Time & Attendance

Applying for Work from Home (WFH)

Once WFH has been enabled for employees, employee can mark their attendance using WFH request in following 2 ways:

From Dashboard:  Employee can see ‘Work from Home’ option under ‘Attendance’ section on their dashboard. Employees can click on this button to indicate that they would be working from home (a.k.a. placing WFH request).

From Attendance Section: Employee can go to My Time >> Attendance and view ‘Work from Home’ option under ‘Actions’ section.  Employees can click on this button to indicate that they would be working from home (a.k.a. placing WFH request).

Related: How do I enable Work from Home (WFH)?

If you are facing any issues with placing WFH requests, write to support@keka.com.

Approving Work from Home (WFH) requests

For Reporting Managers

To approve Work from Home (WFH) requests from your team (if you are Reporting Manager), follow the steps below:

Step 1: Go to My Team >> Attendance

Step 2: Under ‘WFH Approvals’ you can view all approval requests pending.

Choose to review and approve/reject WFH requests.  You can also choose to add your comments while approving or rejecting the request.

For Global/HR Admins

If you are a Global/HR admin, you can approve WFH request of an employee by following the steps below:

Step 1: Go to employee’s profile

Step 2: Once on employee’s profile, go to Time >> Attendance >> Attendance Request

Step 3: On the screen that appears, you can view all the pending WFH requests and take action on them.

If you are not able to approve/reject WFH requests, write to support@keka.com.

Assigning Work from Home (WFH) privilege to specific employees

IMPORTANT: Before you can assign Work from Home (WFH) to specific employees, you need to enable Work from Home (WFH) and its restriction rule from Settings.

To enable Work from Home (WFH) and its associated restriction, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘WFH’ tab.

Click on the 1st option that says ‘Enable work from home’ and click on ‘Save’ button.  This will enable the Work from Home (WFH) option for your employees.

Now select the 2nd option ‘Allow only employees who have WFH enabled in their profile’, and click on ‘Save’.  This will now restrict Work from Home (WFH) option to only those employees who are having it enabled in their profile.

To enable Work from Home (WFH) option in employee’s profile, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Job’ tab of the employee’s profile

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘WFH’ status of the employee.

Step 4: To allow Work from Home (WFH) to the selected employee, select ‘Allow WFH’ from the dropdown under ‘WFH’.  You can also manage approval restrictions from the dropdown on the same screen.  Once done, click on ‘Update’ for the changes to take affect.

The employee has been assigned the privilege to Work from Home.  You can repeat these steps to assign WFH to other selective employees in your organization.

In case you are not able to assign Work from Home (WFH) to specific employee, write to support@keka.com.

Yes, you can restrict number of time employees can request for Work from Home (WFH).  Do configure this, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘WFH’ tab.

Click on the 1st option that says ‘Enable work from home’ to enable the Work from Home (WFH) option for your employees.

Step 3:  Check the 4th option, ‘Limit employee to submit a maximum of X WFH requests in a calendar Week/Month’ to restrict number of WFH instances employees can avail. This X is the number of times an employee can request for Work from Home (WFH).

In case you are having trouble restricting Work from Home (WFH) requests, write to support@keka.com.

Enabling Work from Home (WFH)

To enable Work from Home (WFH) for your employee, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘WFH’ tab.

Click on the 1st option that says ‘Enable work from home’ and click on ‘Save’ button.  This will enable the Work from Home (WFH) option for your employees.

Additional restrictions you can do on the above screen:

• Selective Employee can do Work from Home (WFH) – Check 2nd option ‘Allow only employees who have WFH enabled in their profile’, and this will let only those employees opt for work from home who are having it enabled in their profile.
• Approval for WFH requests – In case you want your employees Work from Home (WFH) requests to be approved by reporting manager/admin, before their attendance are marked for the day, check option ‘Require approval from reporting manager or a HR admin for WFH’.
• Limit number of WFH requests made by employees – Check the 4th option, ‘Limit employee to submit a maximum of X WFH requests in a calendar Week/Month’ to restrict number of WFH instances employees can avail.

In case you are having trouble enabling Work from Home (WFH) for your employees, write to support@keka.com.

While reviewing Remote clock-in approval requests:

When you have a Remote clock-in request pending for approval, you can click on the location pin to view the location from where the remote clock-in has been done

While viewing employee’s attendance:

Keka records the location of employee based on the IP address (in case remote clock-in is done from web interface) and/or GPS (in case of mobile app), and this will be indicated by a clickable location pin alongside the attendance bar

On click of the location pin, you will be able to view the location from where the employee did the remote clock-in

Location not showing up for Remote clock-in by employees? Write to support@keka.com.

Web clock-in and Remote clock-in are 2 different features and are not synchronous in any way.

Web clock in usually used by organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be accessed by employees (logged in) on web browsers.

Web clock-in is recommended for those organizations that either want to restrict employees to mark their attendance only when in office premise or (organizations) are not concerned about the location of employees when marking their attendance.  This is because the web lock-in locations are IP address based and thus can be different from actual location at times based on ISP.

Related: How do I enable web clock-in?

Remote clock-in on the other hand is meant for organizations that have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop) as well as Keka mobile app.

Remote clock-in can either be used from web or from mobile app of Keka and are always in sync irrespective of the mode of clock-in.  It is recommended for those organizations that want to track the exact location* of their employees when they are doing clock-in.

*Location is exact when the clock-in/clock-out is done from Keka mobile app

Related: How do I enable remote clock-in?

Confused if your organization should use Web clock-in or Remote clock-in?  Write to support@keka.com, and the folks might be able to help you out.

