Using Attendance Modes To Gather Reasons For Late Sign-Ins

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Attendance Modes will help you to display reasons your staff have signed in or out, outside of their expected working hours.

For example, this will help you mark down when and why a user arrived late or left early.

Creating an Attendance Mode

To create Attendance Modes, you will need to access your dashboard, then click on User Settings and select Attendance Modes.

You will then be taken to this screen.

Attendance Modes page

Here you can see a grid with all of your modes and their details, such as the Working Days the mode will affect. You’ll also see the time your users should have signed in and what time they should sign out.

To create a new mode, click Add at the top of the screen and you will be taken to a new page to create a mode.

Add a new Mode

It is recommended that you give the mode a meaningful name whether it be a shift type or even a reason for late arrival and early departure.

Next, you will select which days this mode will apply to and the time you expect your users to arrive and sign in.

Chosen days your mode will affect

In the Sign in settings, you can set how long after the start time you want the system to register a sign-in as a late arrival. This cannot be set to less than 1 minute.

Sign in settings
Input when a sign-in will be classed as a late arrival

Next, you have the option to also register early sign-outs from the system. This is done by ticking the box and then selecting the time frame for the system to register a sign-out. This value cannot be less than 1 minute.

Input when a sign-out will be classed as an early exit

Once you have filled in these details, click Add Mode to add this to the Attendance Modes grid where you can develop it further.

In the grid, you’ll be able to see your new Attendance Mode. You’ll now be able to add Reasons. These will appear for users who sign in or out during the designated timeframe, allowing them to register the appropriate reason for not arriving or leaving at the expected time.

Add a Reason to Your Attendance Mode

If you go to the far right of the Attendance Mode grid you can click on Select Actions and then select Add Reason.

Select which Mode to add reasons to

You will then be taken to this screen which will allow you to create a reason for your Attendance Mode.

Fill in the details of your reason

You will need to name this reason, for example, Public Transport. There is also the option to add more detail in the Presented Reason box however this is not a mandatory field.

Then you must select the Reason Type, either sign in or sign out. This informs the system when to present this Reason to your users. You then need to choose the timeframe that this Reason will be active for users signing in or out.

Complete reason details

Once you have completed these details, click Add Reason. You will then see this within your Attendance Mode as well as the parameters you set.

View the reasons added to your attendance Mode

With this set, when a user signs in late or leaves early at your kiosk, as per the timeframe you set, the system would bring up the reasons you have set for this action at this time. The user will then select the appropriate to register their entry or exit.

Assigning Your Attendance Mode to a Journey

Once you have created your Attendance Mode and assigned Reasons, you will need to add it to your Journey’s Flows for it to take effect.

To do this, go to the Journey Builder section on the left-hand side of the dashboard. Then you will need to find the Journey that is assigned to your kiosks.

Next, click on Available Actions and select Edit Flow from the dropdown menu.

You will then be taken into the Journey Flow editor.

Attendance Mode option in the Journey Flow
Journey Flow editor with Attendance Mode option

On the left-hand side, you will see that Attendance Mode is an option.

Note: Your Flow must have User Types which are ” Pre-Registered by Admin” assigned for the Attendance Mode to appear.
To learn how to Create and Edit User Types please see this page

Click into the Attendance Mode selection box and choose the Attendance Mode you wish to add to this Journey Flow.

Add the Attendance Mode to the Flow
Add your Attendance Mode to the Flow

Once you have selected your Attendance Mode, click the plus button to the right of it which will then add it to your Flow. Now click Update Journey Builder at the top of the page to save this change to the Flow and have your Attendance Mode take effect.

You can learn more about how to use the Journey Builder in this help article.