Attendance in the Console
See who is in today and who didn't come in, authorise an absence, approve extra time, look at flagged punches and accept or reject them, add a missed clock-in or clock-out, correct a time, keep leave, approve and lock timesheets, make payroll files, open one person's attendance, and export daily hours.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Console → Attendance is where HR and managers follow staff attendance. It's on every plan, for people whose role lets them see everyone's attendance (Owners, Admins, HR, Site admins for their own sites, and Auditors, who can look but not change anything). Site admins see only their own sites. Settings also holds your attendance rules: your working day, breaks, overtime, work-rule sets, leave year and how timesheets are approved.
| Page | What it's for |
|---|---|
| Today | Who is in now, who has left, and, where people have shifts, who is late, not in yet or absent |
| Timesheets | Each person's timesheet for a period, approved step by step and then locked for payroll |
| Daily hours | Every clock-in and clock-out for any dates, the time worked and overtime each day, exported to CSV, Excel or PDF |
| Needs review | Punches made after a failed face match, punches worth a look, and extra time waiting |
| Overtime | Extra time waiting for a decision, approved in full or in part, or declined with a reason, and what's been decided |
| Rosters | Who works when at each site: plan on a drag-and-drop grid, repeat with patterns, import, print and publish to staff, and decide open shifts and swaps (Growth and above) |
| Leave | Leave requests, a calendar by site, everyone's balances, your leave types and the leave year end |
| Payroll | Payroll files of each period's approved timesheets by your own pay codes, your pay codes and layouts, and every file made (Pro and above) |
| Settings | How staff clock in, the evidence punches record and its notices, reminders and clock-in posters |
See who is in
Attendance → Today lists everyone on attendance at your sites, with where each person stands: in since a time, on a break (where break punches are on: On break, 12 min, still on site), left at a time, left early, on leave, on a public holiday, not in yet, or absent. It keeps itself up to date while it's open.
- Late, not in yet and absent come from shifts: the published roster, or a weekly fixed shift on days the roster doesn't cover. Someone is late when they clock in after their shift's start and its grace period, and not in yet once their shift has started without them. They're absent only once their shift has ended with no clock-in, and never on approved leave or a public holiday you observe. A rostered day with no shift is a rest day. Shifts come with Growth and above; without one, Agoo never calls anyone late or absent.
- Left early shows when someone's last clock-out was before their shift's end by more than the early-leave grace in your rules.
- On a public holiday, Today says so: nobody is counted absent, and time anyone works is still counted.
- Choose a site, or go back a day with the arrows, to see a past day: who came in, when they left and how long they worked.
- Filter by In, On break, Left, Late, Not in or On leave, or search by name, job or department. Select a person to open their attendance.
Approve timesheets
Attendance → Timesheets is where each period's timesheets are approved and locked, on every plan. Choose the period, see each person's status, totals and what's left to fix, then Approve several at once, Send back one with a note, or Reopen an approved one with a reason. Open a person for their totals, the steps, the history and every day with its punches. Once approved, the person's days in that period are locked: punches, leave, roster shifts and decisions on those days can't change until the timesheet is reopened. Line managers see Team timesheets. See Timesheets and payroll.
Make a payroll file
Attendance → Payroll (Pro and above) turns a period's approved timesheets into one CSV or Excel file for payroll, for the whole organisation or chosen sites. Each hour and day is under your own pay code, with each person's employee number, name, department and site; an Excel file adds each day and a sheet of notes. Agoo lists anyone not in the file and why, and won't make a file while any time has no pay code. Every file is kept to download again, and a timesheet reopened after its file was made comes back in the next file as a correction. The page also holds your pay codes and your own layouts. HR, Owners and Admins make payroll files. See Export for payroll.
Export daily hours
Open Attendance → Daily hours
Choose the dates (this week, last week, this month, last month, or your own dates, up to three months), and a site or one person if you like. Each row is a person, with the days they worked, their hours and overtime, late starts and anything to look at. Select a person to see each day, and a day to see its punches. A day in an approved timesheet shows a lock, with a link to that period's timesheet.
Check the flags
Missing clock-outs aren't counted: Agoo pairs each clock-in with the next clock-out within 24 hours and never guesses one. A day with one missing offers Add the clock-out right there (see Add a missed punch). Filter by Needs a look to see only the people with something flagged.
Export
Choose Export, then CSV, Excel or PDF. The file has the worked time per person and day (as hours and minutes, and as decimal hours for payroll), already net of unpaid breaks, with each day's paid break, unpaid break and where the unpaid one came from (automatic, clocked out or punched), the nursing hour taken and the breaks to look at, the day's counted, regular and overtime hours, rest-day and holiday work, extra time waiting or not approved and, if you count it, night time, with totals for each person (see the export's columns), and every punch, with how it was made, its checks, reviews, voids, and who added or corrected it and why. Each export is recorded in the audit trail.
