22. Time and attendance

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

You record the times you start and end work from your phone (time and attendance, PDKS: personnel attendance control system). At the office you check in and out with the office network or the QR code at the entrance; when you work from home, remotely or in the field, you do it with one tap. The app shows your work plan for today; when you leave before the end of the workday, or on a day you did not check in, it can ask for the reason.

This chapter is for employees and for managers who follow their team's working time. For settings, offices, work schedules and the timesheet (puantaj), see 29. Time and attendance management.

Who: Employee · Manager

In this chapter

• The Work time box and today's plan
• Checking in at the office: office network and QR code
• Starting from home, remotely or in the field
• When location and a selfie are required
• Starting work with a shortcut
• Ending work and "Why are you leaving the office?"
• "No check-in today"
• The "Have you started work?" notification
• This month: monthly work time summary and map
• Requesting a work time correction
• Location tracking (field): explicit consent and route
• My team: the team's status today and approving corrections

Before you start: The time and attendance module is off by default in the company. Your company decides which recording methods are on and whether you are asked for your location, a selfie or internet details; you see only the buttons that are available to you. The time comes from the server; the time on your phone is not important.

The Work time box and today's plan

Who: Employee · Where: Tools → My Space → Work time (on a computer, Board → My Space)

What it does: Shows your status today, your work plan and the check-in and check-out buttons.

1. Tap Tools in the bottom menu and select My Space in the strip at the top. You can also get there by tapping the Work time tile at the top of the Today screen.
2. The top of the Work time box shows your status: Not checked in, At the office, From home, Remote, On site or You've checked out. If you checked in, your check-in time and your time today also show.
3. The line below is your plan for today, e.g. "Today: working from home · 09:00–18:00", "Today at the office · 09:00–18:00", "Today is not a working day for you" or "Today is a public holiday". The plan comes from the company's work schedule (the schedule assigned to you personally, to your department or to the company).
4. The buttons are sorted by your plan: the button for today's plan comes first and is filled with color (e.g. Started from home on a work-from-home day).
5. At the bottom there are This month and Request correction. If you are a manager, My team also shows; if you are an attendance officer, Timesheet also shows.

Tip: If your company turned it on, an At the office / From home / Remote / On site badge shows in the directory and on your profile (see 08. Directory and organization). On a day you are on leave, the box says "You are on leave today."

Checking in at the office: office network and QR code

Who: Employee · Where: Work time → I'm at the office or the QR code screen at the entrance

What it does: Records that you came to the office. The office is recognized from the network your phone is connected to or from the QR code at the entrance.

With the office network:

1. Connect your phone to the office Wi-Fi network.
2. In the Work time box, tap I'm at the office.
3. The message "Checked in: 08:52 · Merkez Ofis" appears; the box shows At the office and your check-in time.

With the QR code:

1. The screen (tablet) at the office entrance shows the title Giriş–çıkış ("check-in/out"), the name of the office and a QR code. The code changes every 30 seconds.
2. Scan the QR code with the Prozence app or with your phone's camera. The app opens and the record is made immediately.

Automatic check-in (0.99.6): If your company turned it on, the first check-in of the day is recorded automatically when you open the app on the office network: "Check-in recorded automatically: 08:52 · …". Only the check-in is recorded (between 3 hours before the start of the workday and the end of the workday); you do the check-out yourself. Automatic check-in does not work if a QR code, location or selfie is required.

Combined checks and office-specific rule: Your company can require several checks together for an office record: QR code, office network, location and (with an office-specific rule) a selfie at check-in. The rules can be different for each office. If the QR code is required, the I'm at the office button does not show and the box says "To check in and out at the office, scan the QR code at the entrance."

Common errors and warnings:

• "Ofis ağına bağlı görünmüyorsunuz. Şirket Wi-Fi'ına bağlanın ya da girişteki karekodu okutun." ("You do not appear to be on the office network. Connect to the company Wi-Fi or scan the QR code at the entrance.") (see 16. Troubleshooting)
• "Karekodun süresi geçmiş ya da geçersiz; ekrandaki güncel kodu yeniden okutun." ("The QR code has expired or is not valid; scan the current code on the screen again.")
• "Ofiste kayıt için girişteki karekodu da okutun (…)." ("To record at the office, also scan the QR code at the entrance (…).") / "Kayıt için ofisin Wi-Fi ağına bağlı olmalısınız (…)." ("You must be connected to the office Wi-Fi network to record (…).") / "Konumunuz ofiste görünmüyor (…). Ofisteyken konumu açıp yeniden deneyin." ("Your location does not appear to be at the office (…). Turn on location while at the office and try again.")
• "Zaten giriş yaptınız (08:52); çıkış yapabilirsiniz." ("You already checked in (08:52); you can check out.") · "Az önce kayıt yaptınız (08:52)." ("You recorded a moment ago (08:52).") (there must be at least 1 minute between two records)

Important: Scanning the QR code and reading the Wi-Fi access point need a real phone. The Wi-Fi access point (the wireless MAC address of the router) is read only in the Prozence mobile app (Android); in a browser, only the internet address is used (see 20. Prozence mobile app).

