Attendance Calendar & Reports

Udyamo HRMS provides a visual calendar view and detailed reporting tools for attendance data. The Calendar controller renders a monthly calendar that color-codes each day based on the employee's attendance status. This chapter covers the calendar view, attendance reports, exporting data, and the differences between manager and employee views.

Prerequisites

Required: Attendance tracking must be active for your organization:

• At least one shift is configured (see Creating & Assigning Shifts)
• Employees have been checking in and out (see Daily Check-In & Check-Out)
• The work week is configured so weekends are correctly identified (see Work Week, Timezone & Fiscal Year)

Navigating to the Attendance Calendar

1. From the sidebar, click Attendance.
2. Click Calendar from the submenu.
3. The calendar view opens, displaying the current month.

Calendar View — Layout and Navigation

Monthly Calendar Grid

The calendar displays a grid with:

• Columns representing days of the week (Monday through Sunday or Sunday through Saturday, based on locale)
• Rows representing weeks of the month
• Each cell represents one day and shows the attendance status for the selected employee or the logged-in employee

Navigating Between Months

• Click the left arrow to go to the previous month.
• Click the right arrow to go to the next month.
• Click the month/year header to select a specific month and year from a dropdown.

Selecting an Employee (Admin/Manager View)

1. At the top of the calendar, use the Employee dropdown to select a specific employee.
2. The calendar updates to show that employee's attendance.
3. Use the Department and Office filters to narrow the employee list.

Color Coding

Each day on the calendar is color-coded to indicate the attendance status at a glance.

Tip: Hover over any day on the calendar to see a tooltip with details — check-in time, check-out time, working hours, and any flags (late, early departure, half-day).

Calendar Day Details

Clicking on a specific day opens a detail panel or popup showing:

Monthly Summary

Below or alongside the calendar grid, a Monthly Summary section aggregates the employee's attendance for the displayed month.

Attendance Reports

Udyamo HRMS provides two primary attendance report types: Daily Summary and Date Range Reports.

Daily Summary Report

The daily summary report shows attendance for all employees on a specific date.

Generating a Daily Summary

1. Navigate to Attendance > Reports.
2. Select Daily Summary as the report type.
3. Choose the Date using the date picker.
4. Optionally filter by Department, Office, or Shift.
5. Click Generate Report.

Daily Summary Report Columns

Date Range Report

The date range report provides attendance data across a period, useful for monthly reviews, payroll preparation, and compliance audits.

Generating a Date Range Report

1. Navigate to Attendance > Reports.
2. Select Date Range Report as the report type.
3. Choose the From Date and To Date.
4. Optionally filter by Department, Office, Employee, or Shift.
5. Click Generate Report.

Date Range Report Columns

Exporting Attendance Data

All attendance reports can be exported for external analysis or record-keeping.

Export Formats

How to Export

1. Generate the desired report (daily summary or date range).
2. Click the Export button above the report table.
3. Select the format: CSV, Excel, or PDF.
4. The file downloads to your computer.

Tip: Export monthly attendance data before running payroll. This serves as a verification step — cross-check attendance days with payroll working days to ensure accuracy.

Filtering Attendance Data

Both the calendar view and reports support filtering to narrow results.

Available Filters

Using Filters

1. On the report or calendar page, locate the filter panel (typically at the top).
2. Select the desired filter values from the dropdowns.
3. Click Apply or the report auto-refreshes.
4. To clear filters, click Reset or Clear Filters.

Attendance Analytics

The analytics section provides visual summaries of attendance patterns.

Key Analytics

Tip: Use the attendance analytics to identify patterns. For example, if a particular department has consistently high late arrivals, it may indicate a shift timing mismatch or commute issues.

Manager View vs. Employee View

Employee View

When an employee logs in and views attendance:

• They see only their own attendance calendar
• They see only their own monthly summary
• They can view past months but cannot edit any records
• They see their own attendance status on the dashboard

Manager View

Managers with team attendance permissions see:

• Their direct reports' attendance calendars
• Team-level summary (present, absent, on leave counts for the team)
• Ability to filter by team member
• Alerts for late arrivals and absent team members
• Cannot edit attendance records (unless granted admin permissions)

Administrator View

Administrators see:

• All employees' attendance calendars and reports
• Organization-wide analytics
• Full filtering capabilities (department, office, shift, status)
• Ability to edit attendance records and add manual entries
• Access to export all data

Calendar and Holidays

The calendar view automatically reflects holidays configured in the system. See Holidays for setup.

Common Issues and Solutions

Next Steps

• Configure attendance policies to define late-marking and absence rules — see Attendance Policies & Rules
• Set up overtime tracking for employees working beyond shift hours — see Overtime Requests
• Prepare for payroll using attendance reports — see Running Payroll