Time & Attendance Tab
The Time & Attendance tab brings together everything you need to manage a technician's day-to-day schedule and time records. Use it to check attendance history, review the default weekly schedule, process time-off requests, and handle time clock corrections.
Who Can Access This
| Role | Attendance & Schedule | PTO Requests | Time Clock Changes |
|---|---|---|---|
| Administrator | Full access | Approve and deny | Approve and deny |
| Office | Full access | Approve and deny | Approve and deny |
| Sales | Full access | Approve and deny | Approve and deny |
| HR Admin | Full access | Approve and deny, and see the technician's reason | Approve and deny |
| Payroll Admin | Full access | Approve and deny | Approve and deny |
| Field Technician | View only | Submit requests | View only |
The reason a technician writes on a time-off request is shown only to users with the HR Admin add-on (and to the technician on their own requests).
If you don't see this feature, your role may not have permission. Contact your administrator.
Opening the Tab
- Go to Office > Technicians.
- Click a technician's name to open their profile.
- Select Time & Attendance in the left navigation.
Summary Cards
Four summary cards appear at the top of the tab and give you an at-a-glance status before you drill into any sub-tab.
| Card | What it shows | Click action |
|---|---|---|
| PTO Balance | Available PTO hours | Opens the Time Off History drawer |
| Sick Balance | Available sick hours (if sick time is enabled) | Opens the Time Off History drawer |
| Pending PTO | Count of pending PTO requests (amber if any) | Jumps to the Time Off Requests tab |
| Pending Clock Changes | Count of pending time clock corrections (amber if any) | Jumps to the Time Clock Changes tab |
If your company does not track sick time separately from PTO, the Sick Balance card is replaced by an Attendance Score card that shows the technician's attendance percentage.
Adjusting a balance: Click the adjust balance link on the PTO Balance card to open the Adjust Time Off Balance drawer. Enter positive or negative hours for PTO or sick time, add an optional note, and click Adjust Balance.
Viewing balance history: Click either the PTO Balance or Sick Balance card to open a history drawer showing every accrual, usage, and manual adjustment with dates and notes.
Attendance Summary
Below the summary cards, a collapsible Attendance Summary section shows detailed metrics for the technician. Use the range selector to view different time periods: This Month, Last 30 Days, Last 90 Days, Last 180 Days, This Year, or Last 365 Days.
The summary shows:
| Metric | Description |
|---|---|
| Scheduled | Total days the technician was scheduled to work |
| Worked | Days actually worked (with percentage of scheduled) |
| Absent | Total absent days, broken down by excused and unexcused |
| PTO Used | Hours of paid time off used in the selected period |
| Sick Used | Hours of sick leave used (if sick time is enabled) |
| Late Arrivals | Count and percentage of days with late clock-ins |
| Attendance Score | Overall percentage — green (90%+), yellow (70–89%), or red (below 70%) |
Click Detailed Breakdown to expand additional statistics including excused and unexcused absence counts with percentages.
Schedule & Attendance Sub-Tab
This sub-tab shows the technician's attendance records for a selected month. You can view the data as a calendar or a table.
Navigating Months
Use the date navigation control in the card header to move between months. The data reloads automatically when the month changes.
Calendar View
The default view is a monthly calendar grid (Sunday through Saturday). Each day cell shows:
- Attendance pills — colored blocks showing the status for each record. Colors match the legend at the bottom of the card.
- Default schedule hint — a small clock icon and time range in the corner of each day shows the technician's recurring schedule for that day of the week.
- Tooltip — hover any attendance pill to see the full status, time range, duration, and team name.
Working with calendar records:
- Click an attendance pill to open the edit drawer for that record. Schedule entries open the Schedule entry drawer; time clock entries open the Time Clock entry drawer.
- Hover a day cell to reveal an Add + button. Click it to create a new schedule entry for that specific date. On a day the technician is scheduled, today or later, Add + opens a menu that also offers Request time off when your role can create PTO requests.
Status legend (shown below the calendar):
| Color | Status |
|---|---|
| Available | Technician worked a scheduled shift |
| PTO | Paid time off taken |
| Excused | Excused absence |
| Sick | Sick leave taken |
| Out / Holiday | Out of office or holiday |
| Unexcused | Unexcused absence |
| Time Clock | Entry from the time clock system |
Table View
Click Table in the view toggle to switch to a grid layout. Rows are grouped by date and show:
| Column | Description |
|---|---|
| Status | Color-coded attendance badge |
| Time | Clock-in and clock-out times |
| Total | Total hours for the entry |
| Team | Team name for the shift |
| Notes | Any notes or reason recorded |
Click any row to open the edit drawer for that record.