Approving Remote clock-in requests

For Reporting Managers

To approve remote clock-in requests from your team (if you are Reporting Manager), follow the steps below:

Step 1: Go to My Team >> Attendance

Step 2: Under ‘Remote Clock-In Approvals’ you can view list of all approval requests pending.  On selection of a request, you can view the details on right hand side.

Choose to either review and approve/reject one request at a time, or use the checkbox on left to take bulk action of approval/rejection.

For Global/HR Admins

If you are a Global/HR admin, you can approve remote clock-in request by following the steps below:

Step 1: Go to employee’s profile

Step 2: Once on employee’s profile, go to Time >> Attendance >> Attendance Request

Step 3: On the screen that appears, you can view all the pending requests for remote clock-ins and take actions

If you are not able to approve/reject remote clock-in requests, write to support@keka.com.

As of now, Keka app does not support remote clock-in when there is no active data (internet) connection.  But our team is working hard to bring this feature to Keka mobile app very soon.  You will hear about this as soon as this feature is live.

You can also keep a watch on FAQs for regular updates.

Remote Clock-in/Clock-out

• Remote clock-in/Clock-out using web interface:

To do a Remote clock-in from your web browser, follow the steps below:

Go to Dashboard >> Attendance, and you can find ‘Remote clock-in’ button.  Click on this button to clock-in

Once the Remote clock-in button is clicked, your time starts getting tracked and you can do the Clock-out once you are done with the work.

Alternatively, you can also go to My Time >> Attendance

And find ‘Remote clock-in’ link on the right hand side. Click on this link to do the clock-in

Once you are done with your work, you can click on ‘Remote clock-out’ button

• Remote clock-in/Clock-out using mobile app:

To do a Remote clock-in from your mobile app, follow the steps below:

Step 1: Login to Keka mobile app and you will see the Home screen

Step 2: Go to Me tab and tap on ‘Attendance’

Step 3: You will see option to clock-in and the location from where you are going to be clocked-in, tap on Clock-in and your attendance will be recorded

Step 4: Once done with work, don’t forget to clock-out by tapping the clock-out button

Note: For exact location, please turn on location service (a.k.a GPS) of your device when doing remote clock-in/clock-out using mobile app.

Related: How do I enable remote clock-in?

Related: How do I assign remote clock-in to specific employees only?

Having trouble with remote clock-in? Write to support@keka.com.

Location Tracking for Remote Clock-in

Remote clock-in on Keka can be done in 2 ways:

Web interface of the site

When an employee does the Remote clock-in using the web interface, the location of employee is recorded based on the IP address assigned by the ISP (View your location based on IP address).

In most of the cases the location tracked using IP addresses is somewhat accurate, but can have huge variation at times, due to change in ISP servers.

Keka mobile App (iOS & Android)

When an employee does a Remote clock-in using mobile App, the location is tracked using the GPS on his mobile device and thus the location is most accurate every time.

It is advisable to use Keka mobile app for remote clock-in to get the accurate location.

In case you are having trouble with getting the location, write to support@keka.com.

Assigning Remote Clock-in to specific employee

IMPORTANT: Before you can assign Remote clock-in to specific employees, you need to enable remote clock-in and its restriction rule from Settings.

To enable Remote Clock-in and its associated restriction, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Remote Clock-in’ tab.

Click on the 1st option that says ‘Enable Remote clock-in’ to enable the Remote clock-in option for your employees.

Now select the 3rd option ‘Restrict to employees who have remote clock-in enabled in their profile’, and click on ‘Save’.  This will now restrict remote clock-in option to only those employees who are having it enabled in their profile.

To enable remote clock-in option in employee’s profile, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Job’ tab of the employee’s profile

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Remote Clock-in’ status of the employee.

Step 4: To allow Remote clock-in to the selected employee, select ‘Allow Remote Clock-in’ from the dropdown under ‘Remote Clock-in’.  You can also manage approval and comment restrictions from the dropdown on the same screen.  Once done, click on ‘Update’ for the changes to take affect.

The employee has been assigned the privilege to do remote clock-in.  You can repeat these steps to assign Remote clock-in to other selective employees in your organization.

In case you are not able to assign remote clock-in to specific employee, write to support@keka.com.

Enabling Remote Clock-in

To enable Remote Clock-in for your employee, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Remote Clock-in’ tab.

Click on the 1st option that says ‘Enable Remote clock-in’ and click on ‘Save’ button.  This will enable the Remote clock-in option for your employees.

Additional restrictions you can do on the above screen:

• Comment mandatory when making remote clock-in – Check the 2nd option ‘Require comment when employee is doing a remote clock-in’, this will require employees to add a comment every time they do a Remote clock-in.
• Selective Employee can do remote clock-in – Check 3rd option ‘Restrict to employees who have remote clock-in enabled in their profile’, and this will let only those employees do remote clock-in who are having it enabled in their profile.

Related: How do I restrict remote clock-in to specific employees only?

• Approval for remote clock-in requests –

1. In case you want your employees remote clock-in requests to be approved by reporting manager/admin, before their attendance are effective for remote clock-in, check option ‘Yes, Employee requires approval’.  Also, see Who can approve/reject my remote clock-ins?
2. In case of no approval or notification required, check ‘No, Employee does not require approval’ and system will automatically consider the remote clock-in requests as approved and update the employee’s attendance.
3. In case of no approval required for remote clock-in but employee needs to notify his co-workers, check ‘No, Employee does not require approval, but need to notify his co-workers’ and system will automatically consider the remote clock-in requests as approved and update the employee’s attendance, while informing the co-workers (via. email) about the employees clock-in.

Related: How to approve remote clock-in requests submitted by employees?

