Attendance FAQs

Once Mobile Based Attendance is enabled, employees see the punch in and punch out option inside the HRStop mobile app.

Geo Tagging is the automatic capture of an employee's latitude and longitude at the time of a mobile attendance punch. It is available by default with Mobile Based Attendance and does not require any separate configuration.

No, Geo Tagging cannot be turned off separately. As long as Mobile Based Attendance is active, every mobile punch is automatically Geo Tagged with the employee's location.

Yes, Mobile Based Attendance can be disabled independently of Web Attendance. To do this:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section.
3. Tick the Disable Mobile based attendance checkbox.

Web Attendance and Biometric Attendance continue to work as configured.

If both Web Attendance and Mobile Based Attendance are disabled, employees cannot punch through the portal or the mobile app. Biometric Attendance continues to work if biometric machines are set up, and employees can still raise attendance regularisation or punch requests through the portal.

No, Geo Fencing is a separate add on feature and needs to be enabled by the support team before an admin can configure it, even after Mobile Based Attendance has been turned on.

Yes, changes to Attendance settings take effect immediately for all employees, unless specific exceptions have been configured for individuals or groups.

Geo Tagging automatically records the location of every mobile punch and comes by default with Mobile Based Attendance. Geo Fencing is an add on feature that restricts mobile punches to approved geographic locations, so employees can only mark attendance from within defined coordinates. 

Example of Geo Tagging in action: A field sales executive marks attendance from a customer meeting. Geo Tagging captures the customer location and stores it with the punch record. There is no restriction on where the punch can be made. 

Example of Geo Fencing in action: The same company sets up Geo Fencing with a 100 meter boundary around the office. Now, the sales executive cannot mark mobile attendance from the customer site, since that location falls outside the defined geo fence. Only punches from within the boundary are accepted. 

In summary, Geo Tagging is about recording location. Geo Fencing is about restricting location.

A manager can view the location of mobile punches for employees who report directly to them or fall within their reporting line. 

1. Open the self service portal and go to the Attendance section. 
2. On the right, select the employee whose details you want to see. 
3. The complete set of attendances for the selected duration (weekly or monthly) will appear. 
4. Navigate to the date of your choice to see all the punches for that date. 
5. For every mobile punch, a mobile icon appears alongside the punch. 
6. Click the mobile icon to open Google Maps and view the exact location from where the punch was made.

Note: If you want to view punches for a different month, use the date filters available on the details page.

HR and administrators can view the location of mobile punches for all employees they have access to, based on the permissions assigned to them. 

1. Go to Control Panel and open the Attendance section. 
2. The monthly attendance view for all employees appears for the current month. 
3. Click on an employee name to open the employee details page, which shows daily attendances for the entire month. 
4. Scroll to the date of your choice to view all punches for that day. 
5. Mobile punches are marked with a mobile icon. 
6. Click the mobile icon to view the exact location on Google Maps. 

Note: If you want to view punches for a different month, use the date filters available on the details page.

Web and Mobile Attendance Exceptions let administrators allow specific employees or groups to use Web Attendance, Mobile Attendance, or both, even when those channels are turned off at the company level. This makes it possible to run different attendance channel rules for different parts of the organization.

To enable Attendance Exceptions, go to Control Panel > Settings > Attendance > Configure , click any of the Configure Exception links on the page, and tick the Enable Attendance Exception checkbox at the top of the Attendance Exception page.

Group level exceptions apply to everyone matching a selected combination of Department, Designation, Location, and Entity. Employee level exceptions apply to individual employees and override any group level rule that would otherwise apply to them.

Employee level exceptions always take priority. If a specific rule exists for an employee, it applies and all group level rules are ignored for that employee. If no employee level rule exists, the matching group level rule applies. If no exception rule matches, the company level setting applies.

Entity refers to a legal registered company within a group structure. Group companies often maintain multiple legal entities under one shared account to manage HR data for each entity separately. Exception rules can be filtered independently by entity.

Location refers to any geographic bifurcation used by the organization, such as a city, an office branch, or a regional grouping. Exception rules can target specific locations to apply different channel rules across sites.

Yes, this is the primary use case for exceptions. When Mobile Attendance is disabled at the company level, an exception rule can still grant Mobile Attendance access to selected employees, departments, designations, locations, or entities.

If the Enable Attendance Exception checkbox is unticked, all configured exception rules are suspended. Only the company level settings from the Configure Attendance page will apply until the checkbox is ticked again.

No, unticking the checkbox does not delete existing exception rules. The rules remain saved but become inactive. They will resume applying as soon as the Enable Attendance Exception checkbox is ticked again.

All configured exceptions are visible on the Attendance Exception page. To open this page, go to Control Panel > Settings > Attendance > Configure Attendance and click any of the Configure Exception links on the page. 