Starting from home, remotely or in the field

Who: Employee · Where: Work time → Started from home / Started remotely / I'm on site

What it does: Records that you started work on days you work outside the office.

1. In the Work time box, tap the button for where you work:
   • Started from home — if you work from home.
   • Started remotely — if you work outside the office and your home (e.g. in another city).
   • I'm on site — if you are at a client or in the field.
2. If your company requires location or a selfie for this work location, the phone asks you for permission or the selfie window opens (see When location and a selfie are required).
3. A message such as "Checked in: 09:03 · From home · location saved" appears. The box shows your status (From home, Remote, On site) and your check-in time; the button changes to Sign out (in the field, Check out (on site)).

Who sees which buttons? Your company decides which buttons you see. A work location can be available only to some departments or people; if your work schedule says "From home" or "Remote" for that day, the related button always shows.

Location check in the field: If your company added you to the field location check list, location is required for I'm on site, and your location is compared with the defined places. If you are near a defined place, the name of the place shows (e.g. "Merkez Ofis"); if not, "Sahada · tanımlı konum dışında" ("on site · outside defined locations") shows and the record is marked as "Outside location".

Common errors and warnings:

• ""From home" check-in is not available to you." — this work location is not available to you.
• "Uzaktan / sahada kayıt kapalı." ("Remote / on-site recording is off.") — recording outside the office is off in your company.
• "Location permission is required for the "From home" check-in." · "Location permission is required for a field check-in."

When location and a selfie are required

Who: Employee · Where: During check-in or check-out

What it does: Your company can ask for your location with the record, a selfie at check-in or internet details. These show that the record was really made from that place.

Location:

1. When you tap the check-in or check-out button, the phone (or the browser) asks for location permission. Allow it.
2. The location is written to the record; the message shows "location saved".
3. If you do not allow it: if the work location requires location, the record is not made ("Location permission is required for … check-in."); if only company-wide location recording is on, the record is still made and marked "no location permission".

Selfie (at check-in only):

1. Tap the check-in button. The Selfie for check-in window opens: "Your company asks for a selfie at check-in. The photo is visible only to those who can see your attendance record (you, your manager, HR) and is deleted when the period ends; no face recognition is done."
2. Tap Open camera and take a photo of yourself with the front camera.
3. Check the preview. If necessary, tap Retake.
4. Tap Check in with selfie.

Important:

• If you close the window, you are not checked in: "A selfie is required to check in." No selfie is asked at check-out.
• The location permission window is the phone's own window; because the screenshots in this guide were taken in a test environment, this window and the camera image are not shown (the selfie in the guide is a fictional icon).
• The location, Wi-Fi, IP address and selfie are deleted after the period set by the company; the check-in and check-out times remain. No face recognition is done on the selfie.

Starting work with a shortcut

Who: Employee · Where: On a phone, the + at the bottom right → Start work (while at work, End work)

What it does: You check in or out without going to My Space.

1. Tap the + button at the bottom right.
2. Tap Start work.
3. If only one method is available to you (and the QR code method is off), the record is made immediately. If there are several methods, or if the QR code method is on, select one in the Start work window (e.g. I'm at the office, Started from home, Started remotely).

Tip: For the shortcut button, see 00. Getting started.

Ending work and "Why are you leaving the office?"

Who: Employee · Where: Work time → Check out (office network) / Sign out / Check out (on site)

What it does: Records that you finished work. If your company turned it on, it asks for the reason when you leave before the end of the workday.

1. In the Work time box, tap the check-out button: Check out (office network) if you checked in with the office network, Sign out if you checked in from home or remotely, Check out (on site) if you are in the field. If you checked in with the QR code, you can scan the QR code at the entrance again.
2. If you leave before the end of the workday, the Why are you leaving the office? window can open: "You are leaving before the end of the workday. Not asked during lunch break or when on leave."
3. Select a reason, e.g. Client meeting, Technopark visit, Personal reason, Leave or Other. The list depends on your company.
4. If you selected Other, write a short description in the Description box.
5. Tap Save check-out. The message "Checked out: 15:40 · Merkez Ofis · Client meeting" appears.

