Help › Human Resources › Time and Leave

Time and Leave — clock-in from the phone, leave approval, labour budget, targets

1. What Time and Leave is for

The Time and Leave window brings together the employee's clock-in/out from the phone, the day close that turns punches into regular / overtime / night / holiday hours, the monthly timesheet, the supervisor → HR leave approval chain, the monthly labour cost against budget and per-person performance targets. The payroll source does not change: the final record of a day is the Human Resources timesheet, a leave request is the HR leave record and the balance is the HR entitlement calculation — this window writes to them and keeps no copy.

Tabs: Mine (my own clock-in/out, balance and leave request) · Timesheet · Leave · Approvals · Labour budget · Targets. Only the tabs your permissions allow are shown. On a phone (screen smaller than 7 inches) the same window opens with the Me · Approve · Team steps; a field employee without an HNR account does the same from the employee portal (/personel).

2. Clocking in and out from the phone

• The big CLOCK IN / CLOCK OUT button chooses the direction from your last valid punch. A double tap does no harm: if the same request arrives twice or the button is pressed again within 60 seconds, no new punch is written ("This punch was just recorded").
• Location is optional: if "Add my location" is ticked the browser asks for permission; if you refuse or no position arrives within 6 seconds the punch is saved without location and nothing stops. The location stays on the punch row only and is shown in the day details.
• A raw punch is never changed. For a forgotten or wrong punch use Request correction: time, direction and a reason are entered and the row goes to the supervisor as "Correction awaiting approval". Once the supervisor approves it becomes valid and that day is closed again; a rejection ignores it. HR can Add a manual punch directly with a reason.
• Punch sources are read together: phone / Pulse, the card reader (HR › time-clock raw data, by card number), the MES terminal session (the operator's log-in/out on the terminal — only if there is no other punch that day) and manual punches.

3. Day close: how the hours are calculated

Day close on the Timesheet tab pairs the punches in the chosen date range into in-out pairs, calculates each day and writes it to the HR timesheet (source: Timesheet close). Preview writes nothing. All numbers come from HR › Legislation parameters — there are no hours, multipliers or caps in the code; a missing parameter shows as a warning above the timesheet and that item is not calculated.

• Day boundary: a work span belongs to the day of clock-in; a 22:00 → 06:00 night shift counts as one day and is not split.
• Missing clock-out: a clock-in without a clock-out produces no hours; the day is skipped with "Clock-out punch missing" and waits for a correction. The close never overwrites a manually entered HR timesheet day (a reasoned "force" only for the HR manager) and does not write into a locked period.
• Overtime equivalent: the multiplied total of the day's overtime and holiday hours (e.g. Indonesia 2.5 h lembur = 1×1.5 + 1.5×2 = 4.5). On these days the payroll summary calculates overtime pay as OT equivalent × hourly rate (ID: monthly ÷ 173) — Indonesia's "first hour ×1.5" rule is applied every day, not once a month.

4. Monthly timesheet

A person × day grid: green a regular day, amber a day with overtime, purple holiday work, blue approved leave, red "!" a missing punch; a dashed border is the preview of a day that has punches but is not closed yet. Totals for regular / OT / holiday / night / OT equivalent / worked days / leave days are on the right. Clicking a cell opens that day's punches (source, location, status); a manual punch (HR) or a correction request is sent from there. A supervisor sees only their own team (the manager link chain on the employee card + department supervisor).

5. Leave request and approval chain

• 3-step wizard: 1) type — the list comes from the country legislation set (TR: annual, excused, sick, marriage, paternity, bereavement, maternity, unpaid, administrative · ID: annual, sick, marriage, child's wedding, circumcision, baptism, wife giving birth, bereavement, menstrual, maternity, miscarriage, religious, unpaid) · 2) dates — the estimated number of days (public holidays and non-working weekdays are not counted; calendar days for unpaid leave) · 3) summary + note → send.
• Chain: first the supervisor (the manager on the employee card; otherwise the department supervisor), then HR. The supervisor's approval moves the request to HR; the final decision is the existing HR leave decision (balance overrun on annual leave requires a reason, the four-eyes rule, the HR Manager role). A rejection at any step closes the chain. HR can decide without waiting for the supervisor — the step leaves the trace "decided by HR". A request from an employee without a supervisor goes straight to HR.
• A request overlapping existing dates is refused. The per-event day cap (e.g. marriage 3 days) and insufficient balance are only warnings. You cannot decide on your own request and cannot see other people's records. HR can cancel approved leave that has not started — the balance returns automatically.
• Notification: when a request arrives the next approver gets an in-app message (plus a WhatsApp subscription when the Notification and Approval Centre is set up; the same request is not notified twice); the decision is sent to the employee's HNR user if there is one, and a portal user sees it in their history. The "Leave request" cards in the Approval Centre use this chain.

