This article describes how an administrator can query the calculation rules and descriptions of various fields in Attendance Statistics Admin - Attendance Statistics.
Daily statistics
- 1.Basic information
Name, employee type, date of employment, status, and direct supervisor
The data is updated in real time and consistent with that configured in Lark Admin - Organization - Member and Department.
- •Status: Active employees are displayed in the Active status, and former employees are displayed in the Terminated status. If you need to view the attendance records of a former employee, log in as an administrator and select Terminated employees.
Department, organization, employee ID, and email address
The data is updated on a non-real-time basis and subject to the information generated at last clock-in, clock-out, or no-record record.
- •If the administrator has modified the record, the last updated record is displayed.
- •If the employee has requested a correction, the information at the approval of the correction is displayed.
- 2.Attendance information
Attendance time
The attendance time is the time when the employee's clock-in or clock-out record is generated.
- •If the administrator has modified the result of no-record/early-out/late-in record, the attendance time after the administrator's modification is displayed.
- •If the employee has requested a correction and the correction has been approved, the corrected time is displayed.
- •If the employee has re-clocked in or out, the updated attendance time is displayed.
Attendance result
Here are the descriptions of several special circumstances:
- •No record: The employee fails to bring their card when they arrive/leave, or the time when they clock in or out has exceeded the preset range for "Record as half-day no record".
- •No attendance needed: The day is an off day or the employee has no shifts on the day, or the employee has requested leave, an offsite trip, or a business trip on that day and the request has been approved.
- •Not clocked in or out: The clock-in or clock-out time isn't reached or the clock-in or clock-out deadline isn't reached, but the employee hasn't clocked in or out.
Original attendance records
The original clock-in or clock-out records of employees are shown in one of the following circumstances only.
- •When the administrator has modified the clock-in or clock-out result of no record/early-out/late-in.
- •When the employee has requested a correction and the correction has been approved.
- •When the employee has re-clocked in or out.
Attendance notes
The submitted photos and notes for employees when they have a late-in/early-out/offsite record, or the filled-in notes for employees when they submit a correction record.
Device information
The information of the device used by the employee at the clock-in or clock-out.
- •If the employee uses "Express attendance", the device information won't be displayed.
- 3.Duration statistics
Required attendance duration
- •The required attendance duration won't change during employee's leave, business trips, offsite trips, overtime hours, and shift swaps.
Actual attendance duration
This duration is automatically calculated based on the employee's clock-in or clock-out time.
- •Working day: The employee's clock-out time minus the clock-in time on the working day. If a break has been set in the middle of the shift, the break period will be automatically removed.
- •Days off and days with no shifts: The employee's latest clock-out time minus the earliest check-in time on the day.
- •If you forgot to punch the clock at arrival, departure, or both, your attendance time will be recorded as 0.
- •Example of actual attendance duration on a working day (suppose the shift time is 9:00-18:00)
- ◦No break is set：The employee clocked in at 8:30 and clocked out at 18:30, then their actual attendance duration is 10 hours.
- ◦A break of 12:00-14:00 is set：The employee clocked in at 8:30 and clocked out at 18:30, then their actual attendance duration is eight hours.
Payable duration
The payable duration is the intersection of "Required attendance duration" and "Actual attendance duration".
- •Example: The required attendance duration is 9:00-18:00, or nine hours, and the actual attendance duration is 8:30-18:30, or 10 hours. Then the payable duration is nine hours.
Late-in duration
The employee's actual clock-in time exceeds the preset "Mark as late-in" time for that shift, but hasn't exceeded the preset "Mark as half-day no record" time.
Early-out duration
The employee's actual clock-out time is earlier than the preset "Mark as early-out" time for that shift, but is later than the preset "Mark as half-day no record" time.
- 4.Exception statistics
- •Only the abnormal statistics of the current day and historical days will be displayed here, and the duration of the future days (including leave, business trip, shift, offsite, and overtime) won’t be displayed.
- •For example: When an employee has applied for leave for a future day and the approval has been approved, the duration of the leave won’t be displayed in advance in the statistical report.