When is it not asked? The reason is not asked when the end of the workday is less than the tolerance away (e.g. 15 minutes), during the lunch break hours (e.g. 12:00–13:30), on a day you are on leave and on a day that is not a working day for you.

Tip: If you select a reason marked "— opens the leave request form" (e.g. Leave), the Request leave form opens after the check-out is saved (see 21. Employee leave).

Common errors and warnings: "Select a reason." · "Write a short description for "Other"." · "Bugün açık bir girişiniz yok; önce giriş yapın." ("You have no open check-in today; check in first.")

Important: The reason you select is written to your record; your manager sees it in My team and in the monthly view.

"No check-in today"

Who: Employee · Where: Work time box; phone notification; bell (Waiting for you)

What it does: If the start of the workday and the tolerance have passed and you have not checked in, the app asks for the reason. Your answer shows in your manager's report.

Before you start: This question is a company setting; it is off by default. It is asked only on your working days, when you are not on leave.

1. When the tolerance has passed after the start of the workday (e.g. after 09:15), you get the phone notification "No check-in today" once: "Work started at 09:00. If you can't come or are running late, give a reason."
2. Tap the notification or open the Work time box. The box shows a red card: "No check-in today (work starts 09:00)."
3. Tap Give a reason. The Why haven't you checked in today? window opens.
4. Select a reason: I'm running late, At a client / in the field, Working from home, I'd like to take leave, I'm unwell or Other (a description is required). The list depends on your company.
5. Tap Send. The message "Reported: I'm running late" appears; the box says "Reason you gave: …".

Tip:

• If you select Working from home ("— also checks you in from home"), your check-in from home is also recorded.
• If you select I'd like to take leave ("— opens the leave request form"), the Request leave form opens.
• Giving a reason does not replace checking in. When you come to the office, check in as usual.

Important: In the app, you can give a reason only for today, while the card is shown; the card goes away at the end of the workday, when you check in or when you give a reason. For a record of a past day, use Request correction. For a day on leave: "You are on leave that day; no reason is needed."

The "Have you started work?" notification

Who: Employee on a work-from-home or remote work day · Where: Phone notification and Work time box

What it does: If your work schedule says "From home" or "Remote" for that day and the workday has started but you have not checked in, it reminds you once.

1. At the start of the workday, you get a notification on your phone:
   • Title: Have you started work?
   • Text: "Today is your work-from-home day (09:00–18:00). If you've started, check in from Work time." (on a remote day, "Today is your remote work day (…). If you've started, check in from Work time.").
2. Tap the notification. The Work time box opens and says "Have you started work? If so, check in below."
3. Tap the Started from home (or Started remotely) button.

Important:

• The notification is a company setting (off by default). It is sent once a day per person; it is not sent if you are on leave or have checked in.
• Notifications are sent by a server task that runs every 10 minutes; so they can be a few minutes late.
• The notification goes only to devices with the Prozence mobile app installed or with browser notifications turned on (see 09. Notifications). The line in the Work time box shows from the start to the end of the workday even if the notification setting is off; if your company also turned on the absence question, the "No check-in today" card replaces this line when the tolerance has passed. The screenshots in this guide do not show a real phone notification.

This month: monthly work time summary and map

Who: Employee · Where: Work time → This month

What it does: Shows the totals of the month and your check-ins and check-outs day by day.

1. In the Work time box, tap This month. The Work time window opens.
2. The totals of the month show at the top: Days recorded, Worked, Overtime, Late arrivals, Missing check-out, Workdays without record.
3. Below, each day shows the check-in and check-out times and duration, the place (e.g. "Merkez Ofis", "From home") and labels: Late … min, Overtime …, Outside location, Correction pending, and from the plan From home (planned) / Remote (planned).
4. The reasons you gave also show: "Reason: I'm running late (09:35)", "Check-out 15:40: Client meeting".
5. If location, Wi-Fi, IP or a selfie was recorded, it shows below the row: the Location (±18 m) link, the distance to the office, "Wi-Fi: …", "IP: …" and the Selfie link.
6. On a day with a record that has a location, tap View on map. The check-in and check-out locations show on the map as numbered points; to close it, tap Close map.
7. For the previous month, tap the ‹ button.

Tip: On days with a single check-in and check-out of 6 hours or more, the lunch break is deducted. Public holidays, your days on leave and the holidays in your work schedule are not counted as "without record".

Important: The map shows only the locations at the moment of check-in and check-out; there is no continuous location tracking in between. The map tiles come from OpenStreetMap; in the test environment of this guide the tiles did not load, so only the grid shows.

Requesting a work time correction

Who: Employee · Where: Work time → Request correction (or This month → Correct next to the day)

What it does: If you forgot to record a check-in or check-out, or recorded it wrongly, you send the correct times to your manager for approval.

