The ‘calendar days’ include all days. Working days, holidays, non-working days, weekends  – basically all 7 days in a week.  This means that holidays and Sundays, for example, are valid as vacation days. If working days are used, then weekly holidays and non-working days are not counted as vacation days.

Note: Are you sure about using calendar days for vacation instead of working days? Please double check if you are allowed to do so and if you’re aligned with your Government Rules. This change has an effect on all vacation days from this year and in the future. 

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.

Manage and create leave reasons and how they affect the paid or unpaid time. All types of leave can be easily added and managed on the attendance template. If you edit a leave type in on template it effects same leave types on other templates, so the changes are global and company wide.

If you want to add new leave reason click on the button ‘add leave reason’ on the upper right. You can activate or deactivate leave reasons by simply switching the button. You can use only active leave reasons on the absence calendar. If you want to edit or delete a leave reason, simply click on the pencil to edit or on the trashcan to delete it. You can’t delete leaves that are used on any absence calendar.

Add New Leave Reason

Since leaves reason are different in every country you can create super individual leaves for your company’s needs. Choose your preferred leave reason and choose from the listed options. Leave marked with a star (*) will be explained more detailed below.

• This leave type is only available to admin roles (Account Owner, Admin and Department Leader)
• This leave type subtracts days from vacation (will affect the number of vacation days)
• This leave type subtracts hours from flex time account (staff can use this leave type to compensate overtime, time of in lieu)
• This leave type is an off-site activity (business trip, customer visit, external training, trade show)*
  • This leave type requires clock-in/clock-out (staff needs to have start- and end time)
  • This leave type has meal allowances (e.g. if you’re away overnight)*
• This leave type is a sick leave (count as working time and doesn’t subtract hours from work time balance)*
• This leave type requires documentation (e.g. doctor’s note, visit reports or training certification)
• This leave type requires a substitution (if colleagues need to substitute a person who’s on leave)*
• This leave type needs to be approved (a supervisor have to approve this leave)
• This leave type requires a note (notes are mandatory)
• Show leave type for all users on department calendar (if active, everyone can see who’s using this leave)*

After you set up the ‘leave type’ don’t forget to press the ‘save’ button.

Off-Site Activity

Requires clock-in/clock-out

Meal Allowances

Sick Leave

Sick leave is the time you need to recover from a disease. In some countries sick leaves are paid for a certain period of time, in other countries it is generally not paid. In most European, South American, and Asian  countries sick leaves are paid from the company for a certain amount of time (ca. 6 weeks) and after that the health insurance takes over the continued payment of remuneration. In that case you should create two sick leaves, one for paid sick leaves and one for unpaid sick leaves. Please check your local regulations/laws about payment on sick leaves (e.g. Family and Medical Leave Act in U.S.).

However, if staff using sick leaves they can select between half day and full day leaves. Any smaller unit than half days will be micromanagement and won’t make sense to reflect in the system since the work time balance won’t be changed. The working plan will be reduced accordingly to the leave duration:
– full day = working plan is 0:00
– half day = working plan will be 50% reduced

If attendance time is tracked on a day that has a sick leave the working time won’t be automatically counted as overtime. Overtime will be calculated as for regular working days but you won’t get negative flex time balance.

Example 1:
Regular Working Plan: 7:30 hours
Actual Tracked Attendance Time: 8:00 hours
Overtime: +0:30 hours

Example 2:
Regular Working Plan: 7:30 hours
Actual Tracked Attendance Time: 5:00 hours
Overtime: 0:00

Working time on half day sick leaves

If the working time is greater than the working plan that day the overtime will be calculated regularey. E.g. working time is 6:00 hours (7:00–13:00), plan is reduced to 4:00 hours. So, the overtime for that day will be 2:00 hours.

If the working is less than the working plan the overtime will be always 0:00 and there won’t be any negativ overtime and the plan will be automatically reduced.

Working time on full day sick leaves

All working time tracked on a day with a full day sick leave won’t be counted as overtime since the working plan will be equal to the actual tracked hours. Only if you tracked more time than your regular working plan there will be overtime. E.g if you regular working plan is 8:00 hours, day has full day sick leave and you worked 9:00 hours you would 1:00 hours overtime. If you would have worked 5:00 you would have 0:00 hours as overtime (no negative overtime).

If the working is less than the working plan the overtime will be always 0:00 and there won’t be any negativ overtime and the plan will be automatically reduced.

Leave Substitution

For some staff it’s useful to have a substitution if that person’s on a leave. If you need to have substitutions for staff who’s on a specific leave, just enable “Requires substitution”:

Please note that for this kind of leave the person who’s the substitute have to approve first, only after that the supervisor can approve the leave (if you using also “This leave type needs to be approved”)

Show Leave for Everyone on the Department Calendar

If active, every user can see who’s using this leave type on the department calendar. But for some leave reason you maybe don’t want everybody to know what’s going on (e.g. maternity protection or personal time-off). So, if you don’t want that everybody see the leave reason just keep this field deactivated and other persons just sees “a leave” (hashed field in the department calendar). If you want that supervisors (Admins, Department Leaders and HR Admins) can see this leave type you can select that only data captures, team members and team leaders cannot see this leave type on the absence calendar.

Using Leave Types

Staff can use all active leave reasons in their absence calendar. You can either create a leave on your absence calendar…

… or on the department calendar by selecting the days and click on “create”.

Then, you can select

• leave type (here you can see all active leave reason from your attendance time template)
• start/end date
• start/end time (e.g Lunchtime till Evening is a half day, Morning till Evening is a full day)
• substitution (you can even request for substitution even if it’s not mandatory for this leave reason)
• notes

You can either save and submit the leave for approval (if it doesn’t needs to be approved it will be saved as approved automatically if you click on this field) or you can save it as a draft. Once you submitted your leave for approval, you will be notified if your leave was approved or rejected.

If your leave is approved, you need to request a change which needs to be approved by your supervisor again.

Please note that when leave type/absence settings is updated, it doesn’t affect already created leave types and absences. Please delete and create a new absence to apply new settings.

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