Group level exceptions appear in a table under the Web/Mobile Exceptions section, and employee level exceptions appear in a table under the Configure Web/Mobile exceptions for employees section. Each exception can be reviewed, edited, or removed from here.

Yes, when configuring an exception at either the group level or the employee level, an admin can tick both the Web and Mobile checkboxes to allow the employee or group to use both channels.

Yes, exception rules take effect immediately after saving. The channel access changes reflect in the mobile app and web portal shortly after. In some cases, the affected employee may need to log out and log back in for the changes to appear.

Default Attendance Status Exceptions let administrators set a different default status (Present or Absent) for specific employees or groups, when the company wide default does not suit that part of the workforce. This makes it possible to run different default rules for different departments, designations, locations, entities, or individuals.

The company level default is a single status that applies to everyone in the organization who does not mark attendance for the day. Default Attendance Status Exceptions let admins override this company level default for specific employees or groups. Exceptions are used when a single company wide default does not work for all parts of the workforce.

Web and Mobile Attendance Exceptions control which employees can use which attendance channels (Web or Mobile). Default Attendance Status Exceptions control what status (Present or Absent) is applied to an employee if they do not punch. Both live on the same Attendance Exception page but serve different purposes.

Employee level rules always take priority. If a specific default status rule exists for the employee, it applies. If no employee level rule exists, the matching group level rule applies. If no exception rule matches, the company level default from the Configure Attendance page applies.

Marked attendance always overrides the default. If the employee punches in through Web, Mobile, or Biometric on a given day, that marked attendance is recorded for the day. The Default Attendance Status Exception only applies on days when the employee does not mark attendance.

The default status can be set to either Present or Absent. No other status options are available for default status exceptions.

Yes, group level rules can be configured to apply different default statuses for different combinations of Department, Designation, Location, and Entity. This allows a company to run different default rules across its workforce.

If the Deduct Salary For Absent Days setting on the Configure Attendance page is set to Yes, then days marked Absent through the default status rule will be treated the same as any other Absent day for salary processing. If the setting is No, no automatic deduction happens.

Yes, default status exception rules take effect immediately after saving. In some cases, the affected employee may need to log out and log back in for changes to appear in their view.

To enable Attendance Exceptions, go to Control Panel > Settings > Attendance > Configure Attendance, click any of the Configure Exception links on the page, and tick the Enable Attendance Exception checkbox at the top of the Attendance Exception page. The same toggle enables both Web/Mobile Exceptions and Default Attendance Status Exceptions.

All configured exceptions are visible on the Attendance Exception page. To open this page, go to Control Panel > Settings > Attendance > Configure Attendance and click any of the Configure Exception links on the page. 

The Attendance Exception page shows exceptions across two sections:

1. Web/Mobile Exceptions: channel access rules, at both group and employee level.
2. Default Attendance: default status rules, at both group and employee level.

Each section shows rules in separate tables.

To edit an existing exception rule:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Click any of the Configure Exception links on the page.
3. On the Attendance Exception page, locate the exception in the relevant table.
4. Click the edit icon in the Actions column.
5. Update the required fields in the form that appears.
6. Click Save to apply the changes.

The updated rule replaces the earlier version in the table.

To delete an existing exception rule:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Click any of the Configure Exception links on the page.
3. On the Attendance Exception page, locate the exception in the relevant table.
4. Click the delete icon in the Actions column.
5. Confirm the deletion in the prompt that appears.

Once confirmed, the rule is removed and the affected employee or group falls back to the next applicable rule in the priority order.

Once an exception is deleted, the affected employee or group immediately falls back to the next applicable rule in the priority order. This could be a group level rule (if one exists for them), or the company level setting from the Configure Attendance page.

No, once an exception rule is deleted, it cannot be restored. If the rule is needed again, it will have to be configured afresh through the standard exception setup on the Attendance Exception page.

To search for a specific exception:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Click any of the Configure Exception links on the page.
3. Use the Search box above the relevant table to filter by employee name, department, designation, or any other visible detail.
4. Alternatively, change the entries per page dropdown to display more rows at once.

Edits and deletions take effect immediately after saving or confirmation. In some cases, the affected employee may need to log out and log back in for channel access changes to reflect in the mobile app or web portal.

This happens when the Enable Attendance Exception checkbox at the top of the Attendance Exception page is unticked. When the checkbox is off, all configured rules are suspended, even though they remain visible in the tables. To resume applying the rules, tick the checkbox again. Only the company level settings from the Configure Attendance page apply while the checkbox stays off.

Geo Fencing is a feature that lets an organization restrict Mobile Based Attendance to specific approved geographic locations. Once configured, employees can only mark attendance from within the boundaries defined by their organization. Any punch attempted from outside these boundaries is not accepted.

Geo Fencing works by combining geographic coordinates with a boundary radius to create a virtual boundary around each approved location.