Review flagged punches
Attendance → Needs review has two lists, for the last 14 days (or 7, or 31), a third once people punch their breaks, and a fourth when extra time is waiting.
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Waiting for review: punches made by PIN, badge or card after the kiosk couldn't match someone's face (see Face clock-in). Accept keeps the punch; Reject voids it, with your reason. You can accept several at once. Until they're reviewed, the menu shows how many are waiting.
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Worth a look: punches that count as they are but deserve a glance: a phone outside the site's area (let through on the site's Wi-Fi), no location, not on the site's Wi-Fi, a clock-in with no clock-out, a clock-out with no clock-in before it, a punch that synced over an hour late, or a flag raised by the device.
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Breaks to look at: days whose break was left open (Add the End break puts it right), ran long, came up short of the scheduled break, or a long day with no break at all. Nothing is corrected by itself.
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Extra time waiting: days with time past the day's hours that you can decide, with Approve, Approve part and Decline on each, as on Overtime.
Where a punch has a selfie, Open the selfie shows it. Opening one is recorded in the audit trail.
Add a missed punch
When someone forgets to clock in or out, or the kiosk was down, a manager adds the punch they missed, with a reason.
Find the day
In Daily hours, a day with a missing clock-out offers Add the clock-out; open any day for Add a missed punch. You can also start from Add a missed punch on the person's attendance, or from a "No clock-out" punch in Needs review.
Say when, and why
Choose a clock-in or a clock-out, the day and time it happened (in the site's time), the site, and your reason, such as "Forgot to clock out at the gate". The reason is required: the person sees it, and so does anyone who reads the timesheet.
Add it
The punch counts like any other: worked time, lateness from their shift, the summary and your exports. It's marked Added by you, with your reason and when you added it, everywhere it's listed, and in the files and connected systems that receive punches (its method is "Added by a manager"). The person gets a notification in Agoo Workspace, and sees it in Me. Adding is recorded in the audit trail.
Agoo keeps the sequence sensible. The time must have passed and be in the last 31 days. A clock-in can't fall while the person was already clocked in, a clock-out needs a clock-in in the 24 hours before it that nothing has closed yet (add the clock-in first when both are missing), and no two punches can be within a minute of each other. Nobody adds or corrects their own punches, except Owners.
Correct a time
If a punch happened but its time is wrong, such as a kiosk that was restarting, choose Correct the time on it, then the right day and time, and your reason. Nothing is edited: the wrong punch is voided with your reason, and a punch at the right time replaces it, marked Corrected by you. Both stay listed, linked to each other, so anyone can see what changed, when and why. The person is told in Agoo Workspace, and the correction is recorded in the audit trail.
Void a punch
If a punch shouldn't count at all, such as someone clocking in twice at the kiosk, open it in Daily hours or the person's attendance and choose Void, with your reason. The punch is never deleted or changed: it stays in the list, struck through and marked with who voided it and why, and stops counting everywhere (worked time, lateness, the summary and the evacuation list). Voiding is recorded in the audit trail.
Managers with Manage shifts, corrections and leave add, correct and void punches, at the sites they look after.
Days in an approved timesheet are locked
Adding, correcting, voiding or reviewing a punch, changing leave or a roster shift, and deciding extra time or an absence on a day in an approved timesheet are refused until someone reopens the timesheet, with a reason. Clock-ins from kiosks and phones still arrive: they're kept, and the timesheet says it changed after it was locked.
Authorise an absence
When someone's shift ended with no clock-in, they show as Absent. If they had a good reason, select Authorise beside them on Today, in Daily hours or on their attendance, and choose:
- Authorised, paid, such as a doctor's appointment you agreed;
- Authorised, unpaid, for time off you allowed without pay;
- Unauthorised, to put it back as Agoo recorded it.
Authorising needs a short note. The decision stays with the day, shows in Daily hours and its export, and on their timesheet, and is recorded in the audit trail with who made it. Whoever manages attendance at the person's sites can decide, and so can their line manager. Nobody decides their own.
If they did come in and forgot to clock in, add the missed clock-in instead: the day becomes a worked day.
Your team
If people report to you, Today has Everyone and My team, so you can see just your own people. A manager whose role doesn't show everyone's attendance, such as an Employee who runs a team, sees My team, Team daily hours and Team timesheets in the menu: their own people, at every site, with the same authorising of absences, and decides their team's extra time on Overtime and approves their timesheets. See Managers and HR.
Breaks
Daily hours shows each day's breaks beside its worked time: "30 min paid" counts as worked, "1 h unpaid, automatic" came off because your rules have a day in two parts, "42 min unpaid, clocked out" is time the person spent clocked out, which was never counted, and "42 min unpaid, punched" is a break they punched, which replaced the automatic one. A nursing break shows as "58 min nursing, paid", and a day whose breaks need a look says why: Break not ended, Long break, Short break or No break recorded. You can add a missed Start break or End break the same way as a missed clock-out. Each person's row has their unpaid breaks for the period, and Hours worked says how much came off.
