An Overview of Staff Attendance
The Staff attendance page gives you a weekly overview of each staff member’s scheduled hours and actual attendance. Breaks are automatically deducted, and you’ll see the difference between scheduled and attended time for each day and for the entire week. You can filter the view by staff member or room, and use the date selector to look at past or future weeks.
To access the Staff Attendance page:
Go to Attendance in your sidebar
Under Staffing, select Staff attendance
If your package includes Staff schedule, the scheduled hours are based on published shifts and are marked with blue clock icons. Attended hours, marked with green check marks, come from sign-in and sign-out times logged through the sign-in kiosk or the app.
Staff absences are clearly displayed, showing the type of absence and the total hours. If a staff member forgets to sign out, the system will apply an automatic sign-out, which is marked with a red warning icon. These should be reviewed and updated to keep records accurate.
💡 Each staff member’s weekly contracted hours appear under their name. These hours are set in the staff profile under About → Contract. If you’re using contracted hours to help monitor targets, you can find more information about that here
The Staff Timesheet
The staff timesheet can be opened through a staff member’s profile or by clicking any entry in the Staff attendance or Staff hours page. It provides a detailed view of each shift, absence, and sign-in or sign-out. You’ll also see any room changes recorded throughout the day.
Your ability to view or edit timesheet information depends on the permissions assigned to your role. The different Staff hours permissions provide the ability to view, add or edit different types of hours for staff’s own data or for all staff at the setting. The timesheet shows all individual shifts, absences, and sign-ins, including any room switches that happen throughout the day.
Individual attendance logs can be added (by clicking Add), edited and deleted from this page with the Edit all staff attendance records (sign in and out times) permission
Staff can edit their own attendance with the Edit personal attendance records (sign in and out times) permission
Absences can be added (by clicking Add), edited and deleted from the timesheet with the Staff leave - Edit permission
Shifts can be viewed from the timesheet with the View all staff schedules (shifts) permission
💡 Any sign-ins that are missing a sign-out will be flagged with a red warning. These should be corrected to make sure time records are accurate
Breaks and Time Calculations
Break times are subtracted from both scheduled and attended hours. These break deductions are based on the break times added to shifts. You’ll see the difference between scheduled and attended hours shown as a positive or negative number for each day and for the week as a whole. This can help you identify where adjustments might be needed to keep hours on track.
Weekly Summary of Attendance Totals
At the bottom of the timesheet page, you’ll find a summary of weekly totals. This includes:
Scheduled: Total time from scheduled shifts, minus breaks (only available with some packages)
Attended: Total time based on sign-ins, with breaks deducted
Paid Absence: Time recorded as paid leave, which can be configured in Settings → Staff → Absence Management
Break: Total break time for the week, based on scheduled shifts
Total: The sum of Attended time and Paid Absence (with breaks already deducted from Attended)
Contract: The staff member’s contracted hours for that week, set in their profile
Difference: The gap between the Total and the Contract for the week
Time Off Balance: A running total of time off in lieu, which managers can update manually. This is only available in certain packages.
Export Options for Staff Attendance
There are two types of exports available for staff attendance data. You can export staff attendance data by clicking on Export on your Staff attendance page and choosing Daily total or Detailed breakdown.
Daily Total Export
This shows a summary of total hours per staff member, per day. It includes:
The date, staff member’s name, employee ID, job title, nursery name, and assigned room
Scheduled shifts and breaks, and the combined total of scheduled hours
Signed-in hours, deducted breaks, and total attended hours
Absence hours by type (holiday, sickness, general absence, or child sickness)
Detailed Breakdown Export
This provides a full list of each individual hours entry. It includes:
The date, staff details, and assigned room
Type of hours (scheduled or attended), start and end times, and total duration
Absence information including type, start and end dates, reason for leave, whether it was paid or unpaid, and leave subtype code