1. An admin defines allowed locations by entering the Latitude, Longitude, and Radius (in meters) for each.
2. When an employee tries to punch through the mobile app, the app checks their current location against the defined boundaries.
3. If the location is inside an allowed boundary, the punch is accepted.
4. If the location is outside all allowed boundaries, the punch is blocked and the employee sees an error.

The punch is blocked and the employee sees an error message informing them that they are not in an allowed geographical region defined by their company. To mark attendance, the employee needs to move within one of the defined boundaries and try again.

Geo Fencing is a value added feature that needs to be procured separately. It is not enabled by default when Mobile Based Attendance is turned on. Mobile Based Attendance itself only records the punch location through Geo Tagging, without restricting where an employee can punch from.

To enable Geo Fencing, send an email to support@hrstop.com with your Company Name and Subdomain. The support team will activate the feature for your organization once it has been procured. After activation, an admin can configure allowed locations from the Attendance settings.

Yes, Mobile Based Attendance must be enabled for the organization before Geo Fencing can be used, since Geo Fencing applies only to punches made through the mobile app. Web Attendance and Biometric Attendance are not affected by Geo Fencing rules.

No, there is no limit on the number of allowed locations that can be defined. Organizations with multiple offices, branches, or client sites can add each one as a separate boundary.

No, Geo Fencing applies only to punches made through the mobile app. Web Attendance and Biometric Attendance continue to work as configured, regardless of the Geo Fencing setup.

If GPS is turned off or has poor accuracy, the punch may fail or be inaccurately located. Employees should keep GPS enabled and use the app in areas with clear signal for Geo Fencing to work reliably.

To enable Geo Fencing:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. On the Geo Fencing configuration page, tick the Enable Geo Fencing checkbox.
4. Add the Allowed Geo Coordinates (Locations) for geo fencing here.

Geo Fencing must be procured and activated by the support team before this option is available.

To add an allowed location:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. On the Geo Fencing configuration page, ensure Enable Geo Fencing is ticked.
4. Fill in the fields: Title, Description (optional), Address, Latitude, Longitude, and Radius (in meters).
5. Click Save.

The saved location appears in the Allowed Co-ordinates table below the form.

To edit a location:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. In the Allowed Co-ordinates table, locate the row for the location.
4. Click the edit icon in the Actions column.
5. Make necessary changes to the location.
6. Update the required fields and click Save.

To remove a location:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. In the Allowed Co-ordinates table, locate the row for the location.
4. Click the delete icon in the Actions column.
5. Confirm the deletion in the prompt that appears.

Once removed, employees can no longer punch from that location, unless another allowed location covers the same coordinates.

No, there is no restriction on the number of allowed locations. Organizations with multiple offices, branches, or client sites can add each one as a separate boundary.

It is recommended to use at least 7 decimal digits for both Latitude and Longitude. The system supports up to 14 decimal digits, and more decimal digits result in a more precise boundary.

The radius depends on two factors: the size of the physical location, and the GPS quality of the mobile phones your employees use.

1. Employees with newer phones and reliable GPS can work with a smaller radius.
2. Employees with older phones or weaker GPS may need a larger radius, since GPS drift can otherwise cause valid punches to fail.
3. A large corporate campus may need a wider radius. A single office room or client site may work with a tighter radius.

Test the setup with a few employees before rolling it out widely.

This can happen for a few reasons:

1. Mobile Based Attendance is not enabled at the company level, and the affected employee does not have a Mobile exception either. Geo Fencing only applies to employees who can actually punch through the mobile app.
2. The Enable Geo Fencing checkbox on the Geo Fencing configuration page is not ticked.
3. The employee's current location does not fall within any of the defined allowed boundaries.
4. The employee's mobile GPS is turned off, or the location signal is poor.

Check each of these before contacting support.

No, the Geo Fencing configuration is not deleted. All allowed locations and settings remain saved. Geo Fencing rules simply do not have any practical effect until Mobile Based Attendance is available for at least some employees, either at the company level or through Mobile exceptions.

Yes, if you need to swap the Latitude and Longitude values after entering them, click the swap icon between the two fields, and the coordinates will be exchanged.

There are four practical methods to retrieve coordinates:

1. Google Maps: Right click on the target location and copy the coordinates.
2. Employee punches from target location: Ask an employee to punch from the location and read the coordinates from their attendance record.
3. Exporting existing punch data: Export the Geo Coordinates report to see where employees have been punching from.
4. Reviewing employee requested coordinates: Review and approve locations that employees have themselves requested through the mobile app.

To get coordinates from Google Maps:

1. Open Google Maps in a browser.
2. Search for the target address or navigate to the exact spot on the map.
3. Right click on the location. A small menu appears with the coordinates displayed at the top.
4. Click the coordinates to copy them to your clipboard.
5. Paste the values into the Latitude and Longitude fields on the Geo Fencing configuration page.

