Attendances¶

Odoo’s Attendances application functions as a time clock. Employees are able to check in and out of work using a dedicated device in kiosk mode, while users are also able to check in and out of work directly from the database. Managers can see who is available at any given time, create reports to see everyone’s hours, and gain insights on which employees are working overtime or checking out of work earlier than expected.

Access rights¶

Understanding access rights is essential to navigating the Attendances application.

Every user in the database is able to check in and out directly from the database, without needing access to the Attendances app. Additionally, all users can access their own attendance records from their employee form in the Employees app.

Access to both the Attendances application and the various features within the application is determined by access rights.

To see what access rights a user has, navigate to the Settings app ‣ Users & Companies ‣ Users, and click on an individual user. The Access Rights tab is visible by default. Scroll down to the Human Resources section to view the settings. For the Attendances field, the following options appear:

No: The user does not have access to the Attendances application, and is not able to open the app, even though it appears on the main database dashboard. An Access Error pop-up message appears when the application is clicked. The user can only check in and out of the database either through an attendance kiosk or the attendance icon in the top-right corner of the Odoo database, which is visible at all times, in every application).
Officer: Manage all attendances: The user has full access to all employee attendance records, including the ability to modify and create records, but does not have access to the configuration menu and settings.
Administrator: The user has full access to the entire Attendances application, with no restrictions. They can view all employee attendance records, enter kiosk mode from the application, access all reporting metrics, and make modifications to the settings.

Approvers¶

An approver is a user assigned to review and manage an employee’s attendance records. An approver is typically a manager, though that is not required. Approvers without administrative rights can access and modify attendance records only for the employees they are assigned to. This is the only exception where non-admin users can view records in the Attendances app.

To view the attendance approver for an employee, navigate to the Employees application and click on the specific employee. Click on the Settings tab, scroll to the Approvers section, and check the Attendance field. The person selected is able to view that employee’s attendance records, both on the Attendances application dashboard as well as in the attendance reports, and make modifications to their records.

Configuration¶

Few configurations are needed in the Attendances app. Determining how employees check in and out, defining how the kiosks function, and determining how extra hours are computed are all configured in the settings menu. Navigate to the Attendances app ‣ Configuration ‣ Settings to access the settings menu.

Note

Any configuration item with a (building) icon is a company-specific configuration. Items without a (building) icon apply to all companies within the database.

Modes¶

This section specifies how employees log in and out, and how absences are handled.

Attendances from Backend : Activate this feature to allow users to check in and out directly from the Odoo database. If this is not activated, users must use a kiosk to check in and out of work.
Automatic Check-Out : Activate this feature to automatically check out employees according to their working schedule, after a buffer of time has passed. When enabled, a Tolerance field appears below this option. Enter the amount of time, in hours, that must elapse after an employee’s working hours have ended, before they are automatically checked out.

Example
With the Automatic Check-Out option enabled, and the Tolerance set to 2.00 hours, an employee checks in to work at 9:00 AM and forgets to check out at 5:00 PM. At 7:00 PM, they are automatically checked out.
Absence Management : Activate this feature to log any absences that are not associated with a time off request, such as vacation time or sick time, on the attendance report. This does not apply for employees with a flexible working schedule.

Extra Hours¶

This section specifies how extra time (sometimes referred to as overtime) is calculated, including when extra time is counted and what time is not logged.

Tolerance Time In Favor Of Company: Enter the amount of time, in minutes, that is not counted towards an employee’s overtime. When an employee checks out, and the extra time logged is below the specified minutes, the extra time is not counted as overtime for the employee. When an employee checks out, and the extra time logged is more than the specified minutes, the extra time is counted as overtime for the employee.

Example
A company sets the Tolerance Time In Favor Of Company to 15 minutes, and the working hours for the entire company are set from 9:00 AM to 5:00 PM.

An employee checks in at 9:00 AM. If the employee checks out at 5:14 PM, the extra 14 minutes are not counted towards their overtime. If the employee checks out at 5:17 PM, they earn 17 minutes of overtime.
Tolerance Time In Favor Of Employee: Enter the amount of time, in minutes, that an employee is given, which does not adversely affect their attendance if they log less time than their working hours. When an employee checks out, and the total time logged for the day is less than their specified working hours and less than this specified grace period, they are not penalized for their reduced hours. When an employee checks out, and the total time logged for the day is less than their specified working hours and more than this specified grace period, they are penalized for their reduced hours.

Example
A company sets the Tolerance Time In Favor Of Employee fields to 15 minutes, and the working hours for the entire company are set from 9:00 AM to 5:00 PM.

An employee checks in at 9:05 AM. If the employee checks out at 4:55 PM, even though they logged a total of 10 minutes less than their full working hours, they are not penalized for this discrepancy, and they are logged as working a full eight-hour day. If the employee checks out at 4:40 PM, they are penalized, and they are logged as only working 7 hours and 35 minutes.
Extra Hours Validation : Click on either the radio button next to Automatically Approved to have all extra time automatically approved, or Approved by Manager if all extra time should be reviewed and approved by a manager.
Display Extra Hours: Activate this box to display the extra hours logged by an employee when they check out with a kiosk, or when a user checks out in the database.

Note

Approved extra hours can be deducted from an approved time off request.