Daily Attendance

Daily attendance tracks when team members clock in and out for payroll purposes. This is separate from visit timers, which track time per job.

Why Track Attendance?

• Accurate payroll - Pay for actual hours worked
• Compliance - Meet record-keeping requirements
• Visibility - Know who's working right now
• Roster comparison - Compare actual vs planned hours

Team Lead Check-in

Most field teams check in together at the start of the day.

Starting the Day

1. Team lead opens the app
2. Tap Attendance → Check In Team
3. See list of rostered team members
4. Tick those present
5. Tap Check In Selected
6. Confirmation shows check-in time

Handling Absences

If someone is absent:

1. Leave them unticked during check-in
2. Or mark as Absent with a reason:
   • Sick leave
   • Annual leave
   • No show
   • Other

Late Arrivals

When someone joins mid-day:

1. Team lead opens Attendance
2. Finds the team member
3. Taps Check In
4. Late check-in time recorded

Clear Communication

Let the team lead know if you're running late so they can check you in when you arrive.

Individual Check-in

For team members working solo or remotely:

1. Open the app
2. Tap Check In from home screen
3. Confirm your check-in
4. Time recorded

Location Verification (Optional)

If enabled by your company:

• Check-in records your location
• Helps verify attendance at job sites
• Privacy: only recorded at check-in/out

Depot Geofence Attendance

YardPilot can automatically prompt team members to check in or out based on their location relative to your company depot.

How It Works

1. Leaving the depot - When a team member leaves the depot area without having checked in, they receive a notification prompting them to check in
2. Arriving at the depot - When a team member returns to the depot while still checked in, they receive a notification prompting them to check out

The system uses a 5-minute debounce to prevent false triggers from quick depot visits (e.g., picking up supplies).

Enabling Depot Geofence

Admins can enable this feature in Settings → Work → Attendance:

Setting	Description
Depot geofence attendance	Master on/off switch for the feature
Depot radius	Distance from depot that triggers prompts (default: 100 metres)

Setting Up Users

Not all team members need geofence prompts. Configure per user in Settings → Team → Users:

1. Edit the user
2. Enable Receives attendance prompts
3. Save

Only users with this setting enabled will receive depot-based attendance notifications.

Responding to Prompts

When you receive an attendance prompt notification:

1. Open the notification
2. Choose an action:
   • Check in at [time] - Records attendance at the suggested time
   • Check out at [time] - Records check-out at the suggested time
   • Dismiss - Ignore the prompt (no action taken)

The suggested time is when you crossed the geofence boundary.

Attendance Sources

Attendance records track how they were created:

Source	Meaning
Manual	Checked in/out via the app normally
Depot geofence	Responded to a geofence prompt
Team lead	Team lead checked you in/out

This helps managers understand attendance patterns and identify any issues with the geofence system.

Best Practices

Set your depot radius large enough to avoid false triggers from GPS drift, but small enough to catch genuine arrivals/departures. Start with 100m and adjust based on your location.

Check-out

Team Check-out

At end of day:

1. Team lead opens Attendance
2. Tap Check Out Team
3. Select team members finishing
4. Confirm check-out

Individual Check-out

1. Open the app
2. Tap Check Out
3. Confirm

Forgot to Check Out?

If you forget:

1. Contact your team lead or manager
2. They can add an end time manually
3. A note is added to the record

What Gets Recorded

Each attendance record includes:

Field	Description
Check-in time	When work started
Check-out time	When work ended
Total hours	Calculated automatically
Breaks	If break tracking enabled
Who recorded	Team lead or self
Location	If GPS verification enabled

Viewing Attendance

Your Own Attendance

1. Go to My Time in the app
2. See today's record and weekly summary
3. View past weeks

Team Attendance (Managers)

1. Go to Team → Attendance
2. See who's checked in today
3. View attendance by date or team member
4. Export for payroll

Breaks

Automatic Break Deduction

Configure in Settings:

• After 5 hours: deduct 30 min break
• Or: No automatic deduction

Manual Break Entry

1. Tap Add Break during the day
2. Enter break duration
3. Or enter start/end time

Break time is subtracted from total hours.

Attendance vs Roster

The attendance dashboard shows:

Team Member	Rostered	Actual	Variance
Alice	8:00-16:00	7:45-16:15	+30 min
Bob	8:00-16:00	8:15-15:45	-30 min
Charlie	8:00-12:00	Absent	-4 hrs

This helps identify:

• Early/late starts
• Overtime
• Absences

Permissions

Role	Can Do
Owner	View and edit all attendance
Admin	View and edit all attendance
Office	View and edit their team's attendance
Field	Check in/out self, view own attendance
Team Lead	Check in/out team, view team attendance

Troubleshooting

Can't Check In

• Ensure you have internet connection
• Check you're rostered for today
• Contact your team lead if issues persist

Wrong Time Recorded

Contact your manager to adjust:

1. Manager opens the attendance record
2. Edits the time
3. Adds a note explaining the correction
4. All changes are logged in audit trail

Duplicate Check-in

If you accidentally check in twice:

• System prevents true duplicates
• Contact manager if you see errors

Best Practices

1. Check in on arrival - Don't wait until first job
2. Check out when leaving - Not when last job finishes
3. Report issues promptly - Easier to fix same day
4. Review weekly - Catch errors before payroll

Next Steps

• Visit Timers - Track time per job
• Managing Timesheets - Approve for payroll