AttendEasess

Introduction

Welcome to AttendEasess - your complete solution for employee attendance and management.

What is AttendEasess?

AttendEasess is a modern, cloud-based attendance management system designed for companies of all sizes. It provides a comprehensive platform for managing employee attendance, leave requests, payroll, tasks, and much more.

Key Features

• Multi-Tenant Architecture: Supports multiple companies with isolated data
• Real-Time Attendance: Mark attendance with photo capture and GPS location
• Leave Management: Comprehensive leave request and approval system
• Payroll System: Automated salary calculation with allowances and deductions
• Task Management: Assign and track tasks with file attachments
• Employee Management: Complete employee profiles with documents
• Reports & Analytics: Detailed reports and insights
• Role-Based Access: Three-tier access control (Super Admin, Admin, Employee)
• Custom Branding: Each company can have its own domain and branding
• Maintenance Mode: IP-whitelisted maintenance access

User Roles

Getting Started

System Requirements

• PHP 7.4 or higher
• MySQL 5.7 or higher
• Apache/Nginx web server
• Modern web browser (Chrome, Firefox, Safari, Edge)
• HTTPS enabled (recommended for production)

Accessing the System

1. Company Login:
   Access your company portal via your custom domain (e.g., yourcompany.com) or subdomain (e.g., yourcompany.attendance.com)
2. Super Admin Login:
   Access at: /super-admin/login with super admin credentials
3. First Time Setup:
   After installation, login as super admin to create your first company

Super Admin Module

Super Admin Only

Complete system control and multi-tenant management

Dashboard

Get an overview of all companies, total users, and system statistics.

• Total companies count
• Total users across all companies
• System health status
• Recent activity logs

Company Management

Create New Company

1. Navigate to Companies → Add New Company
2. Fill in company details:
   • Company Name
   • Domain (e.g., company.com)
   • Subdomain (e.g., company)
   • Contact Email
   • Status (Active/Inactive)
3. Click Create Company
4. System automatically creates default admin account

Edit Company

• