Time & Attendance
Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.
🎯 Overview
Track every shift against what actually happened — who clocked in, who clocked out, and where the gaps are.
This report:
- Surfaces every shift in the selected period alongside its clock in / clock out times and any attendance discrepancies recorded against it.
- Categorises discrepancies by type (e.g. clock in / clock out variances, missed clock ins) and reason, so you can see where issues cluster.
- Compares discrepancy volumes across the current period, previous period, last 4 periods and year-to-date so trends are easy to spot.
Use this dashboard to:
- Spot employees or locations with repeated clock in / clock out issues.
- Investigate individual shifts where the worked time differed from the planned time.
- Monitor whether attendance discrepancies are improving or worsening over time.
📣 What's New?
- 2026-06-05 — Attendance Details (Overview) and Time & Attendance Records (Data) now include a Shift paid hours column showing the total paid hours for each shift.
- 2026-05-29 — On the Data tab, Time & Attendance Records now shows Clock in time and Clock out time as two separate columns instead of a single combined "Clock in times" column.
➕ Benefits
- Cut the time spent reconciling shifts against actual attendance before payroll.
- See exactly which discrepancy types are driving exceptions — early clock ins, late clock outs, missed clock ins — rather than just a single overall count.
- Drill from organisation-wide trends down to the specific shift, employee or location behind them.
🗂️ Dashboard Tabs
| Tab | What it shows | Best for |
|---|---|---|
| Overview | Headline KPIs, discrepancy breakdowns, top offenders and shift-level detail | Day-to-day attendance reviews |
| Data | A flat, exportable record of every shift with its clock in / clock out times and discrepancy info | Bulk export and ad-hoc filtering |
| Analysis | Period-over-period comparisons of discrepancies by type and by your chosen breakdown | Spotting trends and tracking improvement |
Overview
The headline tab for reviewing attendance and discrepancies in the selected window, with a Latest Data Sync indicator at the top so you know how fresh the figures are.
- Total Shifts, Shifts With Discrepancies and Total Discrepancy Instances — three scalar tiles showing how many shifts ran in the period and how many of them had attendance issues recorded. A single shift can have more than one discrepancy, which is why instances and shifts are counted separately.
- % Of Shifts With Discrepancies — a gauge showing the proportion of shifts in the period that had at least one discrepancy.
- Clock In Discrepancies and Clock Out Discrepancies — two pie charts splitting discrepancies by type, so you can see whether clock in or clock out issues dominate and which sub-types are most common.
- Attendance Summary — one row per employee with shift counts, discrepancy counts, the percentage of their shifts that had issues, the main types of discrepancy they triggered, and early / late clock in counts.
- Top 10 People Per Discrepancy — ranks the ten employees with the most occurrences of each discrepancy type, with their employee ID and instance count.
- Attendance Details — shift-level detail with scheduled times, actual clocked in / clocked out times, the variance between them, Shift paid hours, and the discrepancy types, reasons and comments captured for that shift.
The tab also includes Clock In hourly view and Clock Out hourly view tables — for each shift date, the number of shifts where employees clocked in (or out) inside each hourly band from 12AM to 11PM.
Data
A single flat table of every shift in scope, designed for export.
- Time & Attendance Records — one row per shift with employee details, base location, job title, contract type, shift type, scheduled start/end date and time, shift length, separate Clock in time and Clock out time columns for the actual clocked timestamps, and Shift paid hours for the total paid hours on the shift. A
Latest Data Syncindicator sits at the top of the tab.
Analysis
Period-over-period comparison of discrepancies, with the comparison cadence controlled by the Reference Period parameter and pivoted by Summarise By.
- Current Period, Previous Period and Last 4 Periods — three labels at the top showing the exact date ranges being compared.
- Total Instances – Current Period / Previous Period / Last 4 Periods / Year To Date (YTD) — four scalars giving the headline discrepancy counts for each window.
- % Shifts With Discrepancies Overview — current-period rate alongside the previous-period rate, last-4-periods rate and YTD rate, with the change between each.
