Presence records attendance and absence information, including planned and actual times and approval details.
Presence here is a governed record with a lifecycle — requested, approved, recorded — not a punch-clock line. This manual covers the presence record, its approval states, and its honest handling of the gap between planned and actual.
What you record
The presence record
| Field group | What it holds |
|---|---|
| Who & when | The attendee (the employee record), the record date |
| Classification | The type (on-site, remote, leave, travel, training — your types), the status |
| Times — two pairs | The actual start/end (what happened) and the asserted start/end (what was planned) — the platform holds both, honestly |
| Duration | The total minutes, computed from the times |
| The source | Where the record came from — the schedule, a manual entry, the work shift |
| Approval | Who approved, when — or who rejected, when, with the reason |
| Notes | Free-form notes on the record |
The two pairs of times preserve a useful distinction: compare the planned day with the recorded day, then check schedules, corrections and context before interpreting the difference.
The lifecycle
A presence record travels states: created, submitted for approval where your rules require it, approved — or rejected with a reason that is held on the record. The approval trail is part of the record: who decided, when, on what basis. When the operation asks "who was available that week, and who decided that they wouldn't be" — the answer is here, with provenance.
What you can do
- Record presence — per day, per style, from your configured sources
- Submit for approval — where your operation's rules require it
- Approve or reject — with the reason held on the record (managers, per your permission model)
- List, search, filter — by person, date range, type, status; bulk actions
- Relate — the wiring below
What it connects to
| Target | Examples |
|---|---|
| Employees | The attendee's record — presence resolves to the person |
| Works | The work the time carried |
| Calendar events | The occurrences the presence overlapped |
| Venues | Where the presence was anchored (on-site days) |
| The schedule | The HR time-structure definitions it was measured against |
Where it feeds
Presence is the "who was there" of the evidence: presence patterns feed the readings on working styles and flexibility, and the approval trails are the governance the works council asks about. The presence platform story is the buyer page; this manual is the recording surface.
The pattern note: same four-part structure — record, do, connect, feed. The presence manual is where the honest-gap pattern shows: asserted vs actual, both held; the difference between the planned day and the real day becomes data instead of an overwrite.
Implementers configure the presence types and approval flows to your operation's actual working styles at adoption; consultants align the flows with your real policies.
No record is an island
Every presence record relates to the person, the work, the schedule it measured against, the approvals that shaped it. "Who was there" is a question the whole body can answer — because presence is held as part of the graph.
Review the record and its context before deciding what to do next.
Communication → · HR time management → · All manuals → · The Presence platform page →
Check your work
Compare asserted and actual times with the applicable schedule and source. Correct an error through the authorised workflow and record the reason. Attendance does not establish engagement, productivity or wellbeing; discuss context before using it in a wider reading.
Available screens and actions depend on your deployment and permissions. Use this manual alongside the configured workflow and the capability demonstration for your installation.