Managing Attendance

This feature is available after applying for WORKS Approval.

You can view your attendance-related status and member's absence status.

The Manage Attendance menu is only available if your company is using the Attendance service.

My Absence Schedule

You can view your annual leave accrual and usage status, usage status of special leave, and absence history in the My Absence Schedule menu.

The My Absence Schedule page is laid out as follows.

Area Description
① Summary of My Annual Leave It displays your annual leave status

  • Total Annual Leaves = Annual Leaves by Year + Annual Leaves for Less Than a Year + Carried Over Annual Leaves for Less than a Year + Number of Carried Over Days + Adjusted Annual Leaves
  • Remaining Annual Leaves = Total Annual Leaves - Days Used
  • Annual Leaves by Year: annual leaves accrued this year based on years of service
  • Annual Leaves for Less than a Year: annual leaves granted to employees who have been working less than a year
  • Carried Over Annual Leaves for Less than a Year: annual leaves accrued in within the first year of service, then carried over after not being used
  • Number of Carried Over Days: carried over annual leave days based on Annual Leave Carryover Status settings
  • Adjusted Annual Leaves: annual leaves adjusted by admin
  • If the company has set annual leave details to ‘Not display’, annual leaves by detailed item are not displayed (can be set in ‘Attendance > Settings’)

It displays your special leave status

  • It displays the usage status of each special leave item set by the admin
② Search window Search the absence history by year and absence type conditions
③ See Only Deducted Leaves It only displays absence history that were deducted from annual leaves
④ Absence history list View absence history

  • Period: The absence period requested is displayed. If the absence is not for the whole day, then the start and end time of the absence entered based on the absence schedule request unit are displayed
  • Additional Information: It displays the calendar registration status, approval delegation status, and absence message registration status. You can click it to edit them

If the absence period is past date, you can only view it

  • The number of annual leave days is determined by the company's settings in Annual Leave Standard.
  • For employees who have been granted special leaves and used them, special leave information such as total special leaves, remaining special leaves, and expiration date is displayed next to My Annual Leave Summary.
  • How to display the no. of annual leave days
    • If the company has enabled the annual leave in unit of hours and the base work hours of the work arrangement (Daily Standard Work Hours in case of Flex Time System) has not changed during the annual leave usage period, then the remaining annual leave duration is displayed in the ‘day(s) + hour(s) + minute(s)’ format. (e.g., 15 days 5 hours 30 minutes).
    • If the base work hours change or the company chooses not to use hourly annual leave following a work arrangement change in mid-year, then the remaining annual leave is displayed down to 3 decimal places (e.g., 15.625 days).

My Leave Schedule

The My Leave Schedule menu is provided only to part-timers. Part-timers can check their total leave days, remaining leave days, and leave schedule.

The My Leave Schedule page is laid out as follows.

Area Description
① Remaining Leaves/Total Leave Days It displays remaining leaves and total leave days
② Leave Schedule It displays the leave schedule
③ Days Used It displays the total number of leave days used

Absence Status

You can view the weekly absence status of the entire company or members of your organization.

  • ‘Absence Status’ is only displayed to users with the permission to view absence status. For more information about the permission to view absence status, see Absence Status View Settings.
    • By default, only the absence status of your organizations is displayed. To change settings so that the absence status of all members of the company is displayed, see Absence Status View Settings.
  • When using it as a corporate group, the ‘Company’ field is displayed at the top of the page for employees granted with the permission to view absence status of the corporate group.

The Absence Status page is laid out as follows.

Area Description
① Weekly Absence Status Summary It displays the absence status by each day of the week

  • Click to go to the previous or next week
② Absence history list It displays the details for absence status for the selected date by absence type

  • Absence Message: It displays the absence message entered when requesting the absence schedule
  • Reason: For leaves, the leave classification is displayed for reason

Clock-in/out Status

You can see your weekly or monthly clock-in/out status as well as the work calendar.Employees who use the ‘Report Approval of Work Schedule’ method of ‘Select a Set Time to Clock-in/out’ may request work schedules.

For more information about clock-in/out check, see Clock-in/out.

The Clock-in/out Status page is laid out as follows.

