View source for Frappe HRMS - Ch04 Shift and Attendance

= Frappe HRMS – Chapter 4: Shift and Attendance =

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Part of the [[Frappe HRMS]] documentation series. &nbsp;|&nbsp; Upstream: [https://github.com/frappe/hrms github.com/frappe/hrms]
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The Shift and Attendance module handles shift definitions, schedule management, biometric check-in integration, auto-attendance processing, overtime, and all attendance-related reports.

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== 1. Shift Type ==

=== Purpose ===
Defines the timing rules for a shift: start/end times, grace periods for late entry and early exit, the minimum hours required for a full day, and auto-attendance rules for processing biometric check-in data.

=== Steps ===
# Go to '''HR → Shift & Attendance → Shift Type → New'''.
# Enter '''Shift Type Name''' (e.g., Morning Shift, Night Shift, Mid Shift).
# Set:
#* '''Start Time''' and '''End Time'''
#* '''Allow check-in before shift start time (minutes)'''
#* '''Late Entry Grace Period (minutes)'''
#* '''Early Exit Grace Period (minutes)'''
#* '''Working Hours Calculation Based On''': First Check-in / Last Check-out, or Every Valid Check-in/out pair
#* '''Minimum Hours for Full Day'''
#* '''Minimum Hours for Half Day'''
# Enable '''Auto Attendance''' if using biometric integration:
#* Set '''Process Attendance After''' (the daily cutoff time for processing)
#* Configure absent marking
# Save.

=== Note ===
Shift Type drives all automatic attendance decisions. Incorrectly configured grace periods or cutoff times directly affect attendance accuracy and payroll.

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== 2. Shift Schedule ==

=== Purpose ===
A recurring shift pattern (e.g., Mon–Fri Morning Shift, Alternating Day/Night) that can be auto-assigned to employees, eliminating the need for manual daily shift assignments.

=== Steps ===
# Go to '''HR → Shift & Attendance → Shift Schedule → New'''.
# Enter Schedule Name.
# Define the recurring pattern: which days of the week map to which Shift Type.
# Save.

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== 3. Shift Schedule Assignment ==

=== Purpose ===
Assigns a Shift Schedule to a specific employee for a date range. The system automatically creates '''Shift Assignment''' records for each working day covered by the schedule.

=== Steps ===
# Go to '''HR → Shift & Attendance → Shift Schedule Assignment → New'''.
# Select '''Employee''' and '''Shift Schedule'''.
# Set '''Start Date''' and optionally '''End Date'''.
# Save. The system generates individual Shift Assignments in the background (hourly scheduled job).

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== 4. Shift Assignment ==

=== Purpose ===
An individual record linking one employee to one Shift Type for a specific date. Created manually for one-off changes or in bulk via Shift Assignment Tool, or automatically from a Shift Schedule Assignment.

=== Steps (Manual) ===
# Go to '''HR → Shift & Attendance → Shift Assignment → New'''.
# Select '''Employee''', '''Shift Type''', and '''Date'''.
# Save and submit.

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== 5. Shift Assignment Tool ==

=== Purpose ===
Bulk shift assignment utility. Assigns or replaces shift assignments for multiple employees across a date range in a single operation.

=== Steps ===
# Go to '''HR → Shift & Attendance → Shift Assignment Tool'''.
# Set '''Date Range''', '''Shift Type''', and filters (Department, Employee list).
# Preview affected employees.
# Click '''Assign Shift'''.

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== 6. Shift Request ==

=== Purpose ===
Allows an employee to request a change to their assigned shift (e.g., swap shifts with a colleague or request a different shift for a specific date). Requires manager approval.

=== Steps ===
# Employee goes to '''HR → Shift & Attendance → Shift Request → New'''.
# Selects '''Shift Type''' and '''Date Range'''.
# Submits for approval.
# Manager approves or rejects the request.

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== 7. Employee Checkin ==

=== Purpose ===
Stores raw check-in and check-out events per employee. Records can be imported from biometric devices (via API or CSV upload) or entered manually. The Shift Type's auto-attendance job processes these into '''Attendance''' records.

