HRStop

How-to

Calculate employee attendance

Last updated May 21, 2025 · Tushar Agarwal

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HRStop lets you recalculate employee attendance based on the latest attendance rules configured in the system. This feature updates attendance statuses and ensures accurate data for reports and payroll.

When to use this feature

Use attendance calculation when:

  • You’ve updated attendance rules
  • You want to refresh or correct attendance statuses
  • You need to calculate Loss of Pay (LOP) or apply leave deductions

Steps to calculate attendance

  1. Navigate to attendance calculation
    • Go to Control Panel → Attendance.
    • Click the Import dropdown at the top right.
    • Select Calculate.
  2. Select the attendance period
    • Choose the date range for which attendance needs to be recalculated.
  3. Choose calculation options
    • Recalculate manually adjusted attendance: Reprocess records that were manually edited.
    • Recalculate already processed attendance: Re-evaluate attendance that was previously calculated.
    • Calculate LOP: Recalculate Loss of Pay based on the latest attendance rules.
    • Deduct Leaves: Apply leave deductions as per your current attendance policies.
  4. Select employees
    • Filter by Department, Designation, or select specific employees manually.
  5. Calculate
    • Click the Calculate button at the bottom of the page.
    • The system processes and updates attendance statuses accordingly.
  6. Confirmation
    • A success message appears once the calculation is completed.

Note: Attendance for periods where payroll has already been processed cannot be recalculated.

Frequently asked questions

Why is attendance showing as LOP or Half Day even though the employee worked the full day?

At times, you might configure specific rules in the system to handle various attendance scenarios. These rules help the system determine the attendance status for the day. For example, the system might not receive attendance data in some cases:

(i) If the biometric system fails to send it
(ii) If an employee forgets to mark their attendance for a specific day
(iii) If an employee misses punches for the day.

These situations can result in unsynced attendance data, where the system only receives limited punches.

Based on the configured attendance rules, the system makes assumptions about the employee's attendance status for that day. The system marks this status accordingly, even if the complete attendance data is received later. In real-time, the system processes the attendance data for the same day.

In such cases, the system is designed to automatically recalculate the attendance within two days (T+2, where T represents today). Depending on the system load, this recalculation can occur immediately or take up to 1-2 days. The timeframe for this process is entirely dependent on the service load at that time.

If you require immediate results, such as during payroll processing or to review Loss of Pay (LOP) data, you have the option to trigger the attendance calculation. If you are an authorized administrator, you can trigger the attendance calculation by following these steps:

  1. Go to the Control Panel.
  2. Select Attendance.
  3. Click the Import drop-down.
  4. Select Calculate.

To calculate the attendance, follow this article: Calculating attendances

By following these steps, authorized administrators can ensure accurate and timely attendance calculations, even when initial data synchronization issues occur.