Area Description
① Work Schedule Click to check the work plan for the current month

  • Employees applicable for the ‘Report Approval of Work Schedule’ method of Select a Set Time to Clock-in/out and Flexible Clock-in/out can click the button to request their work schedule (See Add Work Schedule)
② Search window Search clock-in/out status by period. If you select Except Holidays, then only the days excluding holidays are displayed in the search results
③ Graph Area It displays the hours worked in each day as a bar graph

  • Transparent dotted line bar: Normal work hour section (If the work arrangement is set to Clock-in/out at a Fixed Time or Select a Set Time to Clock-in/out)
    • It is displayed when there are work schedules that have been requested and approved in case of using Select a Set Time to Clock-in/out's ‘Report Approval of Work Schedule’ method
  • Green bar: Normal clock-in/out or compliance with required hours (If ‘Mandatory Work Compliance’ is enabled, then the required hour section is marked by a light blue background.)
  • Red bar: Late clock-in, early clock-out or noncompliance with mandatory work hours (If using a work arrangement that doesn’t check late clock-in/early clock-out, late clock-in and early clock-out are marked by a green bar.)
④ Clock-in/out status list Check clock-in/out history

  • Clock-in/out: It displays the time and environment (PC, mobile, Worktalk, approval, assumed, admin entry) clock in/out was checked by the user (check the reference box below)
  • Work Location: It is displayed if the company has set work location display to ‘Use’ in Set Work Arrangement. It displays the work location entered by date (displays the last work location if the work location has been changed)
  • Break: Total break time on the applicable day (break time set by the company + hours added by the user)
  • Outside Work: Outside work hours added by the user (Since the auto-break is not applied to outside work hours entered additionally, it is required to enter hours excluding breaks or add breaks.)
  • Absence: Absence schedule added to the work hours (Hours are recorded since the absence shall not be longer than the base work hours or daily standard work hours.)
  • Late Clock-in: If the late clock-in is used, mark ‘v’ for late clock-ins (If the ‘Clock-in/out at a Fixed Time’ is used, then late clock-ins are not recorded for hourly absences or morning half-days off.)
  • Early Clock-out: If the early clock-out is used, mark ‘v’ for the early clock-out (If ‘Clock-in/out at a Fixed Time’ is used, then early clock-outs are not recorded for hourly absences or afternoon half-days off.)
  • Mandatory Work Compliance: If the mandatory work compliance is used, mark ‘o’ for compliance and ‘x’ for non-compliance (If ‘Flexible Clock-in/out (Flex Time System)’ is used, then the status of mandatory work compliance for absence is not recorded and is marked ‘-’.)
  • Holidays/Days Off: Holidays and days off are displayed in red according to the work arrangement settings by the company. For the ‘Select a Set Time to Clock-in/out(‘Report Approval of Work Schedule’ )’ method, holidays and days off are displayed according to the registered work schedule
  • Click to display details. You can edit clock-in/out time and break time according to the work arrangement settings (See Edit Clock-in/out Time and Break Time)

Description of clock-in/out check environment label:

  • PC: checked from the PC page
  • Mobile: checked from the mobile app
  • WorkTalk: When clock-in/out is entered in WorkTalk (It is displayed when entering with the ‘Current time’ method, and it is displayed as ‘PC’ or ‘mobile’ depending on the environment for ‘Enter manually.’)
  • Approval: a work result request form is reported for approval
  • Assumed: when the work arrangement is set to ‘Consider as having worked during entered hours even if clock-in/out times are missing’
  • Entered by Admin: when the clock-in/out time is entered by the Attendance admin

Add/Edit Work Schedule

Members or part-time employees applicable for the ‘Report Approval of Work Schedule’ method may request their work schedule by clicking ‘Work Schedule’ at the top of the clock-in/out status page. Clock-in/out checks are available after the requested work schedule is approved. You can only add or edit work schedules for today and afterward. You can only view work schedules before today.

The following describes how to add or edit a work schedule.

