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Time & Attendance Management

The Time & Attendance Management module in PrismERP is designed to provide complete automation and control over employee attendance, working hours, shift schedules, leave processing, and compliance. This module centralizes all employee time-tracking activities—from daily attendance capture to overtime approval, leave applications, and holiday configurations.

It integrates seamlessly with biometric devices, gate check-in/out systems, and payroll to ensure accurate workforce tracking and compensation. By providing real-time visibility into attendance data and flexible policy configurations, this module helps HR and management make informed decisions, enforce organizational discipline, and comply with labor regulations.

This module includes comprehensive features such as:

  • Attendance Tracking
  • Late Management
  • Overtime Calculation
  • Shift & Roster Setup
  • Leave Policies and Approvals
  • Holiday Management
  • Earned Leave and Encashment
  • Leave Carry Forward
  • Maternity & Paternity Leave
  • Movement Register
  • Employee Self-Service Leave Portal

With PrismERP’s Time & Attendance module, businesses can optimize workforce operations, increase efficiency, and maintain a high level of accountability throughout the organization.

1. Attendance Management​

PrismERP provides a comprehensive attendance tracking system that records employee presence, absence, and attendance timing. It integrates with biometric systems and supports manual adjustments for a streamlined attendance workflow.

Key Features:

  • Integration with biometric or card-based systems
  • Manual adjustment capabilities with approval
  • Day-wise, department-wise, and employee-wise attendance reports
  • Attendance summary and trend analysis

2. Late Management​

Late Management allows organizations to define and enforce rules for employee lateness. Employees arriving after their scheduled time are tracked, and penalties or notifications can be automated.

Key Features:

  • Define grace time and penalty policies
  • Auto-detection of late entries
  • Reporting on frequent late comers
  • Integration with payroll for late deduction (optional)

3. Overtime Management​

Overtime Management records and tracks hours worked beyond scheduled shifts. It supports approval workflows and integrates with payroll for accurate overtime compensation.

Key Features:

  • Overtime request and approval process
  • Configurable calculation rules (daily/weekly/monthly basis)
  • Auto-calculation from attendance logs
  • Reports on overtime hours and payment

4. Shift & Roster Management​

Shift & Roster Management enables HR to define shift schedules, assign employees, and manage shift rotations. It improves manpower planning and reduces shift conflicts.

Key Features:

  • Create and assign multiple shifts (day, night, etc.)
  • Weekly/monthly roster planning
  • Shift rotation patterns
  • Integration with attendance and payroll modules

5. Shift Swap​

This feature allows employees or managers to request shift swaps, which must be approved by supervisors. It ensures smooth coverage without affecting productivity.

Key Features:

  • Employee-initiated or manager-initiated shift swap requests
  • Approval process
  • Update roster and notify affected employees
  • Conflict and compliance checks

6. Leave Policy​

Defines and manages the organization’s leave types, eligibility, accrual rules, and carry-forward settings.

Key Features:

  • Customizable leave types (Sick, Earned, Casual, etc.)
  • Accrual and eligibility settings
  • Carry forward and encashment configurations
  • Role-based access to leave settings

7. Holiday Management​

Centralized setup of holidays across branches and departments. It includes weekly, yearly, and special holidays.

Key Features:

  • Holiday recurrence rules (weekly/yearly/special)
  • Branch-specific holidays
  • Calendar view and report generation
  • Auto exclusion in attendance and payroll

8. Earned Leave​

Allows employees to accumulate leave based on days worked, with options for carry forward and encashment.

Key Features:

  • Accrual setup per month or year
  • Carry forward and validity controls
  • Encashment eligibility and salary base definition
  • Tracking reports for earned leave usage

9. Encashment Payment Procedure​

Monetization of unused earned leave either during service or at separation.

Key Features:

  • Link encashment to eligible leave types
  • Set application limits and encashment percentage
  • Salary base configuration (Basic or Gross)
  • Integration with payroll for payout

10. Leave Carry Forward Process​

Retain unused leave days for use in future years based on rules and caps.

Key Features:

  • Configure leave types eligible for carry forward
  • Set percentage, max per year, and overall cap
  • Validity period for carried leaves
  • Dual-rule setup for different leave types

11. Maternity & Paternity Leave​

Dedicated leave types for childbirth and parenting responsibilities.

Key Features:

  • Fixed leave duration (e.g., 112 days for maternity)
  • Gender-based eligibility
  • Application limits per service
  • Auto allocation on approval
  • Integration with payroll and attendance

12. Employee Movement​

Allows employees to request permission to leave the premises during working hours.

Key Features:

  • Movement pass request form
  • Time duration calculation
  • Gate check-in/out tracking
  • Approval workflow with return status

13. Leave Management​

Digital system for requesting, approving, and tracking all types of leave.

Key Features:

  • Real-time leave balance visibility
  • Simple application with file attachments
  • Historical leave records
  • Multi-level approval workflow
  • Manager's review dashboard