Attendance rules and office time policy

Attendance rules decide how Staff Khata treats every punch: what counts as overtime, what an absence costs, and where staff are allowed to punch in. The office time policy decides when someone is late, on a half day or absent.

Set your attendance rules

1. Click Organization → Company, then open the Attendance Rules tab.
2. Switch on the rules you want (see the table below).
3. In Absent Day Deduction Penalty, enter how many days of salary are cut for each unexcused absence. 1 is the usual choice.
4. Click Save Changes.

Turn on geo-fencing

Geo-fencing stops staff from punching in on the mobile app unless they are at work.

1. On the same tab, scroll to Geo-Fencing Parameters.
2. Switch on Enable Geo-Fencing.
3. Choose how it applies:
   • Branch-wise Rule: each branch uses its own location and radius. Pick the branches in Apply to Branches. This is the best choice if you have more than one location.
   • Apply All Employees: one location for everyone. Enter the Geo Fence Radius (Metres) and click Set Map Location Coordinates to choose the spot.
4. Click Save Changes.

You can also switch geo-fencing off for one employee in their profile, on the Attendance & devices step.

Choose your WhatsApp summaries

The Notifications tab lets you turn on a Daily Attendance Summary, a Monthly Attendance Summary and Device Health Alerts on WhatsApp. See WhatsApp and integrations.

Create an office time policy

The office time policy sets your grace periods and when a short day becomes a half day or an absence. Your first policy becomes the default for everyone.

1. Click Organization → Office Time Policy.
2. Click Create First Policy (or Add New Policy if you already have one).
3. Enter a Policy Name, such as "Standard Office Policy". Leave Default on if this policy should apply to everyone without their own.
4. Under Grace periods & working hours, set the times in hours and minutes:

Monthly late deductions

Use this to turn repeated lateness into a cut.

1. Switch on Monthly late deductions.
2. Choose the Deduction source: Attendance (cuts attendance days) or Leave Balance (CL) (cuts casual leave).
3. Set Monthly late count and Cut Days. For example, 3 and 1 means every 3 late arrivals in a month cost one day.

Very late and early departure rules

Under Late arrival rules, click Add rule, enter a Duration and choose the Cut Days. For example, more than 1 hour late cuts 0.5 (Half Day). You can add up to 4 rules. Early departure rules work the same way for staff who leave early. Switch on Apply on weekly offs if the rules should also count on weekly off days.

5. Click Create Policy.

The policy appears in the list with its late, early, half-day and absent times. To change which policy is the default, open a policy's row menu (⋯) and click Make Default.

Next, add your employees.