Tracking Policy

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.

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.