Leave duration
- •On working days: The leave duration on working days is from the start time to the end time on the employee's leave request form. Two circumstances may apply.
- ◦The leave is calculated in "working days": Off hours are automatically excluded.
- ◦The leave is calculated in "calendar days": Off hours are not excluded.
- •On days off or days with no shifts: If the employee takes leave on the day, the day won't be included in the leave duration.
Leave types
The leave type indicated in the employee's leave request form.
- •The administrator can go to Approval Admin - Leave Management to set the leave type.
Business trip duration
- •On working days: The duration indicated in the employee's business trip request form.
- •On days off or days with no shifts: If the employee is on a business trip on the day, the day won't be included in the business trip duration.
Shift swap duration
- •If the employee has a shift swap on the day, the shift swap duration is displayed as 1 day.
- •If the employee has no shift swap on the day, or if the employee's shift swap day and return day are the same, the shift swap duration is displayed as 0 days.
Swapped shift
The "Old shift date" and the "New shift date" will be displayed, and the shift swap record will be displayed at the shift swap day and the return day.
- •If the employee has no shifts on the shift swap day or the return day, the swap record won't be displayed.
Offsite duration
- •On working days: The offsite duration is calculated based on the start or end time on the very day in the employee's offsite request form, without excluding the off hours.
- •On days off or days with no shifts: If the employee is on an offsite trip on the day, the day won't be included in the offsite duration.
Overtime duration
The overtime duration is automatically calculated based on the settings in Approval Admin - Overtime Rules. Three circumstances may apply.
- •The overtime duration is based on the request form: The working hours outside of the shift time are automatically calculated within the request time.
- •Overtime requests require no approvals and the overtime duration is calculated based on the clock-in or clock-out time: The working hours outside of the shift time are automatically calculated within the period from clock-in to clock-out.
- •Overtime requests require approvals and subject to the clock-in or clock-out time, but cannot exceed the duration indicated in the overtime request: The intersection of the clock-in or clock-out period, the duration indicated in the overtime request, and the working hours outside of the shift time are automatically calculated.
Monthly summary
- 1.Basic information
Name, department, organization, employee ID, email address, employee type, date of employment, status, and direct supervisor
The data is updated in real time and consistent with that configured in Lark Admin - Organization - Member and Department.
- •Status: Active employees are displayed in the "Active" status, and separated employees are displayed in the "Terminated" status. If you need to view the attendance records of a separated employee, log in as an administrator and select "Historical employees".
- •Custom fields in Lark Admin - Organization - Member and Department won't be displayed.
- 2.Attendance statistics
Required days of attendance
The preset days of shift for the month, automatically excluding the days of statutory holidays, off days, and days without shifts.
- •If the employee has requested leave (longer than six hours) or an offsite trip (with the trip request already approved) on the day, the day is not included in the required days of attendance.
Working days of attendance
The actual working days of attendance of the employee. (That is, the employee has a shift on that day, and clocks in or out at least once within the clock-in or clock-out time range, then the day will be included as a "working day of attendance".)
- •If the employee has a shift on that day but hasn't shown up, the day won't be included as a "working day of attendance".
- •If the employee has a shift on that day but has asked for one-day leave, or hourly leave of more than six hours, on that day, the day won't be included as a "working day of attendance".
- •If the employee has a shift on that day but has applied for a business trip or an offsite trip on that day, the "working days of attendance" won't be affected.
Off days of attendance
The actual off days of attendance of the employee. (That is, the day is an off day or the employee has no shifts on that day, and the employee clocks in or out at least once within the clock-in or clock-out time range, then the day will be included as an "off day of attendance".)
- •If the employee is on a business trip, an offsite trip, working overtime, or on leave on an off day, the "off days of attendance" won't be affected.
Required attendance duration
The total working duration of all days with shifts in the month, automatically excluding the working duration of statutory holidays, off days, and days without shifts.
