Attendance rate and engagement reports
Use the Attendance Rate report to see how much of the scheduled working time people actually attended, by day, week or month, and by department or branch. Use the Attendance Engagement report to see who is not completing their check-ins, and whether they check in on mobile, tablet or desktop. Together they answer "is attendance slipping, and is it the people or the check-in process?"
Where:
- Attendance › Tools & Reports › Attendance Rate
- Attendance › Tools & Reports › Attendance Engagement
You need: the Team Attendance right. See Attendance user rights.
Which one, when
| The question | Use |
|---|---|
| Are people attending the hours they are scheduled for? | Attendance Rate |
| Which days, departments or branches lose the most time? | Attendance Rate, grouped by department or branch |
| Who is not checking out, or not checking in at all? | Attendance Engagement |
| Which device are people using to check in? | Attendance Engagement |
| Who was late or absent, by name and count? | Attendance Report |
How to read the attendance rate
- Go to Attendance › Tools & Reports and open Attendance Rate. It opens on the current month to date.
- Set the date range. It can cover up to a year.
- Select Filters to narrow by Department, Branch, Position, Cost Centre or Subsidiary. Resolution sets whether each row is a Day, a Week or a Month.
- Use the button at the top right to switch the chart between By Total, By Department and By Branch.
- Read the figures beside the chart, then the table underneath. Select a column header to sort.
- Select Timesheet to go to the Timesheet for the detail behind the numbers.
What the attendance rate counts
The report counts only working activities (activities marked as work, not leave or rest days) for active employees. Each scheduled event's hours are its start to its end, minus its scheduled break.
| Figure | How it is worked out |
|---|---|
| Average Attendance | Attended hours ÷ scheduled hours, for the whole range |
| Scheduled Hours (per day per employee) | Total scheduled hours ÷ number of scheduled events |
| Worked Hours (per day per employee) | Total actual hours ÷ number of scheduled events |
Attended hours are each event's worked hours, capped at its scheduled hours. Overtime and early clock-ins are not extra attendance, so the rate cannot go past 100%. A scheduled event with no check-in counts as zero.
The By Total chart plots Scheduled Time against Actual Time. Hover over a point to see both and the percentage. By Department and By Branch show a bar per group, split into Present and Absent hours. Absent hours here are tardy time plus absent days converted to hours at the employee's expected working hours.
The table
| Column | What it shows |
|---|---|
| Date | The day, or the first day of the week or month |
| Scheduled Hours | Scheduled hours in that period |
| Actual Hours | Hours worked, as the timesheet counts them, overtime included |
| Attendance | Attended hours ÷ scheduled hours |
| Employees | People with a scheduled working event in the period |
| Avg Scheduled Hours | Scheduled hours ÷ events |
| Avg Actual Hours | Actual hours ÷ events |
| Tardy (h) | Total tardy time |
| Absent (d) | Total absent days |
Actual Hours includes overtime, but Attendance does not. So a day can show more actual hours than scheduled and still be below 100%, if some people worked late while others left early.
How to read attendance engagement
- Go to Attendance › Tools & Reports and open Attendance Engagement. It opens on the last 7 days.
- Set the Start Date and End Date.
- Use Search for a person, or Filters to narrow by Department, Branch, Position, Cost Centre, Subsidiary, Group, Activity, Activity Type and All Employees (Scheduled or No Schedule). The report counts only working events, so Activity Type set to Off work shows nobody.
- Read the summary bar, then sort the table by Engagement to find the lowest first.
What engagement counts
The report covers active employees who are required to check in, and their scheduled working events that need a check-in. Leave is not included.
| Figure | What it means |
|---|---|
| Engagement | Successful events ÷ events |
| Employees | Active employees required to check in |
| Events | Scheduled working events that need a check-in |
| Success | Events with a completed timestamp record: the person checked out |
| Mobile, Tablet, Desktop | The share of events where at least one punch came from that source |
An event counts as a success only once it has a check-out. Someone who checks in every day but never checks out shows 0% engagement.
The Mobile, Tablet and Desktop shares can add up to more than 100%. Someone who checked in on a tablet and out on their phone counts in both.
The table has one row per person: Name, Events, Success, Engagement, Mobile, Tablet and Desktop.
What Happens Next
Both reports only read data. Nothing changes when you open them.
- A falling attendance rate → group by department or branch to find where, then open the Timesheet for those people.
- Low engagement for one person → they are probably forgetting to check out, or their device is failing. Check Timekeeping Health.
- Low engagement across one branch → look at the device first. See Device monitoring.
A missed check-out is fixed with an amendment. See Correcting attendance.
Tips
- Use Week resolution for trends. Day resolution is noisy, and weekends make it look worse than it is.
- Compare branches, not people, on the rate. It is built for patterns. For named individuals, use the Attendance Report.
- Check engagement in the first weeks after go-live. It shows who has not got into the habit of checking out, while it is still a training issue.
- A rate near 100% is not proof of good attendance if the schedule is thin. The rate only measures time that was scheduled.
Troubleshooting / FAQ
Q: Why is the attendance rate lower than I expect when people are working overtime? Overtime does not count as attendance. The rate only measures how much of the scheduled time was covered.
Q: Someone checks in every day but has 0% engagement. They are not checking out. Engagement counts an event only when it has a check-out.
Q: The attendance rate says "No record found". There are no scheduled working events for active employees in the range and filters. Check the date range and clear Filters.
Q: Can I export these reports? No. For an export, use the Timesheet or the Attendance Report.