Leave
Attendance → Leave is where HR keeps leave, on every plan. It has six tabs:
| Tab | What it's for |
|---|---|
| Requests | Leave waiting for approval, who is on leave now, upcoming and past leave; Record leave for someone |
| Approvals | Waiting for you (what you can decide now, with each request's steps), Decided by you, All waiting for HR and attendance managers, and Cover while you're away to name a deputy |
| Calendar | A month by site, with public holidays and closed days shaded |
| Balances | Each person by type: entitled, carried over, taken, adjusted, expired, the balance, booked and waiting |
| Types | Your leave types, starting from Ghana's eight, with their allowances, carry-over, certificates and approval |
| Year end | What would happen if the leave year ended today, and every year end so far |
On Today, Daily hours and timesheets, approved leave shows on the person's working days, and a weekend inside annual leave stays a rest day. Days of certified sickness during annual leave show as sick leave. A person's attendance has a Leave panel with their balances, every line behind them and their requests. To a line manager, private kinds of leave, such as sick or maternity leave, show as Away on Today, Daily hours, timesheets and the roster.
Home shows how many leave requests are waiting for you, and the bell tells you when one arrives. Who approves leave in Attendance → Settings chooses the steps, how long a request waits before it moves up (If nobody decides) and the daily summary; approvers name a deputy for the days they're away under Cover while you're away. See Leave.
Rosters
Attendance → Rosters (Growth and above) is the planner for each site: people down the side, a week, fortnight or four weeks across, and shifts you drag to move, copy or resize, by mouse, keyboard or touch, with Find someone to narrow a long list. Patterns and rotations fill it eight weeks ahead, or Import brings in a spreadsheet as drafts. Each shift carries its warnings, including the Labour Act's rest and consent rules. Nothing reaches staff until you Publish, which shows what changed and how many shifts carry each warning, and tells each person once, in Agoo Workspace or by email. Print lays the roster out on A4 for the notice board. Today, Daily hours and shift reminders follow the published roster.
Open shifts and swaps lists, for the site, the open shifts and their claims, the swaps and claims waiting for a decision, offers still out and what was decided lately. Approve or decline from there, or in the Workspace app's Team → Approvals. A person's page in People has their Roster across every site, where HR records consent to night work or overtime. See Rosters.
Overtime
Attendance → Overtime is where managers decide extra time, on every plan: time someone worked past the day's hours, or on a rest day or public holiday outside a published shift, while your rules ask for approval. Each day shows the person, the site, their shift or standard day, their first clock-in and last clock-out, the counted time, the day's hours and the extra time.
- Approve counts it all; Approve part counts the minutes you choose; Decline needs a reason the person sees. Select several to approve them together. Undo puts a decision back to waiting.
- Waiting lists the oldest day first; Decided shows who decided, when and their note. Filter by site, by dates (up to three months at a time) or by My team.
- You decide for your own team (as their line manager, or further up) and for people at the sites where you manage attendance. Nobody decides their own, except Owners. Each decision is recorded in the audit trail as Decided extra time.
- The menu, the bell and Home's Waiting for you show how much extra time is waiting for you, and line managers get a notification on their phone and a morning email while some waits.
How a day is counted, weekly overtime, averaging and work-rule sets are on Shifts and overtime.
Days being worked out
Agoo works out each person's day from their punches, shift (on the published roster, or their weekly fixed shift), leave, the public holidays and your rules, including overtime, within seconds of any change, including a roster you publish. Straight after a change, a day can show Updating in Daily hours for a moment, with its punches' own numbers until it's done.
A person's attendance
Open someone from Today, Daily hours, their timesheet, the review queue, or Their attendance on their page in People. You see their hours and overtime, a typical day, late starts, missing clock-outs, absences and flags for the period, the work-rule set they follow, how they usually clock in, and every day with its punches and breaks, including days they were absent, on leave or on a holiday, with each day's overtime, extra time and its decision, rest-day or holiday work and night time. Export it the same way as Daily hours; the export has each day's status, breaks, overtime and any early leave.
HR, Owners and Admins also see Nursing hour there: switch it on for a nursing mother from a date, for up to a year (Labour Act, s.57), change the dates or switch it off. When her approved maternity leave has ended, Agoo suggests it. It's paid and never taken off worked time, and each change is in the audit trail. She sees it too; her manager doesn't.
Clock-in posters
A clock-in poster is a tracked QR code for a site's staff entrance. Scanning it opens a page that tells staff to clock in with Agoo Workspace on their phone, with a link to get the app. The poster itself never clocks anyone in: phone clock-in checks the person is at the site, and the kiosk's own code changes every 30 seconds so a printed copy can't stand in for being there.
Make one from Attendance → Settings → At each site, from Clock-in poster on Today, or from the site's page in Settings → Sites. It counts as one of your tracked QR codes, and stops working if the site is removed.