 

In case you are having trouble enabling Remote clock-in for your employees, write to support@keka.com.

Many organizations have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop)

as well as Keka mobile app.

This also tracks the exact location* of employees from where the remote clock-in/clock-out is being done.  Remote clock-in is also recommended since the remote clock-in/clock-out done from both web and mobile app are in sync, i.e. if an employee has done a remote clock-in from web and moved away from the system (not having access to web interface of Keka anymore), he can still open his mobile app and clock-out, this will record his attendance as one cycle (one clock-in and its respective clock-out).

*Location is exact when the clock-in/clock-out is done from Keka mobile app

IMPORTANT: Web clock-in and remote clock-in are asynchronous, i.e. a Web clock-in can only be done from web interface and an employee is suppose to do a web clock-out from the web interface only.

Download Keka for iOS

Download Keka for Android

Related: How do I enable remote clock-in?

Have questions about Remote clock-in? Write to support@keka.com.

Approving attendance regularization (attendance adjustment) requests

For Reporting Managers

To approve attendance adjustment requests from your team (if you are Reporting Manager), follow the steps below:

Step 1: Go to My Team >> Attendance

Step 2: Under ‘Adjustment Approvals’ you can view list of all approval requests pending.  On selection of a request, you can view the details on right hand side.

Choose to either review and approve/reject one request at a time, or use the checkbox on left to take bulk action of approval/rejection.

For Global/HR Admins

If you are a Global/HR admin, you can approve attendance regularization by following the steps below:

Step 1: Go to employee’s profile

Step 2: Once on employee’s profile, go to Time >> Attendance >> Attendance Request

Step 3: On the screen that appears, you can view all the pending requests for attendance adjustments/regularizations and take actions

If you are not able to approve/reject attendance regularization requests, write to support@keka.com.

Attendance regularization or Adjust Attendance

IMPORTANT:  For employees to do attendance regularization or adjust their logs, HR/Admin needs to enable this option in Settings.

To do attendance regularization, follow the steps below:

Step 1: Go to My Time >> Attendance

Step 2: You can view your daily attendance under this section.  When you mouseover on any day’s attendance, you will find an option to ‘Adjust Logs’.  Click on this option if you wish to adjust attendance logs

Step 3: On the pop-up that appears you can choose to add, delete or update time logs.  Once done with adjustment, click on ‘Request’.

Your request might go to your reporting manager or admin for approval before taking affect.

Related Article: How do I enable web clock-in?

If you are not able to do attendance regularization, write to support@keka.com.

Marking attendance using Web Clock-in

Once web clock-in has been enabled for employees, employees can mark their attendance using Web clock-in in following 2 ways:

From Dashboard:  Employee can see ‘Web Clock-in’ option under ‘Attendance’ section on their dashboard. Employees can click on this button to do the web clock-in and clock-out (once clocked-in).

From Attendance Section: Employee can go to My Time >> Attendance and view ‘Web Clock-in’ option under ‘Actions’ section.  Employees can click on this button to do the web clock-in and clock-out (once clocked-in).

Related: How do I enable web clock-in?

If you are facing any issues with Web clock-in, write to support@keka.com.

Location tracking and viewing for Web clock-in

For Web clock-in services, the location of employee’s clock-in is tracked using the IP address assigned by the ISP (Internet Service Provider)*.

View your location

Whenever an employee does a Web clock-in from his Dashboard

Or, from My Time >> Attendance

Keka records the location of employee based on the IP address assigned by the ISP (View your location based on IP address), and this will be indicated by a clickable location pin alongside the attendance bar

On click of the location pin, you will be able to view the location from where the employee did the web clock-in

* Tracking attendance using IP address provided by ISP, at times, might show some discrepancy from the actual location of the employee.  This is because the server location of ISP might change from time to time and thus the location via. IP tracking.

Related:  How to do a web clock-in/clock-out?

Location not showing up for Web clock-in by employees? Write to support@keka.com.

Yes, your employees can do a Web clock-in in case they forgot to carry their ID card and are not able to mark their attendance on the bio-metric device.

To enable this feature, please follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Web Clock-in’ tab.

Click on the 3rd option that says ‘Allow web clock-in when an employee forget his ID card’ and click on ‘Save’ button.  This will enable the option for your employees to do Web clock-in whenever they forget their ID.

Once the settings are saved, your employee will see ‘Forgot ID?’ link on ‘Dashboard’

as well as under ‘My Time >> Attendance’

When the employee clicks on it, he is asked to enter comment/note, before submitting the request for Web clock-in

Once the request is submitted, the Reporting Manager and Admin gets this request, and can view and approve it by going to My Team >> Attendance.

In case you are having trouble enabling Web clock-in for your employees, write to support@keka.com.

Enabling Web Clock-in

To enable Web Clock-in for your employee, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Web Clock-in’ tab.

Click on the 1st option that says ‘Allow web clock-in everyday’ and click on ‘Save’ button.  This will enable the web clock-in option for your employees.

Additional configurations you can do on the above screen:

• Comment mandatory when making web clock-in – Check the 2nd option ‘Require comment when employee is doing a web clock-in’, this will require employees to add a comment every time they do a Web clock-in.
• Employee can do web clock-in in case forgets his ID card (for bio-metric attendance) – Check 3rd option ‘Allow web clock-in when an employee forget his ID card’, and this will let the employee do web clock-in in case he has not done the bio-metric attendance login.

Related: Can I let my employee do a web clock-in, when he forgets to mark his attendance on biometric device?

• Allowing employees to do attendance regularization/adjust missing swipes – In case you want your employees to be able to adjust their missing swipes (add missing swipes time log), click on ‘Allow employee to adjust missing swipes’.  You can also configure if attendance adjustments done by employees, requires an approval from admin/reporting manager before the adjustment comes into effect. You can limit the number of adjustments done by employees.

