Department Attendance Reports
When to use
Use this feature to see a quick overview of attendance across your departments. Get a complete picture of who's present, who's absent, and who's on leave — all organized by department.
What is the Department Attendance Report?
The Department Attendance Report shows you at a glance:
- Total employees in each department
- Present today — how many are working
- On leave — who approved leave (vacation, sick, etc.)
- Late arrivals — who checked in after the shift start time
- Absent — who didn't check in and didn't submit leave
- Attendance rate — percentage of employees who were present or on approved leave
Think of it as a "roll call" for each department for today's date.
When does data update?
The report does not refresh continuously on its own:
| How employees punch | Usually visible on the report |
|---|---|
| App (web / mobile) | Within seconds — reload the page if needed |
| Device sends data | Seconds to tens of seconds |
| Direct connection | Follows sync schedule (often 1–5 minutes) — admin can use Sync now |
The dashboard Attendance by department chart uses the same data and timing.
Where to find the report
Menu path:
- Go to Attendance & Time → Attendance Tracking (Chấm công & Thời gian → Theo dõi chấm công)
- On the dashboard, you'll see Attendance by Department section
- Each department shows a summary card with today's attendance
Understanding the report
Attendance status colors
The report uses colors to make information easy to scan:
- Green — Present (checked in on time)
- Yellow/Orange — Late (checked in after shift start)
- Blue — On approved leave
- Red — Absent (no check-in and no approved leave)
- Gray — Not assigned to a shift (e.g., new employee, future hire)
Department card breakdown
Each department card shows:
| Info | What it means |
|---|---|
| Department name | Which department this is |
| Total | How many people work in this department |
| Present | Employees who checked in today |
| Leave | Employees on approved leave |
| Late | Employees who arrived after shift start |
| Absent | Employees with no check-in and no leave |
Attendance percentage
Shows what percentage of your team (excluding those on pre-approved leave) actually came to work.
How it's calculated:
Attendance % = (Present + On Leave) / Total Employees × 100
For example:
- Department has 20 employees
- 18 checked in on time
- 1 is on approved vacation
- 1 is absent
- Attendance = (18 + 1) / 20 = 95%
How to use the report
Check today's attendance
- Go to Attendance Tracking
- Quickly scan each department card
- Look for departments with high absent counts (red numbers)
Click on a department for details
- Click any department card
- You'll see a list of employees with their individual status
- You can see names, positions, and exact check-in/out times
Monitor trends
- Check the report daily or weekly
- Watch for patterns (e.g., Monday absences, late arrivals on certain days)
- Use this to identify problem areas or schedule issues
Investigate issues
If a department has unusually high absences:
- Click the department card
- See which employees are marked absent
- Check if they submitted leave requests that weren't approved yet
- Contact the employees to understand the issue
Use cases and examples
Example 1: Morning check-in review
At 9:30 AM, HR reviews the attendance report:
- Sales team — 18/20 present, 1 on leave, 1 absent (late to arrive)
- Operations — 15/15 present, all on time
- Support — 12/13 present, 1 late arrival
HR spots the Sales team member who's absent and calls to check in. Turns out they forgot to submit leave and were running late.
Example 2: Weekly attendance analysis
By Friday afternoon, HR reviews the week's attendance:
- Operations team has 3 employees who are frequently late
- Support team has high absence on Mondays
HR might:
- Check if there are shift scheduling issues
- Speak with team leads about patterns
- Recommend solutions (flexible start time, shift change, etc.)
Example 3: Leave vs. Absence
The report shows that Engineering team has:
- 5 employees on approved leave (blue)
- 2 employees absent (red)
This tells HR that the 5 on leave were planned (vacation approved), but the 2 absences are unplanned and need follow-up.
Common questions
Q: Why does the attendance percentage seem low even though employees are on approved leave?
A: The percentage counts employees on approved leave as "present for calculation purposes." If the percentage is still low, it means employees are actually absent (without approved leave). Check the red numbers.
Q: Can I see historical attendance data?
A: This report shows today's data. For historical analysis, you can use the Attendance Tracking view and filter by date range to see past days.
Q: What about remote employees or employees from other offices?
A: If your company uses GPS or WiFi check-in, the system tracks them. If an employee is marked absent but says they worked remotely, you may need to manually adjust their attendance (if your system allows it).
Q: How often does the report update?
A: It depends how people punch in. App punches usually appear after you reload the page. Devices that send data update within seconds to tens of seconds. Direct-connection devices follow the sync schedule (about 1–5 minutes). An admin can run Sync now on the attendance device if needed.
Tips for using this effectively
- Check early in the day — Review attendance in the morning to catch any issues early
- Look for patterns — Weekly or monthly reviews help you spot problems
- Cross-check with leave requests — Make sure absent employees don't have pending leave approvals
- Share with managers — Managers can use this to understand their team's attendance
- Follow up on absences — Prompt follow-up prevents habitual absences