1. Attendance – Monitor
2. Attendance – Department calendar
3. Attendance – My vacation calendar

 Attendance Settings:

1. Flex time model
2. Flex time escalation
3. Clock in rules
4. Flex time reset
5. Meal break rules
6. Work time rule
7. Holidays
8. Mandatory Holidays
9. Short break
10. Vacation
11. Leave

Clock-in Rules

1. If you want to ‘activate’ the ‘mobile clock in rules’ you have to switch the function ‘on’, so far the user clock in/out on a web app and then use the mobile when already clocked in.
2. Here you can add a new Clock in Rule template or edit the current one and switch between them.
3. You can add here new geofences. Read the steps below.
4. You can also ‘activate’ or ‘deactivate’ each geofence.
5. Here you can ‘edit’ or ‘delete’ one of your geofences.
6. If you want to ‘activate’ the ‘Network clock in rules’ you have to switch the function ‘on’
7. You can add here new IP addresses or DNS. See below how to do it.

How to add a new geofence?

Click the ‘Add geofences’ button and:

1. Enter the Description you want to use.
2. You can Search here your preferred street, city, etc.
3. Press ‘save’.

How to add an IP-Address?

1. Enter the Description.
2. Enter the new IP-Address or DNS.
3. Hit the ‘save’ button.

More about geofences and locations here

Clock-out Rules

Clock-out rules can be used only if clock-in rules are activated. If active, the geo location of the user’s clock-out will be tracked when using the mobile app, the IP-adddress if using a desktop device. If the user is outside of the clock-out rules he would be still able to clock-out.

Add a notification to receive instant messages per E-Mail, system bell or your messaging integration about clock-out violations.

You can review anytime the tracked location of the user’s clock out per attendance time record:

You can view either all departments or only your’s. You can switch between a monthly or yearly view:

You can also access a detailed monthly/yearly overview for each team member.

To show the department calendar to your staff, switch it on on the attendance time templates with “show every absence”. All users assigned to that template will have access to the department calendar.

The department calendar can’t be switched off with hide main menu points.

Navigate to the Absence and Attendance menu point. On the submenu go to the calendar.

Click on any Staff member to get more details. You will have a full overview, along with the submitted and received approvals for this employee.

You can switch here between the different views:

– Weekly, as you see above;

– Monthly: your total work hours, vacation, leave and not payable hours will be shown for the month;

– Yearly: your total work hours, vacations, leaves and not payable hours will be shown for the year.

Update worktime: just click on the work time entry you want to edit or delete.

You can:

• change the clock from ‘on-site’ to ‘off-site’
• change the log-in times
• add notes

Also users are allowed to create a new attendance start time, if the user forgot to clock-in at the “same day”. Future based time changes are not allowed.

Please do not forget to hit the ‘Save’ button.

If you want to delete a time entry, just hit the delete button.

Note: Depending on your role, you could have a full or limited ability to change and delete logged hours.

hatched = not approved
non-hatched = approved

For further details and for ‘rejecting’ or ‘approving’  leave request, just double-click on it.

Note: zistemo does not track time below 1 min

The escalation rules are disable by default. If you want to use them, please enable them.

First, set your preferred hours for the escalation rules. Just click on the times and adjust them accordingly, depending on when you want the escalation rule to send a notification:

If you want to add a notification, just click the ‘Add notification’ button. Set your options and click ‘Save’:

If you want to use Slack as a channel, please make sure that your staff’s accounts are connected to Slack direct messaging: Learn more

Based on a Traffic Lights system, the plus and minus hours are divided into three areas – green, yellow and red.
You can change the notifications for the yellow and red area. Whenever you modify notifications in the yellow section, it will take effect in the yellow notifications list below. The same applies to the ones in the red area, as shown below:

If you wish to delete or edit your notification rules, simply click the ‘pencil’ for editing or the ‘x’ to delete the rule:

In case you want to set some limits to your employees’ breaks, you can easily do it here – the number of daily breaks they’re allowed to take, the maximum duration of each break or daily time limit of rest breaks. In case the employee breaks any of these rules, their additional absence is automatically registered as “clocked-out time”.

Accept short breaks as paid time:
If you choose this option, you can pick the times and rules by simply clicking on the orange numbers and change them as you wish.

Calculate short breaks as unpaid time:
If you want to calculate short breaks as unpaid time, select this option.

Add new short break rules:

You can also add the notifications to your staff in case someone had longer break then allowed or if they exceeded the daily limit of breaks. The user added to the notifications will be informed about it via the selected notification system – Email, Slack, Bell Notifications:

Please note: When using short breaks and automatic meal break rules the short break counts into the daily break time . Example:
Work time: 7:00–13:00
Standard break time: 0:30 if daily work time is more than 3 hours
Short break: 10:00–10:30
Daily break time (total): 0:30

You daily break must be at least 0:30. Because you already made that break by yourself, it doesn’t have to apply standard break time rule.

if you want to edit or delete a mandatory holiday simply click on the ‘red x’ to delete or on the ‘pencil’ to edit.

You can easily add a mandatory holiday by just clicking on the ‘add mandatory holiday’ button.

If you want to add a specific holiday which is not listed, just click ‘add holiday’ and enter your preferred settings.

If you want to repeat a specific holiday each year, please select this option:

More Actions

The option “reload holidays” will set your public holidays to default.
The option “load holidays from previous year” you can overtake the holidays from last year by just clicking it.
You can also load holidays from other attendance time templates

Work-Time rules

The “Work time rules” section (Settings -> Attendance) is where you set up the daily time interval when employees’ presence is used for time calculation. Attendance outside this timeframe is automatically marked as unpaid and will show up on the calendar and in the analytics reports.

Note: This is related to the flex time model which is set as default under the ‘Flex time model’:

If you want to change the hours, just click on the orange numbers and replace them with your preferred times.
You can also choose which workdays you want to use for your staff:

Here you can set your ‘Weekly holiday’:

On this page, you can also set up notifications for your employees if they break the Attendance Time rules set up by you (if they clock in too early or clock out too late). The user added to the notification will receive the info about any wrong clock in/out via the selected notification system (Email/Slack/Bell Notification):

Note: This option is disable by default, enable it if you want to use it. 

Note: If you’ll assign another time model for a certain user and uncheck ‘As default’ box,

please go back to this page (Work Time Rules) and check if all settings are correct for this user.

Ignore work times rules

Sometime it maybe happen that your staff members need to work outside their work time rules. Then, their time will be tracked as not payable and won’t be calculated to their flextime balance. In this case you can activate the feature that the system ignore the work time rules and all tracked attendance time will be payable. You can find that in the Staff Details -> Flex-time Settings

Standard break time: reduce the predefined time per working day:

Here you can define the breaking rules you want to apply to your staff working routine. To edit the hours and minutes just click on the ‘orange’ numbers. You can also add new ‘break rules’.

Logic: If the total attendance time per day is more than the defined hours, the systems checks if you had take a break as defined on the rules. If there are no break it automatically adds the defined time as break to your attendance time only (not project time). If there’s an existing break within you attendance time records it may add more breaks until it reaches the defined break time.

Standard break time: reduce the predefined time per working day with office shutdown time:

Here you can define the break rules you want to apply to your staff’s schedule. To edit the hours and minutes just click on the ‘orange’ numbers. You can also add new ‘break rules’ for more detailed breaking rules. Do not forget to press ‘save’ after you finished.

Clock for the break:

Choose this option if you want your staff to clock in/out each time they take any kind of break.