Related: How can an employee do attendance regularization or adjust attendance in case of discrepancies?

• Restricted access to do web clock-in within office premise – In case you want your employees to be able to do Web clock-in only when they are in office premise, you can configure the IP address range of your office premise to enforce restriction.  Click on ‘Limit access to following IP addresses’ and add the IP address range.

Related: Can I limit access of web clock-in to my organization’s premise (a.k.a. IP address restriction)?

In case you are having trouble enabling Web clock-in for your employees, write to support@keka.com.

Web clock-in

There are many organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be access by employees using web browsers.

When an employee logs in to Keka account, Web clock-in option appears on the dashboard (Under Attendance Section):

Employee clicks on Web Clock-in button to register the start time of his working hours.  Once clicked, the button changes to Clock-out with a timer to let the employee know the time he has been working for (since last clock-in).

Click on Web Clock-out when done with the work and have to move away from workplace.

This will record the attendance of employee which can be seen by employees under My Time >> Attendance, and by employers under employee’s profile >> Time >> Attendance.

Related: How do I enable web clock-in?

In case you need guidance or having trouble configuring Web clock-in, write to support@keka.com.

Options to track attendance in case organization doesn’t have a bio-metric device

Following are the option available on Keka to track employees attendance in case bio-metric device is not available.

• Web clock-in – There are many organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be access by employees (logged in) on web browsers by going to *companyname.keka.com.  Web clock-in will track the login and log out time for each employee.

• Remote clock-in – Many organizations have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop) as well as Keka mobile app.  This also tracks the exact location* of employees from where the remote clock-in/clock-out is being done.

*Location is exact when the clock-in/clock-out is done from Keka mobile app

• WFH – In case your organization provides Work from Home option to employees.  You can configure the same on Keka and your employees can indicate when they are working from home.  This will consider regular shift hours as the employee’s working hours.

In case you need guidance or having trouble configuring any of the attendance tracking method, write to support@keka.com.

Penalizing employees for missing swipes

A missing swipe is when an employee forgets/misses a clock-in or clock-out.  To penalize your employees via. tracking policy, for missing swipes follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Tracking Policies’ tab.

On the listing screen, click on the ‘Edit’ icon against the policy name in which you want to include penalization for missing swipes.

Step 3: A setup wizard will appear to help you configure penalty option for missing swipes (Section 4 – Missing Swipes)

Whenever there is a missing swipe, the system is not able to accurately calculate the effective work hours of the day due to the missing swipe(s).  In such cases, you can choose to treat a missing swipe either as a penalization for shortage of effective hours or you can just choose to ignore missing swipes for calculation of effective hours and its related penalization.

It is also possible that due to missing swipe, the first registered swipe of the employee for the day falls under late arrival scenario.  You can choose to either treat this as a late arrival and penalize accordingly, or choose to ignore the missing swipe for calculation of late arrival related penalization.

If required, use the last option on this screen to penalize employees if they are regularly missing swipes.  Choose the number of leaves to be deducted when the employees exceed exempted number of incidents (of missing swipes) in a week or month.

In case you are not able to setup missing attendance policy, write to support@keka.com.

Penalizing employees for shortage of effective hours

To penalize your employees via. tracking policy, for shortage of effective hours, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Tracking Policies’ tab.

On the listing screen, click on the ‘Edit’ icon against the policy name in which you want to include penalization for shortage of effective hours.

Step 3: A setup wizard will appear to help you configure penalty option for shortage of effective hours (Section 3 – Effective hours)

No Penalization: In case you don’t want to deduct any leave (no penalization) for shortage of effective hours, click on 1st option which says ‘No.‘ and click on ‘Save & Continue’.

Penalization: In case you want to deduct leave/pay (penalize) for shortage of effective hours, click on the 2nd option which says ‘Yes. Leaves are to be deducted based on the criteria defined below’.  Once clicked, you can define the following:

Deduction of leave for any day when the effective hours have fallen short of defined percentage of hours.

Example, the policy says that there will be a deduction of 0.5 days if the effective hours on any day falls below 90% of hours. An employee has worked for 8 (effective) out of 9 (gross) hours, which means (8/9)*100 = 88.88%.  Thus a 0.5 days of leave will be deducted for this employee.

Deduction of leave only when the average effective working hours in a week/month has fallen short of the defined percentage of hours

Example, the policy says that there will be a deduction of 0.5 days if the average effective hours in a calendar week is less than 88% of shift hours.

For 3 days in a week, an employee has worked for 7 (effective) out of 9 (gross) hours (Average effective hours for these 3 days = 78%), but for rest 3 days he worked for 9 (effective) out of 9 (gross) hours (Average effective hours for these 3 days = 100%).  

The average of the week becomes  ((78% + 78% + 78% + 100% + 100% + 100%) / 6) = 89%.  Thus there will not be any deduction due to shortage of effective hours in the given week.

You can also decide how the deduction should happen, if employees come late to office and leaves before completing the required effective hours.  In this scenario, you can choose to either penalize them just for Late arrival, Shortage of effective hours or both.

You can also define if you want to deduct leave for late arrival or make it a LOP day.

In case you are not able to setup shortage of effective hours policy, write to support@keka.com.

Penalizing employees for late coming (also known as late arrival)

To penalize your employees via. tracking policy, for late arrival follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Tracking Policies’ tab.

On the listing screen, click on the ‘Edit’ icon against the policy name in which you want to include penalization for late arrival.

