Attendance

Attendance is built for staff who clock in on attendance machines: ZKTeco, Hikvision and Dahua fingerprint, face and card terminals. The machine sends each clock-in to Kaydro within seconds, and Kaydro works out who is late, who left early, who is absent, the hours worked and the overtime. Marking somebody by hand is kept for HR corrections.

Attendance is an add-on that Kaydro switches on for you, on top of Employees. Tick I also want attendance machines when you sign up, or later go to Settings → Apps and click Request this app on Attendance. Its screens (Today, People on machines, Roster, Requests, Reports, Machines, Settings) are for owners and managers; Check in is for everybody.

Only need HR, payroll and attendance? A company that keeps its accounts or till elsewhere can take Kaydro for its staff alone: the HR 10, HR 25, HR 50 and HR 100 plans, priced by the staff covered (from KES 1,999 a month, or ten months for a year). HR and Attendance come switched on, users are unlimited so every employee sees their own payslips, and Settings → Billing shows how many staff the plan covers. Someone marked as left frees their place.

Connecting a ZKTeco machine

Most ZKTeco machines sold in East Africa (MB360, K40, uFace, iFace, SpeedFace and others) reach Kaydro through their Cloud Server setting.

1. In Kaydro, go to Attendance → Machines → Add a machine. Choose ZKTeco, type the serial number (on the machine: Menu → System Info → Device Info) and a name, such as "Gate 1".
2. Connect the machine to your router with a cable, or to Wi-Fi if it has it.
3. On the machine, open Menu → COMM. → Cloud Server Setting. Turn Enable Domain Name on, set Server Address to clock.kaydro.com and Server Port to 80, and leave the proxy off. Newer machines with HTTPS can use port 443.
4. Check the machine's date and time under Menu → System → Date Time.
5. Within a minute the card in Kaydro says Connected, with the firmware and how many people are on it.

If it stays on Waiting for its first call, check the serial number, the address, the port, the cable and the router's internet, in that order.

Hikvision and Dahua: add the machine the same way, choosing its make. Its card shows the address to type into the terminal's own HTTP settings, as parts or in one box. Treat that address like a key.

No internet at the machine? Click Import clock-ins from a file on the Machines tab. It reads the machine's USB file or the Excel or CSV export of its own software. The same file imported twice is read once.

Who is who on the machines

A machine knows a person only by a number. By default the number on the machine is the person's staff ID, so set staff IDs once. Attendance → Settings → Number on the machine can use the phone number or the next free number instead.

Attendance → People on machines lists everyone enrolled and how each is matched: linked by staff ID or phone, suggested when the name fits exactly one employee (Link, or Link all suggested), or not linked (Link, Someone else, New employee from this). Clock-ins a number already sent come with it once linked. Staff on no machine are listed too, each with Send to the machines.

For a new ZKTeco, click Send staff to the machine on its card, then each person enrols a face or finger on the machine (User Mgt). Or enrol them first and click Read the people on the machine.

Today and Machines

Attendance → Today refreshes every 30 seconds.

• Counts: In out of expected, Late (with the average), Not in yet, On leave, No clock-out the day before, Overtime to approve.
• Clock-ins as they happen: who, In, Out or Late, the machine, and face, finger or card. A number nobody has shows Who is it?.
• Needs a person: forgotten clock-outs, unknown numbers, overtime, a silent machine, correction requests, people without a shift.
• Everyone: first in, last out, hours against the shift, status. Names open profiles.

Click Correct on a row to change a day. Give a reason; your correction stands even if a machine sends something different later. Today is never counted absent.

Attendance → Machines shows each machine as Connected, Quiet, Stopped sending or still waiting, with today's clock-ins, the people, faces and fingers on it, and whether its clock is right. A ZKTeco card also has Fetch clock-ins (for days before it was connected or while it was offline), Set its clock and Restart. A ZKTeco unplugged for a while sends its stored clock-ins by itself when it is back.

A machine with the wrong time makes every clock-in wrong by the same amount. When its card says the clock is off, click Set its clock or fix it on the machine.

Settings

Attendance → Settings is set up once, in order.

1. Work hours (shifts): start, end, working days, grace and unpaid break. Give a usual shift to many people in one press. Without a shift, lateness and overtime cannot be worked out.
2. People: staff ID, department and section, shift, number on the machine.
3. Workplaces: each place, with a radius. Here, where I stand fills in the point.
4. Public holidays: nobody is absent, nothing comes off pay, working one is all overtime. Add this year's fixed holidays for Kenya or Somalia; add Eid by hand.
5. Rules and payroll:
   • Late means in after the shift's start by more than its grace (10 minutes by default); left early and overtime work the same at the end.
   • Absent means a working day that is over, with no clock-in and no approved leave.
   • A night shift from 22:00 to 06:00 is one working day.
   • Overtime approval is on: only approved minutes are paid, in full or in part.
   • Lateness in pay is off; turned on, late minutes are deducted after a number of free minutes a month.
   • Attendance goes into payroll is off until you turn it on (see Payroll).

Roster, Requests, Reports and Check in

• Roster: a week's grid. Give somebody another shift, or Off, for one day. Copy last week saves typing.
• Requests: corrections staff asked for, with times and reason. Approve or refuse.
• Reports: any dates, as Summary, Day by day, Every clock-in, Late arrivals, Overtime or By department, in Excel, CSV or Print / PDF.
• Check in: one button on the phone, for staff away from a machine. With workplaces set, the phone must be within a workplace's radius, or Kaydro says how far away it is.

Kaydro alerts managers after the first shift starts and when a machine stops sending, and staff who forgot to clock out.