The Shift Schedule feature is used to assign and manage employees' working shifts within a specified period, typically by year. The assigned schedule is used by the system to calculate attendance-related information. Ensure the required shift and attendance rule have been created before setting up a shift schedule. Refer to Shift Maintenance and Rule Maintenance detailed setup instructions. Steps to Setup Shift Schedule: Go to Human Resources > Shift Schedule. Click Wizard at the top right corner. Select the preferred method for the shift to be assigned to the employee on the wizard page: Standard – suitable for offices/companies with fixed schedules throughout the entire year. Roster – Suitable for offices with contract workers or restaurants with alternating schedules on a monthly basis. Click Next. Enter the details: Year – Select the year for the schedule Shift – Select the shift created at Shift Maintenance. Skip Holidays – Enable if applicable. Ship Rest Days – Enable if applicable. Override Existing – Enable if applicable. Click Next. Select the employee(s) to be included in the schedule. Click Apply.  The shift will be created.

Users may update or change the assigned shift schedule for employees when there are changes in working arrangements or scheduling adjustments. Steps to Change Assigned Shift Schedule: Go to Human Resource > Shift Schedule. Locate the employee and click on the date where the shift needs to be changed. The list of available shift rules will be displayed. Select the relevant shift to update the schedule. You may also drag and drop the rule from the list into the schedule.

The Attendance Transaction feature allows users to amend an employee's attendance records by updating the clock-in time, clock-out time, and working hours. This is useful when attendance records are incorrect due to missed clockings, device issues, or administrative adjustments.  Steps to Amend Clock Transaction: Go to Human Resources > Attendance Transaction. Filter and select the From and To date and click Load. Locate the employee and click the 00:00 value under Work Hrs. Enter the corrected time in the Shift Clock In and Shift Clock Out fields. Click Apply. The updated records will be reflected in the Actual Clocks column.

The Attendance Map allows admin users to view employees’ clocking locations based on their attendance records. It helps verify where employees clock in and clock out using geolocation data. Steps to View Attendance Map: Go to Human Resources > Attendance Map. Select the employee and filter by the From and To date range of the attendance transaction. The attendance timeline will be displayed on the left panel showing clock-in and clock-out records. Red Dot – Clock Out Green Dot – Clock in Click on the map points (dots) to view additional information, including clocking notes and clocking coordinates (location data).

Employees may clock in or out using Offline Mode when an internet connection is unavailable. These offline clocking records require review to ensure attendance data is accurate and to prevent invalid or suspicious attendance entries.  Steps to Approve Offline Clocks: Go to Tools > Attendance Transaction. Approve or reject the Offline Clocks: Click the tick icon to approve Click the cross icon to reject.

The Face Recognition feature allows you to upload an employee's photo for identity verification during attendance recording. The system compares the employee's face against the registered image when performing clock-in and clock-out activities. For accurate recognition, ensure the employee's photo is clear and up to date. Steps to Setup an Employee’s Face Recognition Feature: Go to Payroll > Employee Maintenance. Locate the employee and click the pencil icon next to the employee’s name. Ensure Face Recognition is enabled at the Employee tab. Go to the Face Recognition tab. Click on Click to upload. Select a photo from your device and click Open. Click Save changes to apply. ℹ️ Tip:  Click Clear Photos to remove all uploaded images. Ensure the uploaded photo clearly shows the employee’s face for accurate recognition.  Avoid blurry or obstructed images to improve detection accuracy.

The Attendance Approval History feature allows users to review the approval history of claim applications. This helps administrators and HR personnel track approval actions, review approver decisions, and maintain an audit trail of claim requests. Steps to View Approval History: Go to Human Resources > Attendance Approval History. Define the filters if required: Employee Status Year ℹ️ Note: Leave the filters blank to view approval history for all employees and claim types. Click Search to load the records. Locate the attendance request you wish to review. The attendance approval history will be displayed accordingly.

The Missing Clock Request feature allows employees to submit a request when they forget to clock in or clock out.  Instead of requiring an administrator to manually update the attendance transaction, employees can submit the missing clock information for approval through the Web Portal or AC HRMS Mobile App.  Employees are required to update the AutoCount HRMS Mobile App to the latest version to use the Missing Clock Request feature.  This feature is not supported in the Classic View. Once the request is approved, the attendance record will be updated automatically and included in attendance calculations such as working hours, lateness, overtime (if applicable), and other attendance-related calculations. Submission Rules Employees may only submit a Missing Clock Request under the following conditions: The request must be for a past date and time/ earlier than the current time. Example: Current time: 10:45 PM 10:44 PM — Allowed 10:45 PM — Not Allowed 10:46 PM — Not Allowed This prevents employees from submitting future clock times. Notes A Missing Clock Request requires approval before it affects attendance records. Rejected requests will not update the attendance transaction. i. For Employee How to Submit a Missing Clock Request using AC HRMS Mobile App 1. Go to Attendance. 2. Tap Request. 3. Select Missing Clocks and tap “+”. 4. Complete the required information: - Date > Select the attendance date with the missing clock. - Clock Time > Enter the actual clock-in or clock-out time. - Attachment (Optional) > Upload supporting documents (PDF, JPG, PNG, DOC, maximum 3MB). - Reason > Provide the reason for the missing clock. 5. Tap “✓” to submit the request. How to Submit a Missing Clock Request using Web   1. Go to Attendance Request. 2. Click New Request. 3. Select Missing Clock Request. 4. Complete the required information: Date > Select the attendance date with the missing clock. Clock Time > Enter the actual clock-in or clock-out time. Attachment (Optional) > Upload supporting documents (PDF, JPG, PNG, DOC, maximum 3MB). Reason > Provide the reason for the missing clock. 5. Click Save to submit the request. ii. For Subscriber/ Payroll User/ Approver Approval Process The Missing Clock Request follows the same approval workflow as Overtime Request and Shift Adjustment Request. After the employee submits the request: The request is sent to the designated approver based on the Attendance approval settings. The approver reviews the request and either Approves or Rejects it. Once approved, the missing clock record is automatically updated in Attendance Transaction, and the attendance will be recalculated accordingly (e.g., working hours, lateness, early out, overtime where applicable). If rejected, no changes will be made to the attendance record. Viewing the Approved Result a. My Team Attendance b. Attendance Transaction Once a Missing Clock Request has been approved, the updated clock record can be viewed in the following pages: a. My Team Attendance Managers and supervisors can view the approved clock record in My Team Attendance. The newly added clock-in or clock-out time will be reflected in the employee's attendance details. b. Attendance Transaction Administrators can view the updated attendance record in Attendance Transaction. The approved clock entry will be included in attendance calculations such as working hours, lateness, early out, and overtime based on the attendance rules. The attendance record is automatically recalculated after the Missing Clock Request is approved. No manual update in Attendance Transaction is required. By ChenOng 260717