Leave calendar (Leave tab): the month's approved (blue) and pending (amber) leave on a person × day strip; overlapping leave in the same department has a red border, and days on which the threshold (default 2) or more people of the same department are on leave are listed as a warning. The balance for annual leave is the HR entitlement calculation itself: TR 14/20/26 days by seniority (+ under-18 / over-50 floor), ID a fixed 12 days; the entitlement arises on the service anniversary and carry-over comes from the year-end transfer.

6. Monthly labour cost and budget

The actual cost per person-month is the payroll summary earnings (gross + piece-rate + minimum top-up + bonus + overtime + allowances) plus the employer share — in the Indonesian set the BPJS programmes (JKK, JKM, JHT, JP, JKP, Kesehatan) are calculated per person, in the Turkish set gross × sosyal.isveren_oran. Hours come from the timesheet (regular + overtime + holiday). A budget is entered per department (or company total) × month as an amount and/or hours; several months can be written at once. The comparison comes with a monthly bar (actual) and line (budget) chart, a department table (variance amount and %, hour variance) and person details. When the variance percentage exceeds the threshold (default 5%) the row becomes "Budget exceeded" and the Owner Dashboard attention box shows "Labour cost exceeded the budget by …%" (red at twice the threshold).

The Settings tab (time and attendance managers only): department managers — the request of an employee with no manager on the employee card goes to the manager selected here for the department, and straight to HR if there is none; the double-tap window (seconds), the time after which an open clock-in counts as a missing clock-out (hours), the budget variance threshold (%) and the leave overlap threshold (people); the list of saved budget rows with delete. Employee portal service account: the portal runs PIN users' requests with an HNR user in this company — create a separate user just for the portal and set it here (system administrator; the password is stored encrypted and never shown again). If the account does not work, the tab shows a red warning and the portal login says the service account is not set. Statutory numbers (overtime multipliers, night window, breaks, whether holiday work counts toward the overtime cap) are not here but in the HR Legislation window; if a required parameter is missing, day closing is not written to payroll.

7. Performance targets

Card: actual / target, a progress bar and a status — Target met (≥ 100%), Close to target (≥ 90%), Below target, No measurement data. Only the time-and-attendance manager writes targets; a supervisor sees the team's targets.

8. On the phone: Garden, Pulse and the employee portal

• Garden + Step: on the phone the Time and Leave window opens with Me (big clock in/out, balance, leave wizard) · Approve (supervisor/HR queue: leave + punch correction, approve/reject with a reason) · Team (the team's monthly summary; tap a person for a day-by-day strip).
• Pulse › Me: if your HNR user is linked to an employee record (employee card › user) a My timesheet section appears at the top: the clock in/out button, today's duration, leave balance and, if you are a supervisor, a "My team's pending requests" counter.
• Employee portal (/personel, registration number + PIN): the Clock in/out tab carries the same big button, balance, 3-step leave wizard, my pending requests (withdraw), forgotten punch (correction request) and my recent punches. For a portal account that is a supervisor, "Waiting for my approval" (supervisor step only — HR's final approval cannot be given from the portal) and the team's month appear. The CLOCK button on the Shift tab writes to the same punch ledger. The portal identity lock is unchanged: the employee number always comes from the session and other people's records cannot be reached.

9. Permissions

10. FAQ

• "Your user is not linked to an employee record" — HR must enter your HNR user name in the user field of the employee card.
• A day is empty in the timesheet but has punches — the day is not closed yet (dashed preview) or the clock-out is missing; write it with Day close or request a correction.
• "A timesheet parameter is missing in the legislation" — enter the named key (e.g. fm.esas) in HR › Legislation; it is added automatically to the TR and ID sets, and arrives empty in a third-country set.

Related guides: Human Resources · MES · Notification and Approval Centre · Owner Dashboard · Mobile.