Attendance policy settings

How it works

1. HR opens Attendance rules under Policies in Settings. The master switch at the top shows whether the rules are on or off.
2. HR clicks Use lenient or Use strict to fill the form. A preset only fills it; nothing changes until someone saves.
3. HR adjusts the sentences in four groups: late and early, hours and breaks, rest days, and limits.
4. Under Try it on last month, HR picks a finished month and presses Preview to see each employee's payable days before and after, with the change, late marks and penalty days.
5. HR switches the rules on and saves. ZeniaHR asks for confirmation, then saves the rules as a new policy version.
6. Employees now see the rules in force as plain sentences on My Self-Service, and the rules apply to every month not yet finalized.

What you can set

• Master switch: off by default; while off, days are graded by hours only and nothing is deducted.
• A full day needs 8 effective hours and a half day 4, by default; below that the day is absent. Shifts with their own hours use those.
• Breaks: Unpaid, or Paid up to the shift allowance.
• No punch-out: Half day until corrected, Absent, or Hours to the shift end.
• Rest day between two absences: Paid, or Unpaid (sandwich).
• Monthly cap on late-mark and early-out deductions: 3 days by default; 0 means no cap.
• Corrections: up to N a month and N days back, 0 meaning no limit; both presets use 3 a month and 7 days back.
• Presets: Lenient (recommended) and Strict.
• Try it on last month: any month and year, showing payable days before and after for each employee.

The rules people forget until month end

Late marks get the attention, but hours and punch-outs decide more pay days. If full-day hours are set to 9 on a shift with 8 hours of real work, every punctual person gets a half day. If a missing punch-out counts as absent, one forgotten tap costs a full day. If breaks are unpaid on a shift that expects a paid meal break, most days fall short. Setting these on purpose, and writing them into the HR policy, prevents most attendance disputes before they start.

Worked example: choosing a preset at a Kochi BPO

A Kochi BPO with 85 employees is moving off a spreadsheet. HR fills the Lenient preset and runs Try it on last month for September. The preview shows 12 employees whose payable days would drop, by 9.5 days in total, mostly half days for late marks after the three free ones. HR then fills the Strict preset and previews the same month: 31 employees would lose 28 days, because Strict has no free late marks and a 15-minute late step.

HR also notices that night agents lose half days under both presets, because breaks are unpaid while their shift expects a paid meal break. HR switches breaks to Paid up to the shift allowance and previews again, and the night agents' losses disappear. HR settles on Lenient with paid breaks, finalizes September first so it is not regraded, then switches the rules on and saves them as version 2, making October the first month under the new rules.

Rolling out new rules

A change to attendance rules changes pay, so treat it like a change to salary. Tell people before it applies, give them the rules in writing, and pick the moment with care, because the rules reach every month that is not yet finalized.

• Finalize the last month before switching rules on, so it is not regraded.
• Run the dry run on two months, one ordinary and one with a festival.
• Share the plain-sentence rules from My Self-Service with staff before the first month under them.
• Keep the correction limits in step with the late rules, because strict rules with no room to correct cause friction.

Frequently asked questions