Table Service
Fast Food
Updated on 12/22/2017
iikoFront 5.5
Staff Attendance
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Control and change attendance

You can check which of your employees opened the current shift and when, and also check the attendances for the desired date. For this, select  | Edit Attendances. In the new window, you can change and accept the attendances of the employee, go to the personal page and force closing or opening of their shift.

By default, the Check attendances window displays information for the current day based on the actual clock-in time of all employees, their scheduled shifts, as well as their accounted working hours. The desired date can be selected by clicking the < or > buttons or from the calendar that opens when you click on the date button.

The check attendances window contains the table with the list of employees and information on attendances and shifts. The system will display the following information on each employee as of the selected day:

  • Name and position
  • Attendance hours (to the right of the employee's name)
  • Accepted (Clock-in, Clock-out) – confirmed time of clock-in and clock-out. Multiple attendances can be registered. If a shift is not closed, the Clock-out field will the dash sign; if no attendances were registered as of the specified day, it will show No attendances. The clock-in/clock-out time beyond the specified day will have an asterisk.
  • Credited (Hours, Type) – credited working hours for the attendance and the accounting rule (see below).
  • By schedule (Clock-in, Clock-out) – start and end of the shift (several shifts) by schedule or No scheduled shifts.
  • Note – reasons for penalties, e.g., Late clock-in, Early clock-out or Absence from work.

Information on attendances is shown in different colors.

  • Green - accepted attendance.
  • Pale-yellow - open.
  • Pink - problematic attendances (e.g. late clock-in, absence from work, out of schedule, overtime).
  • Red - comments on problematic attendances.

You can group/ungroup the list of employees by position. For this, click Group located above the names of employees. The button will turn yellow if clicked, and the list will be grouped.

At the upper left from the table you can see the buttons for filtering data by attendances and shifts. Below, you can see the All Positions button and the position name buttons. To the left of the name, you can see the number of employees holding this position. These buttons are designed to filter data by position.

The system will display the attendances of all employees by default – the All Attendances button is activated. To filter the data by clocked in or out employees, click the corresponding button. Along with the filter by attendances (All/Open/Closed Attendances), you can set additional conditions for selecting the employees with attendances or assigned shifts (Attended and Scheduled Shifts buttons).

You can filter out unnecessary positions by tapping the name buttons. Such buttons will be unactivated (grey). To go back to the information on all employees, click All Positions – the position buttons will be highlighted in yellow.

Confirm attendance

Select the desired date in the attendance window. To accept the attendances of an employee, click the corresponding line.

At the top of the new window, in the Schedule area, you can see information on the employee's shift (or shifts) scheduled for this day, and the reasons for penalties or no show, if applicable.

Below in the Attendances area, you can see the information on the employee's actual and confirmed attendance hours at the workplace for that day:

  • Actual Hours (Clock-in, Clock-out) – clock-in and clock-out time. If the shift is open, the Clock-out field will be marked with a dash. The clock-in/clock-out time beyond the specified day will have an asterisk. If the attendance was manually created by a manager, this field will be blank.
Warning If an employee has not yet clocked out, then you cannot confirm this attendance. For this, you first need to force closing of their shift by clicking Close Open Attendance (see below), and only after that you can confirm it. 
  • Accepted (Clock-in, Clock-out) – confirmed clock-in and clock-out hours. Several attendances can be registered. If the shift is open, the Clock-out field will be marked with a dash.
  • Credit – the rule for the daily performance record. The following options are available:
    • By schedule – only that portion of the accepted time will be credited, which corresponds to at least one scheduled shift.
    • By time – credits the attendance by accepted time.
    • Do not credit – attendance will not be credited.

Depending on the work schedule of an employee (By schedule or Flexible), the Credit column will have the By schedule or By time button available. If an employee works by schedule, their working hours may be either credited within the schedule or not credited. In case of a flexible schedule, it can be credited by time or not credited.

To credit the working hours for a given attendance, select the required logging rule by successively clicking the By schedule/By time and Do not credit buttons.

  • Hours credited – working hours credited for the attendance.

On the bottom right you can see the total number of credited hours for all attendances of an employee as of the specified date. As soon as you introduce the necessary changes to the employee's attendances, click OK.

If the attendance hours or total hours of the employee's attendances registered for the accounting day exceeds the maximum permissible value, the system will display an error message at the time of their confirmation.

The maximum shift duration for employees, and also for a specific position, is set in iikoOffice in the Outlet Settings on the Daily Performance Record tab.

Forced clock-out

If an employee left work without registering this event with the system, you can force their open attendances to close.

  1. In the attendance edit window, click Close open attendances and swipe the card with the Force clock-out (F_KIS) permission.
  2. The system will put the current time in the Clock-out field of the Actual time column. If several shifts are open, then when you close them they will be combined into a single attendance with a maximum duration.

You can also carry out forced closing or opening of a shift of any employee from their page by clicking Employee Personal Page located in the bottom left corner of the Edit attendances window (see Employee personal page).

Add attendance

If necessary, you can add one or several attendances for an employee as of the specific date.

  1. In the attendances edit window, click Add Attendance and swipe a card with the Force clock-out (F_KIS) permission.
  2. In the pop-up add attendance window, set the required start and end time. You can specify the start time and attendance hours, and the end time will be set automatically. When setting the time, use the up/down arrow buttons and the digit buttons. Use on-screen keyboard to add a comment.
  3. If required, enter your comment and click OK.
  4. After adding all the necessary attendances as of the specified date, click OK.

Edit attendance

You can change the attendances of an employee as of the selected date.

  1. In the attendance edit window, click the desired attendance in the Accepted column.
  2. In the pop-up attendance edit window, set the required start and end time.
  3. If required, enter your comment and click OK.
  4. After editing all the attendances as of the specified date, click OK.

Delete attendance

If necessary, you can cancel the attendances of an employee as of the selected date.

  1. In the attendance edit window, click the desired attendance in the Accepted column.
  2. In the attendance edit window, click Delete Attendance.
  3. Confirm the deletion by clicking OK.
  4. After deleting the unnecessary attendances as of the specified date, click OK.

From the attendance edit window you can go to a personal page of an employee and check how much they earned for the confirmed time and force their shift to close or open.

You can retrieve information on clock-in and clock-out of each employee and also change attendances in iikoOffice.

Enable/disable the work time management mode

The information on employee’s attendance goes from iikoFront to the server and is registered with the Attendance Log in iikoOffice. If there are many cash registers in use and employees forget to clock out, open attendances may be accumulated on the server, which may cause the system failure.

In this case, you can disable the sending of shifts to the server. For this, you can click the Do not use terminal for daily performance record button in the emergency operations in iikoFront (in the Advanced Menu). When you enable or disable this mode, the personal shifts open on this terminal will be automatically closed and they will not be saved on the server. Personal shift of the current user will also be closed and the terminal will be locked. To enable the work hours logging, you have to have the Force clock-out right. 

Attendance report

If you have been vested with the appropriate rights, you can retrieve and print Employee Attendances reports as of the accounting day or period. For this, click Reports in the advanced features window and select Special Reports | Employee Attendances.

On the right of the screen you can see the created report showing the attendances of employees (and comments on them, if they have been set by the manager) as of the accounting day for all the terminals. You can set the date or period for running a report and specify whether you want the report to include unclosed attendances, attendances that have begun prior to the period and attendances that ended after the period. The attendance start/end time which exceeds the specified period will be marked with an asterisk.