1. In the Work time box, tap Request correction. For a specific day, you can also tap the Correct button of that day in the This month window. If a day has a missing check-out, the line "Missing check-out: …" and the Correct button show in the box automatically.
2. Select the Day (the last 31 days).
3. Type the Check in and Sign out times in 24-hour format (e.g. 09:00, 17:30).
4. Write a Reason (e.g. "Karekodu okutmayı unuttum" — "I forgot to scan the QR code").
5. Tap Send request. The message "Your correction request was sent." appears.

Result: The request goes to your manager (or to the attendance officer). When it is approved, the records of that day change to these times, the old records are kept in the history and you get the notification "Mesai düzeltmeniz onaylandı" ("your work time correction was approved").

Common errors and warnings:

• "Düzeltme yalnız son 31 gün için istenebilir." ("A correction can be requested only for the last 31 days.")
• "Giriş ve çıkış saatini SS:DD biçiminde, çıkış girişten sonra olacak şekilde yazın." ("Type the check-in and check-out times in HH:MM format, with the check-out after the check-in.")
• "Geçmiş bir gün için çıkış saatini de yazın." ("For a past day, also type the check-out time.")
• "Kısa bir gerekçe yazın (ör. karekodu okutmayı unuttum)." ("Write a short reason (e.g. I forgot to scan the QR code).")
• "Bu gün için onay bekleyen bir düzeltmeniz var." ("You already have a correction waiting for approval for this day.")

Location tracking (field): explicit consent and route

Who: Field employee in the tracking scope; line manager · Where: Location tracking (field) below the Work time box

What it does: For a field employee who uses a company phone, the location is collected at set intervals during working hours with the Prozence mobile app; the route and the stops of the day are shown. Tracking does not start until you give explicit consent.

Giving explicit consent:

1. In the Location tracking (field) section, open and read the Privacy notice.
2. Read the Consent text.
3. Select the checkbox "I have read the information notice and the consent text…".
4. Tap I give explicit consent. If your company requires a signed document, the status becomes "Waiting for the signed consent form"; when HR marks that it received the document, the status becomes Consent complete and tracking starts.

During tracking:

• The status shows at the top of the section, e.g. "Tracking on: the app sends the location every 5 minutes. · Tracking hours 08:30–19:00", or the reason ("Currently outside tracking hours.", "You are on leave today; no location is collected.").
• Pause for today: no location is collected that day. On the same day, Resume tracking today turns it back on.
• Withdraw my consent: with the second tap, your consent is withdrawn; tracking stays off until you give consent again.
• Registered devices: the phones where you signed in to the Prozence mobile app; remove the ones you do not use with ×.
• My route: the map of the day, the first and last time, the distance (km), the number of stops and the stops. For other days, use the ‹ › buttons or the date box. Open in map opens the stop in a map app.

Manager: In the section, tap Field team; you see your tracked team members and their days. Each time you open another person's day, it is written to the employee's record.

Important: The location is visible to the employee, the line manager and the time and attendance operator. No location is collected outside working hours, on public holidays and on approved leave days. A phone browser cannot collect location in the background; the Prozence mobile app sends the location. The route in this guide is made of fictional points.

My team: the team's status today and approving corrections

Who: Manager (a person who has a team in the organization chart), attendance officer · Where: Work time → My team (if there are pending requests, My team (N requests))

What it does: You see where your team works today, who has not checked in and why; you approve work time correction requests.

1. In the Work time box, tap My team.
2. Under Corrections awaiting approval, the requested day and times, the reason and the recorded times (Kayıtlı: … — "recorded: …") show. Tap Approve or Reject ("Correction approved." / "Correction rejected."). On a phone, the two buttons are below the reason and the times, on their own line; on a computer, they are side by side on the right of the card.
3. Under Today, the box shows how many people in your team are At the office, From home, Remote, On site, Checked out, No check-in and On leave.
4. Below, each person's status, department, check-in and check-out times and place are listed. The plan, the absence reason and the check-out reason also show (e.g. "Plan: From home", "Reason: I'm running late", "Check-out reason: Technopark visit").
5. Tap a person; that person's monthly work time records open.
6. If there are records with a location, use View on map (today’s last check-in locations) to see each person's last check-in or check-out location today on the map.

Tip: Team members who do not have a working day are not counted as "absent". For the office-by-office distribution of the whole company, see 06. Board and intranet.

Important: Only the employee's manager or the attendance officer decides on a correction: "Bu talebi yalnız çalışanın yöneticisi ya da PDKS sorumlusu karara bağlayabilir." ("Only the employee's manager or the time and attendance officer can decide on this request.")