  1. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Manage Attendance > Clock-in/out Status' from the menu.
  4. Click 'Work Schedule' at the top.
  5. Select the work hour time to configure the work schedule calendar.
    • Work Day: Select the work hour slot set by the admin, and then click the dates on the calendar. If there are multiple work hour slots, you can select from multiple slots. You can also select different time slots for different dates.
      • Edit Work Schedule: This button is displayed for employee applicable for the Report Approval of Work Schedule method of Flexible Clock-in/out. You can manually add time slots different from the work hour slot set by the admin to organize your work schedule.
        • Click ‘Edit Work Schedule’, and then click ‘Add Work Schedule’.
        • Clock-in: Set the clock-in time slot. The clock-in time according to the general work start time and mandatory work start time set by the admin is automatically displayed. You can set the clock-in time from the general work start time. If the company uses mandatory work, you can't set the clock-in time to be later than the mandatory work start time.
        • Clock-out: Set the clock-out time slot. The clock-out time according to the daily standard work hours and mandatory work end time set by the admin is automatically displayed. If the company uses mandatory work, you can't set the clock-out time to be earlier than the mandatory work end time.
        • Work Hours: Work hours according to the entered clock-in/out times are automatically displayed.
    • Holiday/Day off: Select ‘Holiday’ or ‘Day off’, and click the dates to set as the holiday or day off on the calendar, respectively. The number of days or days of the week that can be set as holidays or days off depend on the company's work arrangement settings.
      • If it is set to ‘No Limitations,’ there is no limitation to the number of holidays or days off in a week.
      • If it's set to Has Fixed Number of Days,’ the number of holidays or days off can't exceed the maximum number of days set by the admin.
      • If it's set to ‘Has Fixed Day of the Week,’ then the option for selecting ‘Holiday’ and ‘Day off’ becomes unavailable in the work schedule checkbox, and they're automatically set to the days set by the admin.
    • The selected work hour slot and whether it is a holiday or day off is displayed on the calendar's date. You can click ‘x’ to delete it.
    • If work hour slots, holidays, or days off are set to the same day of the week, then clicking a day in the calendar will apply the configuration automatically.
    • Work schedules are set monthly. You can request the work schedule for another month after reporting or canceling the work schedule of the month currently being edited.

      If you set the work arrangement to ‘Don't Work on Public Holidays and Predetermined Holidays’, work schedules can't be added to public holidays or predetermined holidays.If the ‘Don't Work on Public Holidays and Predetermined Holidays’ option is not selected, then the employee can add those dates as workdays. Since the public holidays and predetermined holidays are not applicable, the workday/holiday/day off standard set in the work arrangement of the individual is followed.

      • Holidays refer to paid days off (e.g., Children's Day) provided when Calendar by Country is enabled in ‘Manage Company Holidays’ menu.
      • Predetermined holidays refer to anniversaries set by the company (e.g., company's foundation anniversary).
  6. Check the work hours set for each week at the top of the calendar.
    • To reset the edited content, click ‘Reset’ to delete everything.
  7. Click ‘Request’ to report approval.
    • The editor page for the work schedule request form will open. The work schedule requested will be displayed on the form's calendar.
    • Enter the document's title, reason, approval line, and sharing settings (See Create Approval Documents for how to compose documents)
  8. Click ‘Report’ to report the document for approval.
    • When the document is approved, it will be reflected to your work schedule.
    • The document number will be displayed at the bottom of the work schedule calendar.

Edit Work Schedule
If an edited work schedule document is approved, then the new work schedule will replace the existing schedule to be applied.

Edit Clock-in/out Time and Break Time

The on Clock-in/out Status list is displayed after midnight. Click to search the details for the clock-in/out status on the applicable date and to edit the clock-in/out record or add break/outside work.

  • Whether you can edit the clock-in/out time varies on work arrangement settings.
  • The information can only be changed within the period set by the attendance admin.
  • Even if it the date is within the editable period, you can't edit clock-in/out times on the View Details page if there are no clock-in/out records entered for that date.
  • To edit clock-in/out times of a date that is not within the editable period, fill out a Work Result Request form under ‘Approval Home > Create Document’ menu and get it approved.
  1. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Manage Attendance > Clock-in/out Status' from the menu.
  4. On the clock-in/out status list, click for the date you wish to edit the clock-in/out time.
  5. After editing the clock-in/out time or adding break time/outside work, click ‘OK’.