=== Fields ===
* Employee
* Log Type: IN or OUT
* Time (datetime)
* Device ID (optional, for biometric source tracking)
* Location (if using mobile app GPS check-in)

=== Integration ===
* Biometric devices push data via the Frappe REST API or through the '''Upload Attendance''' tool.
* The mobile PWA app captures GPS-tagged check-ins.

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== 8. Attendance ==

=== Purpose ===
The definitive daily attendance record for each employee. Can be created manually, via the '''Employee Attendance Tool''' (bulk), or automatically by the Shift Type's auto-attendance processor.

=== Attendance Status Values ===
{| class="wikitable"
|-
! Status !! Meaning
|-
| Present || Employee was present for the full shift
|-
| Absent || Employee did not attend and no approved leave exists
|-
| Half Day || Employee was present for half the shift minimum hours
|-
| On Leave || Approved leave covers this day (auto-set from Leave Application)
|-
| Work From Home || Present but working remotely
|-
| Holiday || Day is a holiday per the employee's Holiday List
|}

=== Manual Entry ===
# Go to '''HR → Shift & Attendance → Attendance → New'''.
# Select Employee, Date, and Status.
# Link to a Shift Type if applicable.
# Save and submit.

=== Bulk Tool ===
* '''Employee Attendance Tool''': Mark attendance for multiple employees at once for a given date.
* '''Upload Attendance''': Import attendance from CSV file (for bulk historical data).

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== 9. Attendance Request ==

=== Purpose ===
Allows an employee to request a correction to their attendance record — for example, if they forgot to check in or worked from a different location. Requires manager approval.

=== Steps ===
# Go to '''HR → Shift & Attendance → Attendance Request → New'''.
# Select Employee, Reason, and Date Range.
# Specify the correct attendance status being requested.
# Submit for manager approval.
# On approval, the system updates the attendance record.

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== 10. Overtime Slip ==

=== Purpose ===
Documents and approves overtime hours worked beyond the regular shift. Feeds into the payroll cycle via an '''Overtime Salary Component''' so overtime pay is included in the salary slip.

=== Prerequisites ===
* Overtime Type defined
* Overtime Salary Component linked

=== Steps ===
# Go to '''HR → Shift & Attendance → Overtime Slip → New'''.
# Select Employee and date.
# Enter overtime start/end time.
# Link to '''Overtime Type''' (Regular OT, Holiday OT, Rest Day OT, etc.).
# Submit for manager approval.
# On approval, overtime is included in the next payroll run.

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== 11. Roster (Shift Roster App) ==

The '''Roster''' is a separate Vue 3 + TypeScript single-page application accessible at <code>/hr</code>. It provides a visual, calendar-based interface for managing shift assignments across a team.

=== Access ===
* Navigate to <code>http://[your-site]/hr</code>
* Available to supervisors and HR staff with the appropriate role

=== Views ===
* '''Month View''': Calendar grid showing each employee's shift assignment per day. Click any cell to change the shift.
* '''Home''': Summary of current month's roster, pending shift requests, and alerts.

=== Use Cases ===
* Visual bulk editing of monthly rosters
* Reviewing shift coverage gaps
* Approving or reassigning shifts for leave coverage

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== Reports ==

* '''Monthly Attendance Sheet''' — grid of attendance status per employee per day for a selected month
* '''Shift Attendance''' — attendance breakdown by shift type, useful for operations analysis
* '''Employee Hours Utilization Based on Timesheets''' — billable vs non-billable time analysis (requires Timesheets)
* '''Employees Working on a Holiday''' — flags employees who worked on designated holidays (for holiday pay computation)

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== Related Chapters ==

* [[Frappe HRMS]] — main index
* [[Frappe HRMS - Ch06 Leaves]] — leave applications affect attendance records
* [[Frappe HRMS - Ch07 Payroll]] — attendance and overtime feed into salary slips
* [[Frappe HRMS - Ch09 Philippine Localization]] — holiday pay rules for Philippine holidays

[[Category:ERPNext]]
[[Category:Frappe HR]]
[[Category:Human Resources]]
[[Category:Attendance]]
[[Category:Comfac]]