Attendance

The Employee Attendance page records, one company and one day at a time, whether each employee is present, and when they came in and left. You can fill in the day employee by employee, set the same time for several employees at once, and export the day as a PDF or an Excel file.

To open it, select HR > Attendance.

The page lists the employees of the company: the users set up on the Employee Master page whose Start Date is on or before the day, and who had not left by then (no last date, or a last date on or after the day).

Choose the company and the day

• The company list at the top right holds the companies you have access to. It opens on your own company, and is greyed out if you have only one.
• The date shows the day, for example Sun, 25 Oct 2026. The page opens on today, in your time zone. Select the left arrow (Previous Day) or the right arrow (Next Day) to move one day, or select the date to choose a day from the calendar, up to 10 years back. Next Day is not shown on today.

You cannot open a day in the future: TrakIT says Cannot open attendance for a future date and stays on today. A date that is not valid gives Invalid Date, and the page stays on the day it showed.

Start a day

A day has no attendance until someone starts it. Until then, the page says No records found for followed by the date.

1. Choose the company and the day.
2. Select Initialize.

TrakIT adds a row for each employee of the company on that day, with the status Present, or On Leave for an employee whose employment status is On Leave (see Change the status). It says Attendance for the day initialized successfully, or No employees to add if there is nobody to add.

An employee added to the company after the day was started does not appear on it by themselves. Select Refresh List to add a row for each employee of the day who is missing, for example a new employee. The rows already there do not change. TrakIT says Employee list refreshed successfully, or No employees to add.

Initialize and Refresh List appear only if you can change the attendance of that day: see Days you can change.

Record the day’s attendance

Once the day has started, the list shows one row per employee, in order of name. Employees Found counts them. If you can change the day’s attendance, the page says (All changes are saved automatically), and you change each row in place:

1. Change the employee’s Status, Time-In, Time-Out or Remarks.
2. Move to another field, for example with the Tab key.

TrakIT saves the change as soon as you leave the field. The field turns green when it is saved. If it cannot be saved, it turns red and the reason appears below it.

To fill in the current time, select the alarm clock next to Time-In or Time-Out (Input current time). It uses your computer’s clock, and saves the time at once.

TrakIT keeps the times consistent:

• An employee marked Absent or On Leave has no times. Choosing one of these statuses clears the row’s times, and a time cannot be entered on the row (Not Allowed).
• Time-Out needs a Time-In first (No Time-In), and must be at least 5 minutes after it (Invalid Time-Out).
• Clearing the Time-In also clears the Time-Out. So does changing the Time-In to less than 5 minutes before the Time-Out.
• Remarks can be up to 2,000 characters, without HTML tags (Value contains prohibited characters).

Statuses

Status	Means
Present	At work. A day starts with this status.
Absent	Not at work. The row has no times.
Came Late	Came in late.
Left Early	Left before the end of the day.
On Leave	On leave for the day. The row has no times.
On Field	Working away from the office.
Remote	Working remotely.
Half Day Leave	On leave for half of the day. The times of the half worked can still be entered.

The list

Column	Shows
Checkbox	Selects the employee, to set a time for several employees. The check icon in the heading (Select/Deselect All) selects all, or clears the selection.
#	The row number.
ID	The employee ID.
Employee	The employee’s name.
Designation, Department	The employee’s designation and department.
Status	The day’s status.
Time-In, Time-Out	When the employee came in and left, in 24-hour time.
Remarks	Remarks about the day.
Updated By	Who last changed the row, and how long ago.

To narrow the list:

• Type part of a name in Search Name. The list shows only the employees whose name contains it, or – No Employees Found –.
• Choose a department in – Department Filter –. The list offers the departments of the company’s users.

Set a time for several employees

Set Time… enters the same Time-In or Time-Out for all the employees you select, for example when a team starts at the same time.

1. Select the checkbox of each employee. Employees you selected stay selected while Search Name hides them.
2. Select Set Time….
3. In Set Time, check Employees Selected, the number of employees you selected.
4. Under Select Option, choose Time-In or Time-Out.
5. Enter the time in Select Time, or select the alarm clock for the current time.
6. Select Initialize.

The time replaces the times the selected employees already have, as the popup warns (Caution: Existing times for selected rows may be overwritten). TrakIT skips:

• employees marked Absent or On Leave;
• for Time-In, employees whose Time-Out would be less than 5 minutes after the new time;
• for Time-Out, employees with no Time-In, or whose Time-In is less than 5 minutes before the new time.

TrakIT then says how many employees it updated and how many rows it skipped, for example 3 employees updated successfully; 1 row skipped (Absent/On Leave or conflicting time), or No records found for update if it skipped them all.

Message	What to do
Please select one or more employees	Select the checkbox of at least one employee first.
Option is required, Time is required	Choose Time-In or Time-Out, and enter a time.
Please enter a valid time (HH:mm)	Enter the time as hours and minutes.

Leave and attendance

If your company records leave in TrakIT (see Leave), approved leave shows on this page:

• When a leave application is approved (see Leave approval), each day that the leave counts gets the status On Leave, or Half Day Leave for a half day, with the name of the leave type in Remarks. If the day has not been started yet, TrakIT adds the employee’s row for it. Days the leave does not count, such as weekends and holidays, are left as they are.
• If approved leave is cancelled before it starts, the days still marked On Leave or Half Day Leave go back to Present, and their remarks are cleared. A day someone changed by hand in the meantime is left as it is.
• Every day at 05:05 UTC, TrakIT looks at the attendance of the day before. An employee marked Absent with no approved leave for that day is given an approved day of unpaid leave, provided their company’s leave set-up has an active unpaid leave type that allows it (see Leave configuration). Their attendance stays Absent.

Employees apply for leave on the My Leaves page.

Export the day

1. Select Export.
2. Select To PDF or To Excel.

The file has all the employees of the day for the company and the department selected, whatever you typed in Search Name. If the day has no rows, TrakIT says There is nothing to export.

• To PDF: an Attendance Record for the day, with the company and the department, and the columns ID, Name, Designation, Department, Status, Remarks, Time-In, Time-Out and Duration: the hours between the two times, for example 8.5h. The footer says who generated it and when.
• To Excel: the columns ID, Full Name, Designation, Department, Status, Time-In, Time-Out, Remarks, Updated By and Updated On.

Days you can change

You can change today’s attendance if your role has Update in the Employee Attendance section, and the attendance of other days if it also has Update Past. On a day you cannot change, the list shows the values as text, and Initialize, Refresh List and Set Time… do not appear.

Who can use this page

Your role needs these permissions in the Employee Attendance section:

Permission	Allows you to
Read	Open the page, see the attendance of the companies you have access to, and export it.
Update	Start, refresh and change today’s attendance.
Update Past	Together with Update, start, refresh and change the attendance of earlier days.

System administrators can do all of these, for every company.