    • When changing the clock-out time, you must select the date to edit clock-out results of the night before or the next morning.
    • For employees whose work arrangement is ‘Select a set time to clock in/out’, the work hours selected by employee when clocking-in is displayed.
    • ‘Work Location’ field is displayed if the company has set the work location to ‘Use’.
      • You can enter the work location of the base date.
      • If there is a work location already entered upon clock-in/out check, it is saved with the work location updated last.
    • You can add Vacation Leave and Outside Work by clicking ‘Add’.

Reset Today's Clock-in/out Times

You can reset and re-enter today's clock-in/out records if needed.

The following describes how to reset today's clock-in/out times.

  1. Click the icon at the top right of the PC web screen, and then click ‘My Work’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Manage Attendance > Clock-in/out Status' from the menu.
  4. Click of that day from the clock-in/out status list.
  5. From the View Details pop-up window, click ‘Reset’. When you execute a reset, any clock-in/out times entered by the employee or the admin are reset. However, you can't reset them in the following cases (including non-display of ‘Reset’).
    • If the work result request form has been filled out for that day
    • If the employee's work arrangement has been set to ‘Consider as having worked during entered hours even if clock-in/out times are missing’ (‘Reset is not displayed)
    • If time change is set to ‘Not allow’ when setting the work arrangement

When you reset the clock-in/out information, then absence hours registered for that date are also reset. If you don't enter the clock-in/out times after resetting them, they won't be reflected to work hours.

Work Hour Status

You can check your weekly or monthly work hour status.

The Work Hour Status page is laid out as follows.

Area Description
① Confirm Work Hours Click to confirm work hours before closing date

  • Confirm Work Hours’ is only exposed from the closing date to confirmation period set by the admin
  • Once work hours are confirmed, data prior to closing date can't be edited
② Daily Average Remaining Time/Accumulated Time During Calculation Period
Cumulative Time
  • Daily Average Remaining Time: workdays and base work hours remaining in the calculation period
  • Accumulated Time during Specified Period (Clock-in/out at a Fixed Time): The sum of the week’s Normal + Overtime + Night + Holiday Normal + Holiday Overtime + Holiday Night work hours compared against current week’s base work hours, considering one week as the calculation period (See Manage Work Arrangement)
  • Accumulated Time during Specified Period (Flexible Clock-in/out): accumulated work hours until now, based on the ‘settlement period’ that was determined when setting the work arrangement (See Manage Work Arrangement)
③ Search window Search clock-in/out status by period, year or month. If you select ‘Except Holidays’, then only the days excluding holidays are displayed in the search results
④ Classification Tab Select graph type

  • Daily Graph: It displays normal, overtime, and break time of each day using different colors
  • Cumulative Graph: It displays the normal and overtime hours accumulated during the period searched based on unit of the calculation period
⑤ Graph Area Daily Graph

  • The base work hours are the daily base work hours set in the work arrangement (Daily standard work hours for Flex Time System (Flexible Clock-in/out))
  • Normal/overtime/break time are displayed as a bar graph based on clock-in/out records and work result request history

Cumulative Graph

  • The maximum work hours for the week according to work arrangement settings are displayed as maximum work hours
  • It shows the accumulated hours in the calculation period. If the calculation period set in work arrangement differs from the search conditions, then a gradually increasing cumulative graph may not be provided
  • Work hours for Clock-in/out at a Fixed Time work arrangement: End time of normal work - Start time of normal work - break time between start and end times of normal work are calculated, and the work plan for the month is set as standard work hours
  • Work hours for Flexible Clock-in/out work arrangement: Daily standard work hours are reflected, and the work plan for the month is set as standard work hours
  • Accumulated time: Sum of ‘Normal + Overtime + Holiday Normal + Holiday Overtime’ this month until today
⑥ Work hour status list Check work hours

