city and country associated with the computer's IP address.
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- :guilabel:`GPS Coordinates`: the specific coordinates when the user logged in or out. To view the
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specific coordinates on a map, click the :guilabel:`→ View on Maps` button beneath the
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:guilabel:`GPS Coordinates`. This opens a map in a new browser tab, with the specific location
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pointed out.
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.. image:: attendances/details.png
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:align: center
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:alt: The detailed information for an attendance entry.
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Errors
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------
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Entries that contain an error appear on the overview dashboard in red. In the :guilabel:`Gantt
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view`, the entry appears with a red background. If in the :guilabel:`List view`, the entry text
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appears in red.
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An error typically occurs when an employee has checked in but has not checked out within the last
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24 hours, or when an employee has a check in and check out period spanning over 16 hours.
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To fix the error, the attendance entry must be modified or deleted. Click on the entry to reveal a
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pop-up containing the details for that particular entry. To modify the :guilabel:`Check In` and/or
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:guilabel:`Check Out` information, click on the :guilabel:`Check In` or :guilabel:`Check Out` field
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and a calendar selector appears. Click on the desired date, then use the time selector beneath the
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calendar to select the specific time for the entry. When the information is correct, click
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:guilabel:`Apply.`
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.. image:: attendances/errors.png
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:align: center
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:alt: The pop-up that allows for modifications to an attendance entry with an error. The calendar
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selector is shown, and the time selector is highlighted.
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When all the information on the pop-up is correct, click :guilabel:`Save & Close`. When the entry no
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longer has an error, the entry appears in gray instead of red.
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To delete an entry, click :guilabel:`Remove` on the pop-up instead of making modifications to the
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entry.
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Reporting
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=========
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To view attendance reports, click :guilabel:`Reporting` in the top menu. The default report displays
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each employee's attendance information for the past 3 months, in a :guilabel:`Line Chart`.
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The default view is a :guilabel:`Graph`. To view the data in a pivot table, click the
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:guilabel:`Pivot Table` button on the top right of the report. To switch back to the graph view,
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click the :guilabel:`Graph` button, located next to the :guilabel:`Pivot Table` button.
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To present different information, adjust the :ref:`filters and groups <attendances/filters-groups>`
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in the same way as in the :guilabel:`Overview` dashboard.
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The data can be presented in either a :guilabel:`Bar Chart`, :guilabel:`Line Chart`, :guilabel:`Pie
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Chart`, :guilabel:`Stacked` chart, or in :guilabel:`Descending` or :guilabel:`Ascending` order. To
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change the view to any of these charts, click the corresponding button above the displayed chart.
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To change the :guilabel:`Measures`, click the :guilabel:`Measures` button and select the desired
|
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measure from the drop-down menu.
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The report can also be inserted into a spreadsheet. Click the :guilabel:`Insert in Spreadsheet`
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button and a pop-up appears. Select the desired spreadsheet, and click :guilabel:`Confirm`.
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.. image:: attendances/reporting.png
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:align: center
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:alt: The default report view, with all the optional view buttons highlighted.
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