Mark Attendance Manually
Add an attendance record for an employee.
Manual attendance is useful when an employee record needs to be created without using self-service check-in.
Manual entries should explain real attendance, not replace a missing approval process. Add notes when the record was created by HR or a manager.
Use manual attendance carefully when payroll depends on attendance. A manual record can change reports and review totals even when the employee did not submit it themselves.
When To Mark Attendance Manually
Use manual attendance when:
- an employee forgot to use self-service check-in;
- HR is importing attendance from another system;
- a manager needs to record attendance for a team member;
- a holiday, leave day, or absence needs a clear HR record;
- a correction should be created directly instead of requested by the employee.
Mark Attendance
- Open HRM > Attendance.
- Select Mark attendance.
- Choose the employee.
- Choose the date.
- Select the status: present, late, half day, absent, or on leave.
- Save the attendance record.
Add a note when the manual mark was created from a manager confirmation, import, correction request, or HR decision. Notes make payroll and attendance review easier later.
If you are entering several manual records from an external sheet, add them in small groups and review totals before continuing. This catches date, employee, or status mistakes before they affect many records.
Use The Right Status
Use on leave when the absence is tied to approved leave. Use absent when there is no approved leave record.
Status guidance:
- Present: the employee worked the expected day.
- Late: the employee worked but started late.
- Half day: the employee worked only part of the day.
- Absent: the employee did not work and does not have approved leave.
- On leave: the employee is away under an approved leave category.
Before Saving
Check the employee, date, and status carefully. Manual attendance affects HRM reports and can influence payroll review if your team uses attendance in payroll checks.
If the record needs clock-in or clock-out times, create or edit the attendance record and add those values from the edit dialog.
If the date has approved leave or a holiday, use the status that matches the approved HR context. Do not mark the employee absent when an approved leave record should explain the day.
Check for an existing attendance record on the same employee and date. Duplicate manual entries can distort attendance totals and payroll review.
Review After Saving
Open the attendance list for the same employee and date. Confirm there are no duplicate records and that the status matches leave, holiday, or payroll context.
If the record affects a submitted payroll or timesheet period, notify the reviewer before reports are finalized.
Manual Entry Audit Trail
Use notes for the source of the manual mark, such as manager confirmation, approved leave correction, imported record, or HR decision. A clear source note helps later if the employee disputes the record or payroll reviewers ask why the record was not created by self-service.
Troubleshooting
If attendance totals look wrong, check duplicate manual records, missing clock times, and whether approved leave should have been used instead of absent.
If an employee disputes a manual attendance record, review the note, manager approval, leave record, and any correction request before changing payroll inputs.