Getting Started with Attendance & Leaves
This guide walks through the full path to a working Attendance & Leave setup. It covers the masters you create once, the employees you add on top of them, and the shift and leave assignments that make daily attendance and leave applications work.
Follow it in order. Each step depends on the one before it:
- Employee Setup: Department, Designation, Holiday List, and Branch, then the employees themselves and Employee Group.
- Shift Setup: Shift Type and Bulk Shift Assignment.
- Leaves Setup: Leave Type, Leave Policy, and Leave Policy Assignment.
1. Employee Setup
Before you can add employees, create the entities their records point to.
Department
Go to: HR → Setup → General → Department
Create the teams your employees belong to (Sales, Finance, Production, HR). See General Setup.
Designation
Go to: HR → Setup → General → Designation
Add the job titles you use (Manager, Officer, Operator). See General Setup.
Holiday List
Go to: HR → Setup → General → Holiday List
Create a calendar of non-working days for each location. Every employee is linked to one Holiday List, and attendance / payroll working-day logic uses it, so add this before you add employees. See General Setup.
Branches
Go to: HR → Setup → General → Branch
Add your work locations (head office, factory, warehouse). See General Setup.
Approve Department, Designation, Holiday List, and Branch records before using them on an employee. Records in Draft usually will not show up in the employee form’s dropdowns.
Add the employees
Once the entities above exist, add your people using either method:
- Import Employees through CSV: go to Settings → Data Import and use the Employee template (Name, Email, Department, Designation, Date of Joining). See Data Import & Export for the full import flow.
- Add Employees manually: go to HR → Employee → New and fill in the record one at a time. See Employee for every field and tab.
Add the Employee Group
Go to: HR → Setup → General → Employee Group
After employees exist, group them where useful. For example a Night Shift Team or a Sales North cohort. Groups can be built one employee at a time or in bulk with Fetch All Employees. See General Setup → Employee Group.
2. Shift Setup
With employees in the system, define and assign their work schedules.
Shift Type
Go to: HR → Shift & Attendance → Shift Type
Define each shift’s timings, break, and overtime / late tolerances (Morning, Night, General). See Shift & Attendance → Shift Type.
Bulk Shift Assignment
Go to: HR → Shift & Attendance → Bulk Shift Assignment
Assign a shift type to many employees at once for a date range, instead of creating individual Shift Assignments one by one. See Shift & Attendance → Shift Assignment.
Enable Auto Attendance on a Shift Type if you want Employee Check-ins (web or ERPX Desktop ) to build daily attendance automatically instead of marking it by hand.
3. Leaves Setup
Finally, configure what leave exists and how much of it employees get.
Leave Types
Go to: HR → Setup → Leave Setup → Leave Type
Make sure every leave category you offer is added: Annual, Sick, Casual, Unpaid, and so on, with the accrual, carry-forward, and encashment rules for each. See Leave Setup → Leave Type.
Leave Policy
Go to: HR → Setup → Leave Setup → Leave Policy
Bundle leave types into a policy with an annual allocation for each (e.g. Annual 14, Sick 10, Casual 8). See Leave Setup → Leave Policy.
Leave Policy Assignment
Go to: HR → Leave → Leave Policy Assignment (or Bulk Leave Policy Assignment)
Attach the policy to employees, either one at a time or many at once for onboarding batches. Approving the assignment automatically creates the Leave Allocations behind it. See Leave → Leave Policy Assignment.
A Leave Policy Assignment needs a current HR Period. Confirm one is marked Is Current before assigning policies.
What’s next
Once Employee, Shift, and Leave setup are done, the daily work looks like this:
- Mark attendance, or let Auto Attendance build it from check-ins. See Shift & Attendance.
- Employees submit Leave Applications against their allocated balance. See Leave.
- Check Shift & Attendance Reports and Leave Reports to review the numbers.