Step 3: A setup wizard will appear to help you configure penalty option for late arrival (Section 2 – Late Arrival)

No Penalization: In case you don’t want to deduct any leave (no penalization) for late arrival, click on 1st option which says ‘No.‘ and click on ‘Save & Continue’.

Penalization: In case you want to deduct leave/pay (penalize) for employees late arrival, click on the 2nd option which says ‘Yes. Leaves are to be deducted based on the criteria defined below’.  Once clicked, you can define the following:

Grace Period (or tolerance) – Time duration in minutes upto which the employee can deviate from their shift start time (everyday) without being considered for late arrival.

Number of incidents allowed –  Maximum number of days (in a week or month) an employees can be late before the penalization policy kicks in.   Example, an employee can come late for 3 times in a week, after which penalization starts.

Rate of incidents for leave deduction – Rate of incident is defined as the occurrence after permissible incidents which needs to be penalizaed.

For example,

1. ‘Employee can come late for 3 times in a week, after which for every 1 incident of late coming, deduct 0.5 days of leave’. In this case, the employee can come 3 times late in a week after which for every late coming, there will be a deduction of 0.5 days leave for each incident after 3rd, i.e. 4th, 5th, 6th and so on.
2. ‘Employee can come late for 4 times in a month, after which for every 2 incident of late coming, deduct 0.5 days of leave’. In this case, the employee can come 4 times late in a month after which for every 2 late comings, there will be a deduction of 0.5 days leave for each incident after 4th, i.e. 6th, 8th, 10th and so on.

You can also define if you want to deduct leave for late arrival or make it a LOP day.

In case you are not able to setup late arrival policy, write to support@keka.com.

Penalizing employees for missing attendance

To penalize your employees via. tracking policy, for missing their attendance follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Tracking Policies’ tab.

On the listing screen, click on the ‘Edit’ icon against the policy name in which you want to include penalization for missing attendance.

Step 3: A setup wizard will appear to help you configure penalty option for missing attendance (Section 1 – Missing Attendance)

No Penalization: In case you don’t want to deduct any leave (no penalization) for missing attendance, click on 1st option which says ‘No. Do not let the system automatically deduct leaves.‘ and click on ‘Save & Continue’.

Penalization: In case you want to deduct leave/pay (penalize) for employees missing their attendance, click on the 2nd option which says ‘Yes. Deduct leaves automatically based on the rules defined below.‘  Once done, you can define the number of days of leave/pay you would like to deduct for each missing attendance and grace period given to employee for doing the regularization (adjust attendance logs) before the deduction happen(…missing attendance day after X days).

You can also define if you want to deduct leave for missing attendance or make it a LOP day.

In case you are not able to setup missing attendance policy, write to support@keka.com.

Leave deductions due to attendance discrepancy

Once your Keka setup is completed, there might be possibility that you are getting emails about employees leaves getting deducted due to attendance discrepancies.  This happens when there is a tracking policy in place (added by you during the initial setup process) with an ‘Effective From’ date for which the attendance for your employees does not exist yet on Keka system.

IMPORTANT: In case you are planning to use Keka to track attendance either by using the existing Bio-metric device, Web clock-in or Remote clock-in, it is advisable to pick and set the ‘Effective From’ date of the tracking policy 10-15 days after the initial Keka setup has started for your organization.

In case leave deductions are happening (and you are getting emails about the deductions) as soon as you added employees on Keka, write to support@keka.com.

Assigning tracking policy to employees

IMPORTANT: When you create your first tracking policy during the initial Keka setup, it is automatically assigned to all employees in your organization as the default tracking policy.

In case you have created multiple tracking policy and want to assign it to different employees, follow the steps below:

• Assigning tracking policy to individual employee

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Job’ tab of the employee’s profile

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Attendance Tracking Policy’ assigned to selected employee.

Step 4: Choose the new tracking policy you want to assign from the dropdown, and click on ‘Update’ to assign the new tracking policy to the selected employee.

The new tracking policy has now been assigned to the selected employee.

• Assigning tracking policy to multiple employees in bulk

Step 1: Go to Employees >> Employees >> Quick Links >> Import Employee Job Details

Step 2: From the new screen that you see, click and download the Excel Template

Step 3: Open the Excel file that you just downloaded.  Go to column P named ‘Attendance Tracking Policy’ and select the new applicable policy from the dropdown that appears on the selection of the cell against each employee.  Once done with updating the tracking policy, save this file.

Step 4: Once you are done with saving the updated file, go back to the previous screen and click on the ‘Upload Excel File’ button.

Step 5: Once done with uploading, you will be asked to review the information.  Once you have verified the correctness of data being imported, click on ‘Import’ on the next screen to import the data.

Step 6: Once the data is imported, you will see a confirmation screen, click on ‘Complete’.

You have successfully updated the tracking policy of employees in bulk.

In case you are not able to update shift for your employees, write to support@keka.com.

Creating multiple tracking policies

Yes, multiple tracking policies can be created for various set of employees in an organization.

To create multiple tracking policies, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Tracking Policies’ tab, click on ‘Add New’ button

Step 3: On ‘Create Attendance Tracking Policy’ screen, give a name to tracking policy for easy identification (example – IT Team Attendance Tracking, Sales Team Tracking Policy, etc.).  Click on ‘Create’ and the new tracking policy name will be added.

Step 4: On the listing screen, click on ‘Add New’ button again to add another tracking policy.  This way, you will be able to add multiple tracking policies.

Step 4: On the listing screen, you can see list of (names) all tracking policy that has been created.  To start the setup of a tracking policy, click on the ‘Edit’ icon against the policy name.

To learn how to setup a tracking policy, please see How do I add & setup a new tracking policy?

