Attendance Requests
How to submit, review, and approve attendance correction requests for employees and drivers.
Attendance Requests allow employees to submit corrections when their attendance records are incomplete or inaccurate. This ensures that payroll calculations reflect the actual hours worked, even when technical issues or human error prevent a proper clock-in or clock-out.
Navigation: HR > Attendance > Requests
When to Use Attendance Requests
Employees should submit an attendance request in any of the following situations:
| Scenario | Example |
|---|---|
| Missed clock-in | Employee forgot to clock in at the start of their shift |
| Missed clock-out | Employee left without clocking out due to an emergency |
| Incorrect time | System recorded the wrong time due to a technical issue |
| Overtime claim | Employee worked beyond their scheduled hours and needs the extra time recorded |
| Remote work | Employee worked from a location where clocking in was not possible |
Viewing Attendance Requests
The Attendance Requests page displays a table of all submitted requests with the following columns:
| Column | Description |
|---|---|
| Date | The date the attendance correction applies to |
| Employee | Name of the employee who submitted the request |
| Department | The employee's department |
| Request Type | The type of correction being requested (e.g., Missed Clock-In, Overtime) |
| Requested Time | The clock-in and/or clock-out time being proposed |
| Reason | A brief explanation for the correction |
| Status | Current request status -- Pending, Approved, or Rejected |
| Submitted On | When the request was originally submitted |
Filtering Requests
Use the status tabs at the top of the table to filter by request status:
- All -- Display every request regardless of status
- Pending -- Requests that are waiting for manager review
- Approved -- Requests that have been accepted and applied
- Rejected -- Requests that have been declined
You can also use the search bar to find requests by employee name or department.
Submitting an Attendance Request
To submit a new attendance request:
- Click the New Request button at the top-right of the page.
- Fill in the required fields:
| Field | Required | Description |
|---|---|---|
| Date | Yes | The date the correction is for |
| Request Type | Yes | Select the type of correction (Missed Clock-In, Missed Clock-Out, Time Correction, Overtime) |
| Clock In Time | Conditional | The corrected clock-in time (required for clock-in corrections) |
| Clock Out Time | Conditional | The corrected clock-out time (required for clock-out corrections) |
| Reason | Yes | A clear explanation of why the correction is needed |
| Attachment | No | Optional supporting evidence such as a screenshot or email |
- Click Submit to send the request for approval.
Always provide a clear and specific reason when submitting an attendance request. Vague reasons such as "forgot" may be rejected. Instead, write something like "Was dispatched to an urgent delivery at 7:00 AM and could not access the system to clock in."
Approving or Rejecting Requests
Managers and HR administrators can review pending requests by clicking on any row in the table. The detail view shows the full request information alongside the employee's existing attendance record for that date.
To Approve a Request
- Open the pending request by clicking on it.
- Review the requested times and the reason provided.
- Click Approve. The attendance record will be updated automatically with the corrected times.
To Reject a Request
- Open the pending request.
- Review the details.
- Click Reject and provide a reason for the rejection.
Once a request is approved, the attendance record is updated immediately and will be included in the next payroll calculation. Double-check the times before approving, especially for overtime claims, as they directly affect salary calculations.
Request Statuses
| Status | Description |
|---|---|
| Pending | The request has been submitted and is waiting for a manager or HR administrator to review it |
| Approved | The request has been accepted -- the attendance record has been updated accordingly |
| Rejected | The request has been declined -- the original attendance record remains unchanged |
Best Practices
- Submit requests promptly -- Encourage employees to submit correction requests within 48 hours of the affected date. Requests submitted much later are harder to verify.
- Include evidence when possible -- Attaching supporting documents (dispatch records, email timestamps, photos) increases the likelihood of approval.
- Review requests daily -- Managers should check the pending requests queue at least once a day to avoid bottlenecks, especially near payroll deadlines.
- Set clear policies -- Communicate your organization's attendance request policy to all employees so they understand what qualifies as a valid correction and the expected turnaround time.