- Discrepancies By Type In The Current Period — pie chart breaking the current-period discrepancies down by type.
- Discrepancies By Type — per-type table showing instances in the current period, previous period, the difference between them, and instances in the last 4 periods.
- Total Discrepancies By Parameter and Discrepancies By Type & Parameter — the same comparisons broken out by your chosen Summarise By dimension (location, job title, contract type, employee, etc.).
🎛️ Filters
Standard Filters
These filters appear across all Reporting Suite dashboards:
- Location / Parent Location / Grandparent Location — filter by organisational hierarchy
- Job Title — filter by employee role
- Contract Type — filter by employment contract
- Full Name / Employee ID — find a specific employee
- Status — employee status (Active, Leaver, Left, Starting Soon, Deactivated). Defaults to Active and Leaver.
Report-Specific Filters
| Filter | Default | What it does |
|---|---|---|
| Date Filter | This month | Sets the period used by the Overview and Data tabs. |
| Reference Date | -- | Anchor date used by the Analysis tab when comparing periods. |
| Shift Location | -- | Narrows to shifts worked at a specific location, regardless of the employee's base location. |
| All Locations Downstream From | -- | Includes every location that sits below a chosen parent in the hierarchy. |
| Shift Type | -- | Limits results to one or more shift types. |
| Discrepancy Type | -- | Filters to specific discrepancy categories (e.g. clock in, clock out). |
| Discrepancy Reason | -- | Narrows further to the reason recorded against a discrepancy. |
| Has Discrepancy | -- | Restricts the data to shifts with (or without) any discrepancy. |
| Include Sleep Ins? | Include sleep ins | Whether sleep shifts are counted in the totals. Options: include, exclude, or sleep ins only. |
| Include Breaks? | Yes | Whether break time is reflected in the displayed hours. |
Dynamic Parameters
Two parameters reshape the Analysis tab. Both apply across every card on that tab.
Summarise By (default: Shift location) changes the dimension used to break down the Total Discrepancies By Parameter and Discrepancies By Type & Parameter tables. Switching it pivots the rows of those tables — for example, swapping from shift location to job title regroups the same discrepancy counts by role instead.
Reference Period (default: Week) sets the comparison cadence used across the Analysis tab. The "current period", "previous period" and "last 4 periods" labels and date ranges all shift to match — pick Week, Month or another supported value to change what those windows mean.
📅 Date Filtering
The Date Filter controls the period for the Overview and Data tabs and defaults to this month. The Analysis tab uses the Reference Date instead as the anchor point for its period comparisons, so the two tabs can show different windows depending on what you've chosen.
❗️ Important Definitions
- Instances vs shifts — a single shift can have more than one discrepancy recorded against it (e.g. both a clock in and a clock out issue). Total Discrepancy Instances counts every individual discrepancy; Shifts With Discrepancies counts the distinct shifts. The two will not match when shifts carry multiple issues.
- Variance — the difference between the scheduled shift time and the actual clocked time. Variance In compares the clock in time to the shift start; Variance Out compares the clock out time to the shift end. Negative values mean the employee clocked in early or out late relative to the schedule.
❓ Common Questions
Why is the discrepancy count higher than the number of shifts with discrepancies?
Each shift can carry several discrepancies — for example, a late clock in plus an early clock out on the same shift counts as one shift with discrepancies but two instances. The Overview tab shows both numbers so you can tell whether issues are spread widely or concentrated on a few problem shifts.
Why don't the period totals on the Analysis tab match the Overview tab?
The Overview and Data tabs filter by the Date Filter, while the Analysis tab uses Reference Date combined with Reference Period to define its current and comparison windows. If those don't align, the period totals will differ. Set them to cover the same range to reconcile the numbers.
🗓️ Data Coverage
- Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the
Latest Data Syncindicator on the dashboard for the exact timestamp.
⬇️ Downloading Data
- To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
- To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart.