1. Select Employees from the Navigation Menu on the left-hand side
  2. Select (tick) the employee(s) you want to calculate the attendances for
  3. Select Attendances, and click OK when the following screen appears.If the Calc. Attendances button is not available, click on the button and select Calc. Attendances from there. 
  4. Once you click OK, you are presented with the following screen: 

    If your company does not use Work Codes:

    1. Specify the date bracket by choosing the Start Date and End Date
    2. Tick the First/Last option and define the mid-point of your working day.This setting is used if whilst generating the attendance, Spektrum comes across a single punch rather than two punches i.e. the employee punched in and never punched out or the employee didn’t punch in but then punched out. If the recorded time of the punch is less than the split time, then the solitary punch will be marked as an ‘In’ punch. While if the recorded time of the punch is greater than the split time, then the solitary punch will be marked as an ‘Out’ punch. This does not work if your organization uses a shift schedule since the ‘split time’ would be different for each and every shift. If your company has a shift schedule, you must make use of Work Codes.
    3. Fill in the Min Duration Mins and Max Duration Mins
      • Min Duration Mins specifies the number of minutes that must pass in case of multiple recorded punches from the same employee. For example, if the Min Duration Mins is set to 5, that means that if Spektrum encounters multiple punches from the same employee within 5 minutes, it will only keep the first punch and the rest are ignored. The extra punches will be marked as an ‘error’.
      • Max Duration Mins specifies the number of minutes that are considered a full work day. If Spektrum encounters a punch which is greater than Max Duration Mins, the punch will be marked as an ‘error’.
    4. The Default Attendance Type specifies the wording to be used to describe the attendance, by default it should be set to ‘General’
    5. Set Use Work Codes to No
    6. Click on OK and the process will start. Once the process is complete the following banner will appear at the top of the screen: 
    7. Return to the Attendance Tab to verify that the calculation process has been finalized and has been successful.

If your company uses Work Codes:

  1. Specify the date bracket by choosing the Start Date and End Date
  2. Make sure that the First/Last option is not ticked
  3. Min Duration Mins value does not come into play when using Work Codes
  4. Max Duration Mins specifies the number of minutes that are considered between the IN punch and the OUT punch. This variable is used to check that the time between the IN punch and OUT punch does not exceed the Max Duration mins.
  5. The Default Attendance Type specifies the wording to be used to describe the attendance, by default it should be set to ‘General’
  6. Set Use Work Codes to Yes
  7. Click on OK and the process will start. Once the process is complete the following banner will appear at the top of the screen: 
  8. Return to the Attendance Tab to verify that the calculation process has been finalized and has been successful.

Tip: After calculating the attendances, you can generate an Attendance Report from the Reports section.

If you have any further questions regarding Spektrum, feel free to call us on +356 21423895 or email us via support@ais.com.mt. To view other Spektrum Frequently Asked Questions, click here.

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