WFM UK: Time & Attendance: Functionality - Viewing Time and Attendance Data within the Rota Module – Fourth & HotSchedules Customer Success Portal

Overview

Using Fourth's time and attendance solution allows managers to administer employee’s hours accurately, meaning that they will be paid fairly for exactly what they are working. This article will provide guidance and instructions on using the functionality.

Location

Fig.1 - Selecting the Rotas module

Select the current weeks’ rota to open it and use the Weekly Attendance button to see an overview of the time and attendance for each department

Fig.2 - Weekly Attendance button

The Weekly Attendance screen gives a breakdown of each divisions’ attendance for that given week. Where employees are scheduled to be off, on holiday or absent it will be reflected here. Each employee’s attendance will be represented by a round icon.

Fig.3 - Weekly Attendance screen

Icons

Fig.4 - Attendance Icons

To see the actual clock-in and out times for an employee, select the actual clock icon on the screen.

Fig.5 - Viewing Clock-in & Out Times

A pop-up window will appear detailing the time records for the individual. On the right side of this screen is a drop-down with 3 options:

Job A - if these times should be associated with the employee’s main job
Job B - If these times should be associated with the employee’s multiple employment
Unassign – If there are more clock-in/out times on the screen caused by the employee clocking in and out for breaks and the system is calculating the incorrect time

Please note: These three options will appear for multiple employment employees. Otherwise, there will just be two options - Job A and Unassign.

Fig.6 - Assigning Hours

When happy with the times recorded, select the Copy T&A Times button (see Fig.7)

This will turn the clock icon Green on the main screen, overwriting any Red/Amber clocks.

Fig.7 - The Copy T&A Times button

Alternatively, the times can be overridden by typing in the actual times to be paid in the Time 1 / Time 2 boxes for single/double shifts

The clock icon on the screen will remain as it is once the times are saved.

Attendance records are also viewable on the Day Content screen by selecting the day of the week from the open rota

This functions exactly the same as the weekly attendance option but on a daily basis.

Fig.8 - Day Content Screen

Time & Attendance Reporting

Within the HR module, there are two reports which can be accessed to check time and attendance information.

Under the reports dropdown, select the Weekly Attendance Report
Use the filtering fields to search for the employee/employee's details and enter a date from

This report will only return one week’s hours.

Fig.9 - Weekly Attendance Report

Alternatively, there is functionality within each employee file.

From the Employee Summary, go to Employee HR Info > T&A Records

Within this report, the period over which the system is searching can be defined by the user.

Select one of the options from the Range drop-down
Choosing Custom allows for specific dates to be used

Fig.10 - T&A Records Report

Overview

Location

Icons

Time & Attendance Reporting

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