Attendance & Clock-In

3-factor authenticated clock-in system with geolocation verification, device fingerprinting, analytics, and configurable attendance rules.

Clock-In Portal Overview

The Workforce Intelligence clock-in portal provides a secure, fraud-resistant attendance system that verifies staff identity through three independent factors before recording attendance.

3-Factor Authentication

Every clock-in attempt requires all three verification factors:

1. Staff ID — The employee enters their unique system-generated staff ID (e.g., ACI-2024-001)
2. Year of Birth — Enter the 4-digit year of birth as registered in their profile
3. Phone Number — Enter the registered phone number (last 4 digits or full number, configurable)

All three factors must match the staff record exactly. Failed attempts are logged and after 5 consecutive failures, the account is temporarily locked for 15 minutes.

Geolocation Verification

After identity verification, the system captures the staff member's GPS coordinates and compares them against configured geofences:

• If within the allowed radius: clock-in proceeds successfully
• If outside the radius: clock-in is blocked with a message showing their distance from the nearest valid location
• If GPS is disabled: clock-in is blocked with instructions to enable location services

Device Fingerprinting & Authorization

The system generates a unique fingerprint for each device used to clock in, based on browser characteristics, screen resolution, timezone, and hardware identifiers.

Device Authorization Modes

• Open Mode — Any device can be used for clock-in (fingerprint logged but not restricted)
• Whitelist Mode — Only pre-authorized devices can be used. Staff must register their device first.
• First-Use Mode — The first device a staff member uses is automatically authorized. Subsequent new devices require admin approval.

Managing Authorized Devices

1. Navigate to Settings > Device Manager
2. View all registered devices with last-used timestamps
3. Approve pending device authorization requests
4. Revoke authorization for lost/stolen devices
5. Set maximum devices per staff member (default: 2)

Attendance Analytics

The attendance dashboard provides real-time and historical analytics:

Daily Overview

• Present — Staff who clocked in on time (green)
• Late — Staff who clocked in after the deadline (yellow)
• Absent — Staff who have not clocked in and are not on leave (red)
• On Leave — Staff with approved leave for the day (blue)

Trend Reports

• Weekly/monthly attendance rate charts
• Department-level attendance comparison
• Individual staff attendance history and patterns
• Late arrival frequency analysis
• Absence patterns (day-of-week analysis)

Export Reports

Export attendance data for payroll processing or external analysis:

• Daily Report — All clock-in/out records for a specific date
• Period Report — Summarized attendance for a date range
• Individual Report — Single staff member's attendance history
• Department Report — Aggregated stats by department

All exports available in CSV, Excel, and PDF formats.

Clock-In Settings

Configure attendance rules in Settings > Attendance Rules:

• Clock-In Deadline — Time after which arrivals are marked as "Late" (e.g., 08:15 for an 08:00 shift)
• Grace Period — Minutes of tolerance before marking as late (e.g., 5 minutes)
• Earliest Clock-In — Prevent staff from clocking in too early (e.g., no earlier than 30 minutes before shift start)
• Earliest Clock-Out — Minimum time before clock-out is allowed (prevents accidental early departures)
• Auto Clock-Out — Automatically record clock-out at shift end if staff forgets
• Weekend/Holiday Rules — Whether clock-in is required or blocked on non-working days