Attendance tracking in Pitch N Hire HRMS

What attendance includes

How does Pitch N Hire capture employee attendance?

Capture is set per employee rather than per company, so one workforce can run several methods at once. A biometric or access-control device pushes punches on a sync schedule, and every punch arrives tagged with the reader it came from. Desk staff who never pass a reader clock in from the browser, and you can restrict that to network addresses you list so a session opened from home is refused. Field and remote people mark attendance in the mobile app. Whatever the method, the punch lands in one attendance record for that person and that date, and the shift assigned to them decides what it means: on time, late, short hours, half day or full day. Adding a site later means attaching its devices or geofences to the people who work there, not standing up a second attendance system.

• Device sync, web clock-in, mobile check-in and HR entry all write to the same daily record.
• Each punch keeps its source, so you can tell a reader punch from a manual correction.
• Policy and shift are attached to the person, not to the office they happen to visit.

How does mobile attendance with geofencing and location work?

Mobile check-in captures the device location at the moment attendance is marked and stores it beside the punch. You define a geofence by placing a centre point and a radius on the map, then attach it to the employees or teams expected to work there. When a check-in falls outside every geofence attached to that person, Pitch N Hire either refuses it or records it as an out-of-boundary punch for the manager to review, depending on how strict you set the rule. Service engineers and sales teams who move between customer sites can hold several permitted geofences, or be allowed to check in anywhere while the location is still recorded. Managers see the punch plotted on a map rather than as a pair of coordinates, so reviewing a day of field attendance takes a glance instead of a spreadsheet.

• One employee can be attached to several geofenced sites at once.
• Out-of-boundary punches are visible as exceptions rather than silently accepted.
• The captured location stays with the punch in the audit trail.

What happens when someone misses a punch or works a half day?

An incomplete or unusual day is treated as an exception, raised on the day it happens rather than discovered during the payroll run. A check-in with no check-out, hours below the full-day threshold you configured, an arrival after the grace period, or a date with no punch at all each get their own exception type, so the manager can see at a glance which need a correction and which are genuine absence. Half days follow the threshold on the policy: if configured hours are met but the full-day mark is not, the day is marked half rather than lost. Exceptions sit on the employee's own attendance view too, which is where most of them get resolved, because the person who forgot to tap out is the one who knows what actually happened that day.

• Missed check-out, short hours, late arrival and no-punch are separate exception types.
• Half-day and full-day thresholds are policy settings, not fixed values.
• Employees see their own open exceptions without asking HR for a report.

How do attendance regularisation requests get approved?

A regularisation is a request to correct a specific date, not a free edit of the record. The employee opens the day, states the corrected in and out times, chooses a reason from the list you maintain, and submits. It routes to the reporting manager by default, and you can add a second approver such as an HR business partner for particular teams or reason codes. Until it is approved the original punch data stands, so nothing changes underneath a payroll figure while a request is pending. On approval the corrected times replace the day's calculation, the exception closes, and both versions remain visible in the history. Because the reason code is captured on every request, patterns become reportable: a site with recurring device failures and an individual who regularly forgets to tap out look very different in a monthly summary.

• Reason codes are maintained by you and are required on every request.
• Original punches are never overwritten; the corrected value sits above them.
• Approval can require a second approver by team or by reason code.

How does attendance data reach payroll?

For each pay period Pitch N Hire converts the daily records into the figures a payroll run actually consumes: payable days, loss-of-pay days, days on approved leave, week-offs, holidays and any overtime hours qualifying under the rule you set. Before that conversion is trusted, the period is closed and locked at the cut-off you choose, after which regularisations for those dates need an explicit reopen instead of quietly shifting a figure that payroll has already read. HR can see the full derivation for any employee, showing which dates produced a loss-of-pay day and why, which turns a payslip query into a two-minute check rather than a reconstruction from device logs. Overtime rates and qualifying thresholds vary by country and state and change over time, so Pitch N Hire computes them from the rules you configure.

• Payable days, loss of pay, leave days, week-offs and overtime are produced per employee.
• Locking the period stops figures moving after payroll has read them.
• Every payable-day number can be traced back to the dates that produced it.

What does the attendance audit trail record?

Every write to an attendance record is kept: the raw punch and the reader or app that produced it, each manual entry and who made it, each regularisation with its reason and approver, each policy or shift change and the date it took effect, and each period lock and reopen. Entries are appended rather than replaced, so a corrected day shows the original alongside the value that replaced it. This matters in three practical situations: an employee disputes a deduction, an auditor asks how a figure was produced, or a device outage means a batch of days was entered by hand and someone later needs to know which. Access follows the same permissions as the rest of Pitch N Hire HRMS, so a reporting manager sees their own team's history while HR sees the organisation.

• Punch source, actor and timestamp are stored on every entry.
• Corrections append; they never overwrite the original value.
• Period locks and reopens are logged with the user who performed them.

How is attendance different from a timesheet?

Attendance answers whether someone was at work and for how long. It is presence measured against a shift, and its output is the set of payable days that determines pay. A timesheet answers a different question entirely: where the hours went. The same Tuesday can produce one attendance record and five project time entries, and both are correct, because they are measuring different things. Keeping them separate matters when the numbers disagree. An employee present all week whose project hours fall short has a reporting problem, not a pay problem, and treating attendance as a billing source would silently invoice a client for time nobody allocated. Pitch N Hire keeps the two datasets distinct and lets you compare them, so a gap between attended hours and allocated hours is visible as a question rather than resolved by assumption.

• Attendance drives pay; timesheets drive utilisation and client billing.
• One attendance day can hold many project entries across several clients.
• A difference between the two is surfaced, not silently reconciled.

Can attendance policies differ by team, site or employment type?

Yes, and this is usually the reason a spreadsheet stops working. A policy in Pitch N Hire holds the grace period, the late-mark rule, the half-day and full-day thresholds, the week-off pattern, the permitted capture methods and the regularisation limits, and you assign it to a group rather than to individuals one at a time. A support desk on rotating cover, an engineering team on flexible hours and a warehouse on fixed timing can therefore run in one system with three genuinely different sets of rules. Because policy is attached to the person, an internal transfer picks up the destination policy from its effective date without a manual clean-up of the previous month. Changes are dated rather than immediate, so amending a rule in the middle of a period does not retroactively rewrite days that were already approved.