  • General (Clock-in/out at a Fixed Time): Hours worked during the normal work hours defined in the work arrangement
    • See the note box below for the calculation standard for work hours when there's clock-in/out record on a day where ‘absence schedule included in the work hours’ is
  • General (Flexible Clock-in/out): Hours worked within the standard work hours during the calculation period defined in the work arrangement
  • Overtime (Clock-in/out at a Fixed Time): The hours approved using work result request form after working before the start of normal work hours or after the end of normal work hours defined in the work arrangement
  • Overtime (Flexible Clock-in/out): Hours approved using work result request form if standard work hours within the calculation period defined in the work arrangement has been fulfilled (exception: If absence was used during standard work hours and absence schedule exceeds standard work hours, then it is automatically recorded as overtime)
    • Night: Hours worked during night work hours defined in the work arrangement
      • ‘Clock-in/out at a Fixed Time’ method: The hours are recorded as Night if the work result request form is approved, however, submitting the work result request form is not necessary if night time is set as general work hours by Work Arrangement
      • ‘Flexible Clock-in/out’ method: Reflected in Night hours if the work result request form is approved
  • Holiday: Hours worked on days defined as holiday in the work arrangement
  • Actual work (Flexible Clock-in/out): hours worked excluding absences that are marked ‘N’ for the actual work due to annual leave usage, etc.
  • The scope of ‘absence schedule included in the work hours’ being recognized as work hours when the work arrangement is ‘Clock-in/out at a Fixed Time’ is as follows.
    • Calculation of regular work hours on days with both absence schedule and work records
    • If hours used for absence are fewer than the general work hours,
      • (Absence hours used + work hours) =< general work hours: Absence hours used + work hours are recognized.
      • (Absence Hours Used + Work Hours) > Regular Work Hours: Only hours up to normal work hours are recognized.
    • Absence hours used >= general work hours: Only absence hours used are recognized.
  • Even if an absence schedule is included in work hours, absences on holidays or days off are not added to work hours.
  • Calculating work hours of a new employee starting mid-month is as follows.
    • For midway recruits after the work arrangement has been applied, or employees whose work arrangement was changed mid-period, the standard work hours and maximum extension time allowed are prorated.
    • For the ‘Clock-in/out at a Fixed Time’ method, the work hours are calculated by Daily Standard Work Hours (e.g., 8 hour) x Number of Days Worked. Maximum work hours are calculated by Maximum Work Hours Per Week (e.g., 12 hours/week) x Number of Days that employees can work within the calculation period for midway recruits (including holidays) / 7.
    • For the ‘Flexible Clock-in/out’ method, the work hours are calculated by Daily Standard Work Hours (e.g., 8 hour) x Number of Days Worked. Maximum work hours are calculated by Maximum Work Hours Per Week (e.g., 12 hours/week) x Number of Days that employees can work within the calculation period for midway recruits (including holidays) / 7.
    • The accumulated work hours graph in ‘My Work > Manage Attendance > Work Hour Status’ is displayed per month. If there is a midway recruit, then standard work hours per day is displayed, and it may seem lower than other employees.

How to calculate ‘Daily Average Remaining Time’ and ‘Accumulated Time During Specified Period’ displayed in the work hour status

  • Both the daily average remaining time and accumulated time during specified period are calculated based on the ‘specified period.’ A week is considered to be the calculation period if the work arrangement is set to Clock-in/out at a Fixed Time. The ‘settlement period’ entered in the work arrangement is considered as the calculation period if the work arrangement is Flexible Clock-in/out.

    • Daily Average Remaining Time: It refers to the workdays and base work hours remaining within the calculation period.
      • 1. Number of days worked between tomorrow and settlement end date, today is excluded, regardless of the clock-in/out status.
      • 2. The resulting value of the number of remaining days (1) divided by hours (3) obtained by subtracting the number of accumulated work hours until now from remaining by subtracting the accumulated working hours up to the present point among the contractual work hours during the calculation period (4).
    • Accumulated Time during Specified Period: It refers to total of work hours until now within the settlement period (Clock-in/out at a Fixe Time), or base work hours of the settlement period compared to the accumulated hours (Flexible Clock-in/out).
      • 3. Work hours accumulated until now in the calculation period
      • 4. It is the number of contractual work hours within the settlement period according to the work arrangement, which doesn't change within the settlement period.
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