Attendances

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Overview

Knowlix Attendances functions as a digital time clock for your workforce. Employees check in and out using a kiosk device, a dedicated kiosk mode on any browser, or directly from the Knowlix interface. Managers monitor who is currently on-site, review attendance histories, identify overtime, and flag discrepancies for correction before payroll runs. Key features:

• Kiosk-based physical check-in with PIN or badge support
• Browser-based check-in for desk workers
• Automatic check-out after configured tolerance period
• Overtime calculation with configurable tolerances
• Absence logging linked to time off records
• Attendance approval workflow

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Access Rights

Without Attendances access: Any Knowlix user can check themselves in and out using the status icon in the top navigation bar (red circle for checked-out, green circle for checked-in). All users can also view their own attendance records from their employee profile. With Administrator access: Full access to the Attendances module including all employee records, kiosk mode, reporting, and configuration settings. Approvers: A manager assigned as an attendance approver for specific employees can view and modify attendance records for those employees only, without needing full administrator rights. Set the approver in the employee record under the Work Information tab in the Approvers section. To configure access, go to Settings > Users > Manage Users, open a user’s profile, and find the Attendances field under the Human Resources section in Access Rights.

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Configuration

Navigate to Attendances > Configuration to set up attendance behavior. Settings marked with a building icon are company-specific. Settings without that icon apply to all companies in the system.

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Check-In Modes

Attendances from Backend - when enabled, employees can check in and out directly from the Knowlix interface without using a physical kiosk. Disable this to enforce kiosk-only check-in. Automatic Check-Out - automatically logs employees out after their scheduled working hours end, plus a configurable tolerance buffer. Useful for preventing open-ended attendance records when employees forget to check out. Tolerance - the time buffer (in hours) before automatic check-out triggers. For example, with a 2-hour tolerance, an employee scheduled until 5:00 PM is automatically checked out at 7:00 PM if they haven’t done so manually. Absence Management - when enabled, any gap between scheduled working hours and actual attendance records is logged as an absence on the attendance report. These are separate from approved time-off requests.

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Extra Hours (Overtime) Settings

Tolerance In Favor of Company - overtime under this threshold (in minutes) is not counted. If an employee works 14 extra minutes and the tolerance is 15 minutes, no overtime is recorded. If they work 17 extra minutes, all 17 are counted. Tolerance In Favor of Employee - a grace period (in minutes) that protects employees from minor undertime. If an employee’s total hours are less than their scheduled hours but within this tolerance, they are recorded as having worked their full schedule. Extra Hours Validation - choose how overtime is approved:

• Automatically Approved - all logged overtime is approved immediately
• Approved by Manager - overtime must be reviewed and approved by a manager before it counts

Display Extra Hours - when enabled, the accumulated overtime balance is shown to employees when they check out via kiosk or from the browser.

Note: Approved extra hours can be applied toward time off requests, allowing employees to offset overtime against future leave.

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Attendance Overview Dashboard

When opening the Attendances module, the Overview dashboard displays all attendance records the current user has permission to view. Toggle between Gantt view (visual timeline) and List view (data table) depending on your analysis needs. Use the date navigation to browse specific periods. Click Focus Today to return to the current date. Records with errors appear highlighted in red, indicating they need review. Common error causes include records with a check-in but no check-out, or entries spanning an unreasonably long duration.

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Kiosk Mode

Physical check-in kiosks provide a touchscreen interface for employees who don’t work at desks. Open kiosk mode from Attendances > Kiosk Mode on a tablet or monitor mounted in a common area. Employees identify themselves using one of the configured methods:

• PIN code - enter a personal 4-digit PIN
• Badge scan - swipe an NFC card or scan a barcode
• Employee name search - search and select from a list

After identifying themselves, the employee taps Check In or Check Out depending on their current status. The kiosk displays their name and the current time to confirm the action was recorded. Kiosk configuration (under Attendances > Configuration): Kiosk Mode - choose the identification method(s) available at kiosks:

• Badge or PIN
• PIN only
• Badge only

Employee PIN - enable or disable PIN-based identification Kiosk Delay - the time (in seconds) before the kiosk returns to the welcome screen after an action Display Time - show the current time on the kiosk welcome screen Attendance Reminder - send a reminder notification to employees who are still checked in past their expected end time

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Checking In and Out from the Browser

When backend check-in is enabled, employees use the status circle in the top navigation bar of any Knowlix screen:

• Green circle (Available) - click to check out
• Red circle (Not available) - click to check in

A confirmation dialog shows the action and timestamp. The check-in or check-out is recorded immediately.

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Filtering and Grouping Attendance Records

Use the search bar filters and groupings on the Overview dashboard to analyze specific attendance patterns: Useful filters: Useful groupings:

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Managing Attendance Records

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Editing Individual Records

Open any attendance record from the Overview or reporting views to review and edit the check-in and check-out times. Administrators and approved managers can make corrections. Common corrections needed:

• Employee forgot to check out (set check-out time manually)
• Employee checked in from wrong kiosk (update location)
• Duplicate records from kiosk errors (delete the extra entry)

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Overtime Approval

When overtime requires manager approval, navigate to Attendances > Manager > Extra Hours to review pending requests. Approve or reject each overtime entry. Approved overtime can be allocated toward time off balances.

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Reporting

Access attendance reports from Attendances > Reporting. Attendance Analysis - shows check-in/check-out hours, overtime, and underhours per employee across any date range. Group by department, work location, or time period. Key metrics available:

• Total hours worked
• Expected vs. actual hours
• Overtime accumulated
• Number of absences
• Late arrivals and early departures

Export reports to spreadsheet format for payroll system integration or HR review.

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Best Practices

Enable automatic check-out with a reasonable tolerance to prevent open-ended records from distorting payroll calculations. Review the Errors filter weekly so discrepancies are corrected before they accumulate. Use the “At Work” filter at the end of each day to verify the premises are cleared. Configure overtime approval to require manager review if your payroll policy requires sign-off on extra hours. Train employees to check out even for short breaks to maintain accurate records. Your Knowlix: “Who is currently checked in?” or “Show me employees with overtime this week” or “List all attendance errors for this pay period” or “Which employees have worked more than 45 hours this week?”