Related: How do I assign tracking policy to employees?

In case you are not able to create multiple tracking policies, write to support@keka.com.

Editing an existing tracking policy

IMPORTANT:  Any tracking policy can only be edited until and unless the ‘Effective From’ date of the policy has not started. Once the effective date has begun, the system starts tracking the attendance of employee based on the policy set, and that is why Keka doesn’t allow changing of a policy that is already in effect to avoid any loss of penalty data (due to tracking policy) that might have been calculated by the system for the employees.

In case you want to update an existing tracking policy from a new ‘Effective From’ date (starting today), please see How do I create versions of tracking policy with different effective dates but applicable to same set of employees?

To edit an existing tracking policy, whose effective date has not started yet, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under the ‘Tracking Policies’ tab, you can see list of (names) all tracking policy that has been created.  To edit an existing tracking policy, click on the ‘Edit’ icon against the policy name.

Step 3: On ‘Edit Attendance Tracking Policy’ page, you will see ‘Edit’ button for the policy (if the ‘Effective From’ date has not started).  Click on ‘Edit’ button and a setup wizard will guide you with the configuration of various tracking and penalty options.

You can make the desired changes to tracking policy by using the wizard and update the existing policy.

Setup Wizard Steps:

Missing Attendance – What would you like to do when there has been a missing/no attendance?

Late Arrival – What would you like to do when an employee arrived late to workplace?

Effective Hours – What would you like to do when there is a shortage of effective working hours of an employee?

Missing Swipes – What would you like to do when there has been a missing swipe by an employee?

Once done, click on ‘Save & Continue’ and your tracking policy has been updated.

In case you are not able to edit an existing tracking policy, write to support@keka.com.

Adding tracking policy

To add tracking policy for your organization, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Tracking Policies’ tab, click on ‘Add New’ button

Step 3: On ‘Create Attendance Tracking Policy’ screen, give a name to tracking policy for easy identification (example – IT Team Attendance Tracking, Sales Team Tracking Policy, etc.).  Click on ‘Create’ and the new tracking policy name will be added.

Step 4: On the listing screen, you can see list of (names) all tracking policy that has been created.  To start the setup of a tracking policy, click on the ‘Edit’ icon against the policy name.

Step 5: On the ‘Edit Attendance Tracking Policy’ screen, click on ‘Setup’ button to start setup of the tracking policy.  You can also update the ‘Effective From’ date of the new tracking policy.

Step 6: Once you are on the setup screen, a setup wizard will guide you with the configuration of various tracking and penalty options

Missing Attendance – What would you like to do when there has been a missing/no attendance?

Late Arrival – What would you like to do when an employee arrived late to workplace?

Effective Hours – What would you like to do when there is a shortage of effective working hours of an employee?

Missing Swipes – What would you like to do when there has been a missing swipe by an employee?

Step 7: Once configured, click on ‘Save & Continue’ button to finish the setup process.  You will now see ‘Edit’ button instead of ‘Setup’.  You can edit this policy till the ‘Effective From’ date has not started.

IMPORTANT: Giving a new ‘Effective From’ date and clicking on ‘Update’ button will create a new version of the tracking policy with a new effective date.  It is advised not to create a new version until there is any change in attendance tracking policy for the organization.

In case you are not able to add tracking policy, write to support@keka.com.

What is a Tracking Policy?

Tracking policy can be defined as a set of rules by which employees can be penalized for incidents like late coming, shortage of effective hours, missing swipes, etc. A tracking policy provide guidelines and expectations for employee attendance as defined, disseminated, and implemented by an organization.  The policies exist usually for employees for whom an organization needs to track effective working hours. It also helps with maximum accountability and responsibility for attendance of the employee.

An example of common attendance tracking policy:

1. Employee is allowed to come late to work place for 3 times a week, given the late arrival grace period is 30 minutes.
2. After 3 times of late arrival, 0.5 days of leave/pay will be deducted from employee’s account.
3. If the effective work hours of employee goes below expected 90% in a week, an additional leave/pay of 0.5 will be deducted.

The tracking policy can be defined as per the organization’s requirement and can vary from one organization to other.

An effective tracking policy allows both the employer and employee to know exactly what the consequences will be for poor attendance.

Recommended:  There might be some self-motivated employees in organization who put in extra effort/hours to accomplish things at work and you might not want them to be restricted by these tracking policies. Since Keka gives you the flexibility to create multiple tracking policies and assign it to employees individually or in group, it is a good practice to exclude such employees from the tracking policy by not penalizing them.  You can create a tracking policy in a way that it doesn’t have any penalization for incidents of late coming, or shortage of effective hours and can assign it to these employees.

In case you need help with setting up an attendance tracking policy, write to support@keka.com.

Attendance tracking of employees on Keka

To improve productivity of any organisation, it is important to minimize the loss due to employee absence.   This is achieved by tracking employees’ attendance or presence at work.

Keka provides multiple options to track attendance of employees, as listed below:

• Bio-metric device tracking – Keka is capable of connecting with your existing Bio-metric device and get attendance records to give you a real-time view of your employees attendance, including when they are moving out for breaks, coming early/leaving late etc.

• Web clock-in – There are many organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be access by employees (logged in) on web browsers by going to *companyname.keka.com.  Web clock-in will track the login and log out time for each employee.

• Remote clock-in – Many organizations have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop) as well as Keka mobile app.  This also tracks the exact location* of employees from where the remote clock-in/clock-out is being done.

*Location is exact when the clock-in/clock-out is done from Keka mobile app

• WFH – In case your organization provides Work from Home option to employees.  You can configure the same on Keka and your employees can indicate when they are working from home.  This will consider regular shift hours as the employee’s working hours.

