AttendanceGM Documentation

1 Roles explained

AttendanceGM has several roles. Each role controls what a person can see and do in the system.

2 Setting up your organization

After registering, complete your organization setup before inviting staff. Go to Settings and configure:

3 Managing departments

Create departments to group your staff and assign supervisors. Go to Departments from your admin dashboard and click Add Department. Enter the department name — for example Finance, HR, or Operations.

4 Inviting staff — four methods

Choose the method that works best for each staff member. All methods create a full staff account.

5 Managing staff

From the Staff page you can view and manage every member of your organization:

• Edit details — update name, email, role, or department
• Reset password — send a new password reset link to the staff member
• Block or deactivate — temporarily suspend access without deleting the account
• View attendance history — see the full check-in record for any staff member
• Edit attendance record — correct a check-in or check-out time, or change the attendance status for a specific day (for example convert an Absent record to On Leave after approving a late leave request)
• Emergency check-in/out — record attendance on behalf of a staff member in emergencies

6 Quick Scan setup

Quick Scan turns any tablet or computer at your office entrance into a check-in station. Staff show their personal QR code to the camera and the system records their attendance instantly.

7 Offline attendance

AttendanceGM has two separate ways to handle attendance when internet is unavailable. Use whichever matches your situation.

8 Attendance analytics and reports

Go to Analytics to view real-time data about your organization's attendance. You can see:

• Daily summary — who is present, late, or absent today
• Weekly and monthly trends — attendance patterns over time
• Late arrivals report — track punctuality across the team
• Department comparison — see which departments have the best attendance
• Individual reports — drill down into any single staff member's record

All reports can be exported as PDF or Excel for your records.

9 Payroll — salary configuration

Before generating payroll you need to configure each staff member's salary. Go to Payroll Settings and set:

• Basic salary — the agreed monthly base pay for each staff member
• Allowances — company-wide additions such as transport or housing allowance
• Per-staff overrides — set different allowance amounts for individual staff if needed
• Deductions — SSHFC contributions, income tax, or late-arrival penalties
• Late deduction tolerance — set how many late days are allowed before any penalty deduction is applied. For example, if set to 3, the first 3 late days in a pay period carry no penalty
• Overtime threshold — set how many hours per week count as overtime, and the multiplier applied to overtime hours (default 1.5×). The system can calculate this automatically from your working days configuration
• Pay period — monthly or bi-weekly

10 Generating payroll and viewing payslips

At the end of the pay period, go to Payroll and click Generate Payroll. The system automatically calculates each staff member's final pay based on their attendance, allowances, and deductions.

11 Leave management

Go to Leave Requests to see all pending, approved, and denied requests from your staff. For each request you can see the staff member's name, leave type, dates, and reason.

• Click Approve to accept the request — the staff member receives a notification
• Click Deny and add a reason — the staff member is notified and can resubmit
• Approved leave days are automatically excluded from absence tracking
• Requests submitted for a past date are marked with a Backdated label so HR can review them separately

Leave balances

Go to Leave Balances to see every staff member's remaining entitlement for each leave type. From here you can:

• View individual balances — see exactly how many days each staff member has used and how many remain
• Manually adjust a balance — add or subtract days for a specific staff member if a correction is needed
• Configure leave policies — set the total entitlement per leave type, whether it is paid, how days accrue (monthly or upfront), whether unused days carry over to the next year, and whether days are paid out on termination

12 Holiday management

Declare official holidays so that no staff member is marked absent on those days. The system automatically skips absence tracking for everyone during a holiday period.

13 Organization settings

From Settings you can update your company logo, contact information, and subscription plan. Only the Org Owner can make changes to billing and subscription details.

14 Company handbook

Use the Company Handbook feature to share official documents — policies, contracts, codes of conduct — directly with your staff through AttendanceGM. Staff can read and formally acknowledge each document so you have a record of who has seen it.

15 Activity log

The Activity Log is an audit trail of everything that happens in your organization's account. Go to Activity Log from the admin menu to see a timestamped record of actions such as:

• Staff accounts created, edited, or deactivated
• Payroll approved or deleted
• Leave requests approved or denied
• Attendance records edited manually
• Company handbook documents published or archived
• Organization settings changed