Configure Web and Mobile Attendance Exceptions

Web and Mobile Attendance Exceptions let you decide which employees or groups can use Web Attendance, Mobile Attendance, or both, even when those channels are turned off at the company level.

For example, your organization may not want everyone to use Mobile Attendance, so it is disabled at the company level. But the Sales team spends most of their time in the field and needs the mobile app to punch. A Mobile Attendance Exception for the Sales team allows them to punch through the mobile app, while the rest of the organization continues without it.

This article is meant for administrators who want to allow Web or Mobile Attendance access for specific employees or groups.

When to Use Web and Mobile Attendance Exceptions

Web and Mobile Attendance Exceptions can be applied in a wide range of situations. The list below covers some common examples, and there are many more possibilities depending on how your organization operates.

1. Field teams need mobile access even when Mobile Attendance is disabled globally for the rest of the organization.
2. Selected roles need Web Attendance access while the majority of the workforce uses Biometric or Mobile.
3. Specific legal entities within a group company need different channel rules based on their operational needs.
4. Location specific requirements, such as a branch without biometric infrastructure that needs Mobile Attendance while other branches do not.
5. Contract or temporary workers who follow different attendance rules than permanent staff.
6. Senior leadership or executives who need flexible access to both Web and Mobile channels regardless of the general policy.
7. Interns or trainees who should only mark Web Attendance from within the office premises.
8. Employees deputed to client or partner locations who need Mobile Attendance while regular staff continue with Web or Biometric.

Step by Step Instructions

Navigation Path: Control Panel > Settings > Attendance > Configure

To open the Attendance Exception page, click any of the Configure Exception links on the Configure Attendance page. These links are available in three places: next to Default Attendance Status, under Web Attendance, and under Mobile Attendance. All three links open the same Attendance Exception page.

Step 1: Enable Attendance Exception

1. Open the Attendance Exception page by clicking any Configure Exception link on the Configure Attendance page.
2. At the top of the page, tick the Enable Attendance Exception checkbox.
3. This activates all exception rules across the Attendance module, including both channel exceptions and default status exceptions.

Step 2: Configure Group Level Exceptions

Group level exceptions apply the same rule to everyone matching the selected combination of Department, Designation, Location, and Entity.

1. Scroll to the Web/Mobile Exceptions section.
2. Under Configure your Web/Mobile exceptions at a larger/group level, use the dropdowns to select the filters you want to apply the exception to:
   • Department: The organizational department, for example Sales or Engineering.
   • Designation: The job role or title.
   • Location: The geographic bifurcation, such as a city or office branch.
   • Entity: The legal registered company within your group structure. Multiple entities are supported under one group account, and each entity can be filtered independently.
3. Tick the channels you want to allow: Mobile, Web, or both.
4. Click Save to apply the rule.

The configured exception appears in the group level exceptions table just above the form, showing the Department, Designation, Location, Entity, and Modules selected.

Step 3: Configure Employee Level Exceptions

Employee level exceptions apply to individual employees and override any group level rule that may also apply to them.

1. Scroll to the Configure Web/Mobile exceptions for employees section.
2. From the Employee dropdown, select the specific employee you want to configure.
3. Tick Mobile, Web, or both, based on which channels the employee should be allowed to use.
4. Click Save to apply.

The configured exception appears in the employee level exceptions table just above the form, showing the Employee and Modules selected.

How Exceptions are Applied

When multiple exceptions could apply to the same employee, the following priority order is used:

1. Employee level exception (highest priority). If a specific rule exists for the employee, it applies. All group level rules are ignored for that employee.
2. Group level exception. If no employee level rule exists, the system looks for a matching group level rule based on the employee's Department, Designation, Location, and Entity.
3. Company level default. If no exception rule matches, the company level setting from the Configure Attendance page applies.

Example: Suppose Mobile Attendance is disabled at the company level. There is a group level exception that allows the entire Sales department to use Mobile Attendance. Additionally, there is an employee level exception for Rita from the Sales team that allows both Web and Mobile Attendance.

In this case, Rita gets both Web and Mobile access, because her employee level exception takes priority over the group level rule. All other Sales team members get only Mobile access, based on the group level exception.

Related Configurations

1. Set Default Attendance Status Exceptions. Configure the default attendance status (Present or Absent) for specific employees or groups. Refer to Set Default Attendance Status Exceptions.
2. View and Manage Configured Exceptions. Review, edit, or remove existing exception rules. Refer to View and Manage Configured Exceptions.
3. Set Up Mobile Based Attendance. Understand how Mobile Attendance works at the company level before setting up exceptions. Refer to Set Up Mobile Based Attendance.

Where It Reflects

Once Web and Mobile Attendance Exceptions are configured:

1. Employees allowed Mobile Attendance through an exception see the punch button in the mobile app. Employees not allowed Mobile Attendance do not see the punch button.
2. Employees allowed Web Attendance through an exception see the TimeIn and TimeOut buttons in the top header of the web portal. Employees not allowed Web Attendance do not see these buttons.
3. All configured exceptions are visible under the Attendance Exception page for review, edit, or removal.

Important Notes

1. Exceptions let you grant channel access to selected employees or groups, even when a channel is disabled at the company level. This gives you the flexibility to run different rules for different parts of your organization.
2. Employee level exceptions always override group level exceptions for the same employee.
3. Exception rules take effect immediately after saving. Channel access changes reflect in the mobile app and web portal without requiring the employee to log out or refresh.