Default Schedule Sub-Tab
This sub-tab controls the technician's recurring weekly work pattern and their primary team assignment.
Default Team & Position
Two dropdowns let you update the technician's default assignments:
- Default Team — select from active teams (shown with their color dot). Choose Not Scheduled to take the technician off a team.
- Default Position — select the role the technician holds on their default team (Captain, Team Member, Trainee, Extra).
When you change the Default Team, a confirmation dialog appears. Pick an effective date and confirm to apply the change. A past date moves the technician's existing schedules on their old team from that date to the new team and keeps their attendance, such as absences and late marks. Days you moved them to another team for the day, and days marked absent for the whole day, stay on the team they were on. Today and later are rebuilt from the default schedule. A move to Not Scheduled can start today at the earliest.
Default Weekly Schedule
Below the team settings, a weekly schedule view shows the technician's recurring shift blocks for each day of the week. This is the same data shown in the Default Schedule tab at the company level, filtered to just this technician.
Time Off Requests Sub-Tab
This sub-tab lists all PTO and time-off requests for the technician and lets you create new ones.
Submitting a New Request
Click Request Time Off to open the PTO Request drawer. The button shows only when PTO Management is on for your company and your role can create PTO requests. Fill in the request type, dates, and reason, then submit.
Reviewing Requests
The table shows all requests with the following columns:
| Column | Description |
|---|---|
| Start | First day of the time-off period |
| End | Last day of the time-off period |
| Type | Request type (Vacation, Sick Leave, etc.) |
| Hours | Total hours requested |
| Status | Pending, Approved, or Denied |
| Denial Reason | The office's reason, shown for denied requests |
| Reason | Technician's stated reason. Blank unless you have the HR Admin add-on. |
Requests can be filtered and sorted. Pagination shows 10 requests per page.
Time Clock Changes Sub-Tab
This sub-tab lists clock-in and clock-out correction requests submitted by the technician or their manager.
Filtering Requests
Use the filter dropdown to show: All, Pending, Approved, or Denied requests.
Submitting a Correction
Click Add Correction to open the Time Clock Change Request drawer. Select the record to correct, enter the revised times, and add a reason.
Reviewing the Table
| Column | Description |
|---|---|
| Type | Day Clock (daily attendance) or Job Clock (job-specific) |
| Requested | Date the correction was submitted |
| Job | Associated job number (click to open Job Detail) |
| Original | Original clock-in and clock-out times |
| Requested | Corrected clock-in and clock-out times |
| Reason | Technician's explanation |
| Status | Pending, Approved, or Denied |
| Denial Reason | The office's reason, shown for denied requests |
Approving or Denying a Correction
Click any Pending row to open a review dialog. The dialog shows the type, original times, and requested times. You can:
- Click Approve to accept the correction.
- Click Deny to reject it. A reason is required before you can submit the denial.
Tips
- Summary cards as shortcuts — clicking the Pending PTO or Pending Clock Changes card jumps you directly to the right sub-tab, so you do not have to scroll through the navigation manually.
- Calendar vs. table — the calendar view is better for spotting patterns at a glance; the table view is better for exporting or reviewing specific time values.
- Default team changes can be backdated — when a technician actually moved teams earlier, pick that past date as the effective date. Days from that date that are still on their current default team move to the new team, and absences and late marks are kept. Days they spent on another team, and whole-day absences, stay on the team they were on. The dialog suggests tomorrow.
- Adjust balance for policy corrections — if accrual ran incorrectly or a manual correction is needed, use the "adjust balance" link on the PTO Balance card rather than creating a fake PTO request.
Troubleshooting
Attendance records are missing for a date
Attendance records are created from schedule entries. If a technician was not scheduled on that date, no record will appear. Use the Add + button on the calendar to add a retroactive schedule entry.
The approve or deny buttons are not visible for time clock changes
Only roles with permission to approve and deny time clock changes can take action. Field Technicians cannot approve or deny changes — they can only view them.
Adjusting the balance shows an error
Both the PTO Hours Adjustment and Sick Hours Adjustment fields must total a non-zero value. If both are left blank or set to zero, the adjustment will not save.
The Default Schedule section shows no blocks
This technician does not have any recurring schedule blocks assigned. Go to Default Schedule Tab in the main Technicians area to add blocks for their team.
Related Articles
- Technician Profile Workspace - Overview of all eight profile tabs
- PTO Request Drawer - Full guide to submitting time-off requests
- PTO Approvals - Bulk review of pending time-off requests across your team
- Time Clock Correction Request - Guide to submitting clock corrections
- Default Schedule Tab - Set recurring weekly patterns for entire teams
- Schedule Tab - Daily Gantt timeline for managing individual schedule entries