Manage Employees’ Approval Request for Edit Attendance

Introduction

TimeTec TA offers various ways for employees to report their attendance. However, there still could be certain  
situations that prevent the employees from clocking in as usual, such as an absent-minded staff forgetting to
check in or even a staff who couldn’t connect to the Internet from a remote site while using the App.

Therefore, we have introduced a new Approval option in TimeTec TA, known as Edit Attendance. This option
which is available on both Web Browser and Mobile App, will allow users to edit their attendance data as well
as requiring their superiors’ approvals. In order to use this option, the System Administrator must first set the
approval rules for Edit Attendance within the system.

Process

System Administrator

1.       Go to User > Manage Approval Rules > Add > Edit Attendance Settings

2. Set users

Name the Approval Process and select the application where the approval process will take effect, which in

this case will be TimeTec TA. Then, select the users to apply these approval rules. Note that there are three

options to select the users: Select Only Particular Organization Structure, Select Only Certain Users or Select

All Users.

3.       Set the criteria to initiate the process

Based on your company’s policy, please select the relevant criteria to trigger the Edit Attendance function.

From the default list, delete whichever option that is unnecessary.

4.       Set the approval process and approvers

System Administrators can choose Auto Approve for automatic approval, or select Set Approvers if he/she

requires specific personnel to execute the approval process. In terms of ‘Set Approvers’, the System

Administrators can select the approval process either by sequential, random or any number of approvers.
To proceed with the process, please select the approver name, then click on ‘Add Approvers’ and select the

approvers ‘Based on System Roles’ or ‘User’. For ‘Sequential’ approval, the System Administrators will need

to set the sequence number of the approval while for ‘Any’ approval, the numbers of approval will instead

need to be set.

i) Auto Approval

ii) Sequential Approval

iii) Random Approval

iv) Any Approval

5.       Set the validity period for the application

System administrator can set the application validity period for the approvers to respond. The validity period

can either be set based on the number of hour or number of day. For example, if the period is set as 4 days, the

application that has not been approved within 5 days will then expire.

6.       Once the rules have been submitted, you will see that the approval rules have been added in and will be

initiated on the effective date.

Applicants

1. Once the approval rules have been set, users can start applying to Edit Attendance via TimeTec TA.

Requests can be made from the Attendance section or from Approval > Request.

2. Select the date to edit, fill in the correct clocking details and provide a remark. Next, click Submit >

Confirm.

3.       Users can view their Edit Attendance Request Details at Approval > Request > Status. The status will be shown as

‘New’ if no one has approved the request, ‘Pending’ if one of the Approver has approved the request and

‘Rejected’ if the request is rejected.

4.       Users will be notified via notification once the request has been approved or rejected. Note that the users

can also check the status of their request in the Approval > Request section.

5.       The edited data will also be available on the user’s attendance sheet once their request has been

approved.

Approver

Within the Approver view, go to Approval tab to view any New requests. Click at the Status to view the

request details. Note that Approvers can also view the request in the Notification.

To approve or reject, please insert your comments and click on the Approve or Reject button. Select ‘Only

disclose to approvers’ to limit the comment view to approvers only. Otherwise, both approvers and applicants

will be able to see the comments.

1. Sequential Approval

i) For Sequential Approval, the approver will need to follow their turn in order to approve the request. For

example, approver with sequence 1 will need to approve the user’s request first before approver with sequence

2 can be able to proceed. Note that the system will notify the approvers if it is not yet their turn to approve the

request.

ii) The approver with sequence 2 can view the approval status as ‘Pending’ in the Approval section after the

approver with sequence 1 has approved the request.

iii) Once the approver with the last sequence approved the request, a pop-up message will appear to notify that

the request has been approved and the request status will be changed to ‘Approved’.

2.       Random Approval

i) For Random Approval, all of the approvers will need to approve the request before the request status will

change to ‘Approved’. Note that the approvers do not need to wait for their turn in order to approve the request

and if any one of them rejects the request, the request status will then change to ‘Rejected’.

3.       Any Approval

i) For Any Approval, the request status will change to ‘Approved’ if any of the approver has approved the

request. Note that only if all of the approvers reject the request, will the status of the request then be changed

to ‘Rejected’.

For users of TimeTec TA mobile App, please refer here for additional guidance.

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