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    WFM UK: Time & Attendance: Functionality - Viewing Time and Attendence data within the Rota Module

    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

    • Using the main side menu, go to Rotas > Rotas > View Rotas
    • Search for and select the current week’s rota
    Fig.1 - 'View Rotas'

    • Use the yellow drop-down arrow and select Weekly Attendance (see Fig.2)
    Fig.2 - Selecting 'Weekly Attendance'
    The Weekly Attendance screen gives a breakdown of each division’s attendance for that given week.
    Where employees are scheduled to be off, on holiday or absent, it will be reflected here. 
    Fig.3 - Weekly Attendance screen
     

    Icons

    Each employee’s attendance will be represented by a round icon.
     

    Fig.4 - Attendance Icons
    • Select a T&A icon (that isn't a red circle with an exclamation mark) against an employee/day

    A pop-up window will open, displaying Time and Attendance information for the employee and day. 

    • The times entered into the Actual Time 1 and Actual Time 2 fields will be the hours that the employee will be paid for
    • If the Rota has been completed before the current week's rota start date, the forecast times will populate the Actual Time fields

    On the right side of this pop-up is a drop-down with 2 (or 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.

    • When happy with the times recorded, select the Copy T&A Times button (see Fig.5)
    • 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
    Fig.5 - Assigning Hours

    This will turn the clock icon Green on the main screen, overwriting any Red/Amber clocks. 
    The clock icon on the screen will remain unchanged 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.6- Day Content Screen 
     

    Time & Attendance Reporting

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

    • Go to HR > Reports > Weekly T&A Report
    Fig.7 - 'Weekly T&A Report'
    • Use the search fields to find the employee details
    • Enter a date from - this report will only return one week’s hours - and then Search 
       

    Fig.8 - Weekly Attendance Report

    Alternatively, there is functionality within each employee file.

    • Having selected an employee from the Employee List, use the employee side menu and go to  Employee HR Info > T&A Records
    Fig.9 - 'T&A Records' from an employee side menu

    ​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
     

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