In case you need guidance or having trouble configuring any of the attendance tracking method, write to support@keka.com.

Assigning shift timings to employees

IMPORTANT: When you create your first shift timing during the initial Keka setup, it is automatically assigned to all employees in your organization as the default shift timing.

In case you have created multiple shift timings and want to assign it to different employees, follow the steps below:

• Assigning shift timing to individual employee

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Job’ tab of the employee’s profile

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Shift Type’ assigned to selected employee.

Step 4: Choose the new shift you want to assign from the dropdown, and click on ‘Update’ to assign the new shift to the selected employee.

The new shift has now been assigned to the selected employee.

• Assigning shift to multiple employees in bulk

Step 1: Go to Employees >> Employees >> Quick Links >> Import Employee Job Details

Step 2: From the new screen that you see, click and download the Excel Template

Step 3: Open the Excel file that you just downloaded.  Go to column N named ‘Shift Type’ and select the new applicable shift from the dropdown that appears on the selection of the cell against each employee.  Once done with updating the shift, save this file.

Step 4: Once you are done with saving the updated file, go back to the previous screen and click on the ‘Upload Excel File’ button.

Step 5: Once done with uploading, you will be asked to review the information.  Once you have verified the correctness of data being imported, click on ‘Import’ on the next screen to import the data.

Step 6: Once the data is imported, you will see a confirmation screen, click on ‘Complete’.

You have successfully updated the shift of employees in bulk.

In case you are not able to update shift for your employees, write to support@keka.com.

Gross Hours:  Total working hours assigned in a shift is known as Gross hours.  For example, if a shift starts at 9:00 AM and ends at 6:00 PM, the total Gross working hours are 9.

Break Duration:  Total duration of break an employee can take during the shift.  Employee can either consume total break duration at a time or in multiple short durations. For example, if the break duration is 60 minutes, employee can either take 60 minutes of break at a time, or multiple breaks of shorter durations (20 minutes + 10 Minutes + 30 minutes)

Effective Hours:  In simple words, Effective hours = Gross hours – Break duration consumed.  If Gross hours are 9 and the employee has consumed 30 minutes of break duration (out of 60 minutes allocated), the effective hours of the employee will be 9 hours minus 30 minutes, i.e. 8 Hours and 30 Mins. of Effective Work Hours.

In case you are not able to configure gross and effective hours for your organization, write to support@keka.com.

Multiple version of a shift

Yes, multiple versions of the same shift can be created.  Multiple versions of shift is useful in cases where employee work hours change from time to time, one of the example being DST (Daylight Saving Time).

To create multiple versions of the same shift, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Shifts’ tab, click on ‘Edit’ icon against the shift you want to create multiple versions for

Step 3: On the ‘Edit Shift’ screen, choose Start Time, End Time and Break duration of the new version of shift you want to create

and the date it will be effective from

Once done with entering the new shift timings and its ‘Effective from’ date, click on ‘Update’ button and your new version of shift is now created.

IMPORTANT: ‘Effective from’ date for any shift, you are updating, can be today or any day in future.  Shift update CANNOT be retro-effective, i.e., it cannot be effective from days in past.

Example: In the image above, ’18-Jun-2016′ is the current ‘Effective from’ date for the existing shift.  27th Feb 2017 is the current day. Any upcoming date (including 27th Feb 2017) can be chosen as the new Effective Date for the new (updated) shift.

You can now view all versions of the shifts that has been created by going to Edit shift and clicking on the effective date on right.  All the employees assigned to the current shift will automatically be assigned to the new shift when effective date arrives.  You don’t have to assign employees to the new shift manually.

In case you are not able to create multiple versions of a shift, write to support@keka.com.

Updating an existing shift

To update an existing shift, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Shifts’ tab, click on ‘Edit’ icon against the shift you want to update

Step 3: On the ‘Edit Shift’ screen, you can choose to update the Name, Start Time, End Time and Break duration of the updated shift

and the date it will be effective from

Once done with updating the ‘Shift’ and ‘Effective from’ date, click on ‘Update’ button and your shift is now updated.

IMPORTANT: ‘Effective from’ date for any shift, you are updating, can be today or any day in future.  Shift update CANNOT be retro-effective, i.e., it cannot be effective from days in past.

Example: In the image above, ’18-Jun-2016′ is the current ‘Effective from’ date for the existing shift.  27th Feb 2017 is the current day. Any upcoming date (including 27th Feb 2017) can be chosen as the new Effective Date for the new (updated) shift.

If a shift has been updated with multiple effective dates, you can view it by effective dates by clicking on the selected effective date on right

In case you are not able to update a shift, write to support@keka.com.

Adding shift timings

To update shift timings for your organization, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Shifts’ tab, click on ‘Add New’ button

Step 3: On ‘Create Shift’ screen, give a name to shift for easy identification (example – Regular Shift, U.S. Night Shift, Mid-day Shift, etc.) and add the ‘Start Time’ and ‘End Time’ of this shift, along with the total minutes of break an employee can take during the shift.  Click on ‘Create’ and the new shift will be added.

In the example above, the shift starts at 2:00 PM and ends at 10:00 PM.  An employee can take total 60 minutes of break during this shift.

IMPORTANT:  Gross working hours of the employees assigned to above shift are 8 hours, and Effective working hours are (Effective Hours = Gross – Break Duration) 7 hours.

In case you are not able to create shifts, write to support@keka.com.

Assigning comp-off to employee

What is comp-off?

The time off received by an employee, instead of receiving over time pay, who has worked extra hours.