- •The system automatically calculates the duration and the result is accurate to "minutes". Therefore, the data displayed in "Monthly Summary" is not a simple summation of the data displayed in "Daily Statistics".
- •You can click on the time length unit at the duration title to switch the unit, while the system will continue calculating the data with the result accurate to "minutes".
- •Example: An employee was late by 10 minutes and 10 seconds 10 times in a month, then the late-in time totals 101 minutes and 40 seconds.
- ◦Displayed in "hours, less than 0.5 hours is excluded": "Late-in by 0.0 hours" will be displayed in Daily Statistics, and "Late-in by 1.5 hours" will be displayed in Monthly Summary.
- ◦Displayed in "hours, less than 1 hour is excluded": "Late-in by 0.0 hours" will be displayed in Daily Statistics, and "Late-in by 1.0 hour" will be displayed in Monthly Summary.
- ◦Displayed in "hours, round to one decimal place": "Late-in by 0.2 hours" will be displayed in Daily Statistics, and "Late-in by 1.7 hours" will be displayed in Monthly Summary.
- ◦Displayed in "minutes": "Late-in by 10 minutes" will be displayed in Daily Statistics, and "Late-in by 101 minutes" will be displayed in Monthly Summary.
Actual attendance duration
The sum of the employee's daily "actual attendance duration" in the month.
Payable working duration
The payable duration is the intersection of "Required attendance duration" and "Actual attendance duration".
- 3.Exception statistics
Late-in times
The number of times that the employee is late-in in the month.
Late-in duration
The total late-in duration of the employee in the month.
Early-out times
The number of times that the employee is early-out in the month.
Early-out duration
The total early-out duration of the employee in the month.
Missing clock-in records
The number of times that the employee has no clock-in records in the month.
Missing clock-out records
The number of times that the employee has no clock-out records in the month.
Absence
The total number of days that the employee is absent in the month.
- •If an employee has a shift on that day but hasn't clocked in, or their clock-in or clock-out time both exceed the preset time of "Mark as half-day no record" for that shift, the employee will be marked as one-day absence.
Leave duration
The total length of the leave requested by the employee and approved by their leaders in the month within the shift time.
- •The leave types are subject to the preset leave types set by the administrator in Approval Admin - Leave Management. (If at least one employee has applied for this type of leave in the month, the type will be shown in the monthly summary report. Otherwise, it won't be shown.)
- •If the leave duration is displayed as "-", it means that the employee applied for this type of leave, but the leave time is outside of their shift time range, and hence is not regarded as a valid leave duration.
Business trip duration
The total length of the business trips requested by the employee and approved by their leaders in the month within the shift time.
Shift swap duration
The total number of days of the shift swaps requested by the employee and approved by their leaders in the month.
Number of corrections
The total number of corrections requested by the employee and approved by their leaders in the month.
Number of offsite trips
The total number of offsite trips made by the employee in the month.
Under which circumstances can an employee make an offsite trip which is included in the number of offsite trips?
- •The administrator has set GPS clock-in or clock-out or Wi-Fi clock-in or clock-out in Attendance Admin - Attendance Group Settings and selected "Allow offsite trips".
- •If the administrator has set GPS clock-in or clock-out or Wi-Fi clock-in or clock-out in Attendance Admin - Attendance Group Settings, but hasn't selected "Allow offsite trips", the employee can still clock in or out in an offsite area within their out-of-office hours if they have submitted a request for an offsite trip and the request has been approved.
Offsite duration
The total length of the offsite trips requested by the employee and approved by their leaders in the month within the shift time.
- 4.Attendance information
Daily attendance results
The day-to-day attendance of the employee will be shown.
- •If the employee has joined an attendance group on an off day or a day without shifts, the day will be marked as "No clock-in or clock-out required".
- •If the employee has requested leave, an offsite trip, or a business trip within their shift time on the day and the request has been approved, the day will be marked as "No clock-in or clock-out required", and the approval type and approved period of time will be shown.
- •If an employee clocks in or clocks out outside the clock-in or clock-out time range on the day, the specific clock-in or clock-out time will be shown.