To export punch data with coordinates:

1. Go to Control Panel > Attendance.
2. Click the Import dropdown menu and select Export.
3. On the export page, choose Punches as the format and tick the Geo Coordinate checkbox.
4. Apply any necessary filters, such as date range or departments.
5. Click Download to export the report.

The exported file contains punch records along with the coordinates captured at each punch.

The Requested Coordinates page lists location requests raised by employees through the mobile app. When an employee tries to punch from a location outside the allowed boundaries, they see an error and can request that the location be added to the allowed list. Each request appears on this page with details like Latitude, Longitude, Address, and the employee who raised it. Admins can preview, approve, or reject each request.

To view requested coordinates:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. On the Geo Fencing configuration page, click the Requested Coordinates button.

The page shows all pending requests with employee details, coordinates, and action icons.

To approve a requested coordinate:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. Click the Requested Coordinates button.
4. Locate the request in the table.
5. Click the add icon in the Action column. A form opens with the Latitude, Longitude, Radius (default 50 meters), and Address prefilled.
6. Enter a Title and optionally a Description.
7. Adjust the Radius if needed.
8. Click Yes to save.

The location is added to the Allowed Coordinates list and works like any other configured Geo Fencing location.

To reject a requested coordinate:

1. Go to Control Panel > Settings > Attendance > Configure Attendance.
2. Scroll to the Mobile Attendance section and click the Configure Geo Fencing link.
3. Click the Requested Coordinates button.
4. Locate the request in the table.
5. Click the delete icon in the Action column.
6. Confirm the deletion in the prompt that appears.

The request is removed from the queue.

To preview the location on Google Maps:

1. Open the Requested Coordinates page from Control Panel > Settings > Attendance > Configure Attendance > Configure Geo Fencing > Requested Coordinates.
2. Locate the request in the table.
3. Click the preview icon (globe) in the Action column.

The location opens on Google Maps, which helps confirm whether the request is valid before taking action.

The right method depends on your situation:

1. If you know the exact address of the location, Google Maps is the fastest.
2. If you want to base Geo Fencing on where employees have actually been punching from, use the export punch data method.
3. If the address is unclear or the entry point differs from the map, ask an employee to punch from the location.
4. Requested Coordinates works only after Geo Fencing is already active and employees start flagging new locations they need.

Many organizations use a combination of methods depending on the location type.

Yes, when an employee tries to punch from a location outside the allowed boundaries, the mobile app gives them an option to request the location be added. All such requests appear on the Requested Coordinates page for admin review. Refer to How to Retrieve Geo Coordinates for Geo Fencing Setup for details on the review process.

Selfie Attendance is a verification feature that adds a selfie capture step to Mobile Based Attendance punches. When active, the front camera activates on each mobile punch, performs a face detection and a blink based liveness check, and captures the punch only when both are successful.

No, Selfie Attendance is a value added feature that needs to be procured separately. It is not enabled by default when Mobile Based Attendance is turned on.

To enable Selfie Attendance:

1. Ensure Mobile Based Attendance is enabled for your organization.
2. Send an email to support@hrstop.com with your Company Name and Subdomain.
3. The support team will activate the feature at the backend.

Once activated, Selfie Attendance automatically applies to all employees using Mobile Based Attendance. No admin configuration is required.

No, there is no admin configuration required after activation. The feature is enabled by the support team at the backend and automatically applies to all employees who use Mobile Based Attendance.

When the employee taps the punch button in the mobile app:

1. The front camera of the phone activates.
2. The employee positions their face in the camera view.
3. The app performs a face detection check to confirm a face is present.
4. The app asks the employee to blink for a liveness check.
5. Once both checks succeed, the selfie is captured and the punch is recorded.

The Geo Tagged coordinates continue to be captured with the punch, as with any mobile attendance.

If the checks fail (for example, the camera is blocked, the face is not detected, or the blink is not registered), the punch is not recorded. The employee must retry and complete the checks successfully for the attendance to be captured.

An employee can view their selfies by opening the self service portal, going to the Attendance section, and navigating to the date of the punch. Each mobile punch shows a small image icon next to it. Hover over the icon to view the selfie.

Yes, Selfie Attendance and Geo Fencing are independent features and can be enabled together. When both are active, a mobile punch is accepted only when the employee is within an allowed geographic boundary and the face detection and blink checks succeed.

No, Selfie Attendance applies only to punches made through the mobile app. Web Attendance and Biometric Attendance continue to work as configured, regardless of the Selfie Attendance setup.

Yes, Mobile Based Attendance is a hard prerequisite. Selfie Attendance only applies to punches made through the mobile app, so Mobile Based Attendance must be enabled for the organization before Selfie Attendance can work.