Attendance Records Are Never Edited or Deleted
A clock-in or clock-out is a record of what happened, so the system never overwrites or deletes one. HR has two actions instead, both of which require a written reason and are logged with the HR user's name and the time:
- Void — disapproves the punch. It stops counting toward hours, overtime and payroll, but the original stays visible under Voided & Replaced Records on that day of HR → Attendance, exactly as recorded. If the employee did work, add a new record afterwards rather than editing the voided one.
- Replace — supplies corrected times. A new record is written and the original moves to Voided & Replaced Records pointing at its replacement; the new row carries a "replaces #…" badge. Clocking out a forgotten open session and applying an approved correction work the same way.
Employees see voided or replaced punches on their own My Attendance page, struck through with the reason. Removing a shift from the schedule no longer touches the punches recorded against it.
An attendance correction is an employee's petition to add or fix one day's clock-in and clock-out — the scanner never registered them, they forgot to clock out, the recorded time is wrong, or they worked off-site. The request carries the times they say are right, a reason, an explanation and optional proof, and goes through an approval chain before it changes anything.
For employees: filing a correction
- Open My Workplace → Attendance and find the day.
- Click Request (no record that day) or Fix (a record exists but is wrong). The form pre-fills the shift or the recorded times.
- Enter the actual clock-in and clock-out, pick what happened, explain it in a sentence or two, and attach proof if you have it — a screenshot of your Telegram clock-in message, an email, a message from your supervisor. Images, PDFs and documents are accepted.
- Submit. Your approver is notified on Telegram. Track it under My Correction Requests at the bottom of the page; you can withdraw a request that has not been decided yet.
Rules: one open request per day; the times must differ from what is on file; you cannot file for a future day or a shift that has not ended; and you cannot file once the day's petition window has closed (the button shows "Closed" with the date — ask HR to adjust the record directly).
The petition window (per payroll cutoff)
Each payroll cutoff on HR → Settings → Payroll Schedules has a Petition Window: the number of days after the cutoff period ends that employees can still file a correction for a day in that period. For a 16–31 cutoff with a 3-day window, corrections for any day from the 16th to the 31st are accepted until the 3rd of the next month. Leave it blank for no deadline. The window is evaluated on the employee's own payroll schedule, so office and field staff on different schedules get different dates.
For supervisors and HR: deciding
Requests appear on HR → Approvals → Attendance Corrections. Each row shows what the clock actually recorded that day (every log, with its method), what is being requested, the reason, the explanation and the proof files, which cutoff it falls in, and how many requests the employee has filed in the last 30 days.
- Approve writes the attendance record immediately: a new row, or the corrected times on the existing one. It is tagged with clock method correction so audits can tell it from a scan or a manual HR entry, the store's automatic overtime rules are applied, and the change is written to the audit log.
- Reject requires a note; the employee sees it and can file again.
- You cannot decide your own request.
- If a payroll run already covers that day, the decision message and the Recent Decisions list say so: Recompute draft when the run is still a draft, Already paid when it was approved (adjust it on the next run).
Who approves
The chain is set on HR → Approval Policies → Attendance Corrections. When nothing is configured the default is Department Supervisor, then HR Officer. HR Officer and Store Admin steps resolve to holders of the Manage Attendance permission. Employees who have no department skip the department step automatically.