For example, if an employee who is required to work 40 hours (5 days * 8 hours) has worked for 56  hours (7 days * 8 hours), instead of the company paying him 16 hours worth of overtime pay, the company allows him 16 hours (or 2 working days) off to be taken anytime.  Comp-off can be assigned as a paid leave to the employee and can be taken by employee anytime.

To assign comp-off to an employee, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Time’ tab of the employee’s profile

Step 3: Under ‘Time’ tab, go to ‘Leaves’ section and you will find ‘Award Compensatory Off’ option on the right hand side.  Click on ‘Award Compensatory Off” link.

Step 4: On the pop-up screen that appears, choose ‘Leave Type’ from the drop down.  Select the days against which the comp-off is being awarded, i.e. the days on which the employee has done over-time and is being compensated. Click on ‘Submit’ button to award comp-off.

Chosen employee has successfully been compensated with additional leave (comp-off) for the working week off or holiday.

Related:

How do I add a new leave type?

How do I setup a leave type?

In case you are not able to assign com-off to your employees, write to support@keka.com.

Assigning Weekly Off policy to employees

IMPORTANT: When you create your first weekly off policy during the initial Keka setup, it is automatically assigned to all employees in your organization as the default weekly off policy.

In case you have created multiple weekly off policy and want to assign it to different employees, follow the steps below:

• Assigning weekly off to individual employee

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Job’ tab of the employee’s profile

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Weekly off policy’ assigned to selected employee.

Step 4: Choose the new weekly off policy you want to assign from the dropdown, and click on ‘Update’ to assign the new weekly off policy to the selected employee.

The new weekly off policy has now been assigned to the selected employee.

• Assigning weekly off to multiple employees in bulk

Step 1: Go to Employees >> Employees >> Quick Links >> Import Employee Job Details

Step 2: From the new screen that you see, click and download the Excel Template

Step 3: Open the Excel file that you just downloaded.  Go to column O named ‘Weekly Off Policy’ and select the new applicable weekly off policy from the dropdown that appears on the selection of the cell against each employee.  Once done with updating the weekly policy, save this file.

Step 4: Once you are done with saving the updated file, go back to the previous screen and click on the ‘Upload Excel File’ button.

Step 5: Once done with uploading, you will be asked to review the information.  Once you have verified the correctness of data being imported, click on ‘Import’ on the next screen to import the data.

Step 6: Once the data is imported, you will see a confirmation screen, click on ‘Complete’.

You have successfully updated the weekly off of employees in bulk.

In case you are not able to update weekly off for your employees, please write to support@keka.com.

Allowing selective days to be weekly off

On ‘Create/Edit Weekly Off’ screen, give a name to weekly off and select the days on which the corresponding weekly offs will be available for employees. Also, choose the instances of day which will be considered as weekly off.

For example, only 2nd Saturday is off,

or 1st, 3rd and 5th (odd) Saturdays are off.

Click on ‘Create/Update’ and the selected instances of days will be considered as weekly 0ff.

In case you are not able to configure weekly off for selective days, write to support@keka.com.

Updating an existing weekly off

To update an existing weekly off, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Weekly Offs’ tab, click on ‘Edit’ icon against the weekly off you want to update

Step 3: On the ‘Edit Weekly off’ screen, you can choose to update the days on which the new weekly off will happen

and the date it will be effective from

Once done with updating the ‘Weekly off days’ and ‘Effective from’ date, click on ‘Update’ button and your weekly offs are now updated.

IMPORTANT: ‘Effective from’ date for any weekly off, you are updating, can be today or any day in future.  Weekly off update CANNOT be retro-effective, i.e., it cannot be effective from days in past.

Example: In the image above, ’10-Jan-2017′ is the current ‘Effective from’ date for the existing weekly off.  24th Feb 2017 is the current day. Any upcoming date (including 24th Feb 2017) can be chosen as the new Effective Date for the new (updated) weekly off.

In case you are not able to update a weekly off, write to support@keka.com.

Weekly Off:

Any day during the week when your employees are not expected to work, or come to workplace, is called as weekly off.  Usually a lot of organizations is India, where employees are having desk jobs, provide weekends (Saturdays & Sundays) as weekly off.  But, organizations that are working 24 X 7, or having their business run on weekends, don’t follow a typical weekly offs cycle.  Such organizations may or may not follow a fixed weekly off, but instead schedule their weekly off from time to time.

Also, there are no specific rules which an organization needs to follow when deciding on their weekly offs, since weekly offs are based on various factors, like, nature of work employees are involved in, kind of industry the organization is into, and/or culture/location etc.

Adding a new weekly off

To add a new weekly off, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Under ‘Weekly Offs’ tab, click on ‘Add new’ button

Step 3: On ‘Create Weekly Off’ screen, give a name to weekly off for easy identification (example – Office weekly off, Sales team weekly off, Interns weekly off, etc.) and select the days on which the corresponding weekly offs will be available for employees

You can also choose the instances of day which will be considered as weekly off.

For example, only 2nd Saturday is off,

or 1st, 3rd and 5th (odd) Saturdays are off.

Click on ‘Create’ and the new weekly off will be added.

In case you are not able to add a weekly off, write to support@keka.com.

Creating multiple weekly offs

Yes, multiple weekly offs can be created and assigned to different set of employees.

In organizations, there can be different weekly off policies assigned to different set of employees based on employees’ location, nature of work & other demographics.  Keka lets you add ‘n’ numbers of weekly offs, and assign them to different set of employees.

Creating Weekly Offs: Learn how to add weekly offs »

Assigning Weekly Offs to employees: Learn how to assign weekly offs to your employees »

In case you are not able to add multiple weekly offs or assign it to your employees, write to support@keka.com.