Attendance and absence
The employee attendance sheet, ready for whoever runs payroll
The Attendance sheet puts each person’s month in one table: how many hours they worked, how many they owed, the balance, and absences split by type. Under each name the days open up. It exports to CSV, Excel or PDF, and on the last day of the month it arrives by email to whoever should receive it.
Expected, due, worked: three different numbers
Expected hours are the contract hours on the month’s working days, company closures excluded. Due hours are expected hours minus approved absences: a day of holiday counts as zero, a request still pending removes nothing. Worked hours count completed entries only, and an hour covered by two overlapping entries counts once. The balance is worked minus due — not minus expected, which would penalise whoever was on holiday. Holiday, sick leave and leave sit in separate columns, in hours calculated on each person’s schedule, so a part-timer does not show a full-timer’s days.
How it works
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Open the month
In the “Attendance sheet” you move from month to month and filter by person or by status: active, suspended, invite pending. At the bottom of the table is the team total.
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Open a person’s days
Under the name, the days one by one with worked, expected and due hours, balance and absences. Closures are marked, and the hours of a request not yet approved show as “pending”.
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Export, or wait for the email
CSV, Excel or PDF, with the days under each person and, in the PDF, the company logo and name. On the last day of the month, from 11 pm company time, the recap also arrives by email and as a notification.
The balance is made on due hours, not on contract hours.
What you can do
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Who sees it
Whoever holds the “Absences and holidays management” privilege: by default the Administrator and Manager typologies. Everyone else sees their own hours on the “Hours worked” page.
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Who gets the email
Whoever manages absences and has “Receives the monthly recap of absences and hours”, on by default and switchable off person by person. The email has two tables, one for hours and one for absences, and reads fine on a phone too.
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Suspended people stay
Someone suspended stays in the sheet with the hours worked while they were there, with their status next to them: it is clear why the row stops mid-month.
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With “Extra hours”
The Time off in lieu and Paid overtime columns appear, following the rule the company chose. Overtime counts only confirmed hours; a month still to be decided is marked “to confirm” and leads to the confirmation.
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On a computer
It is a wide table, with one column for each kind of hours and absence: on a phone Klokka asks you to open it from a computer. For the phone there is the email.
Free templates and tools
Frequently asked questions
Does the attendance sheet say how much holiday is left?
No: it says how many hours of holiday, sick leave and leave were taken in the month. The remaining balance will come with the “Holiday and leave count” extension, coming soon; meanwhile holiday is requested and approved as usual.
Why are expected and due hours different?
Expected hours ignore absences, due hours do not. In a month with three days of holiday, expected hours count them as days to work, due hours do not: that is why the balance uses the latter.
What changes without the “Extra hours” extension?
The Time off in lieu and Paid overtime columns are missing. The balance is still there, but it stays a number to read, not recognised hours. The same happens if the company leaves the extra-hours rule on “Nothing”.
Can someone who does not manage absences get the email?
No: the email privilege depends on “Absences and holidays management”. It can, however, be switched off for someone who manages absences but does not want the recap.
The other Klokka features
Try Klokka in your company
Request a demo: we’ll show you how Klokka simplifies time tracking and hour accounting.
Alex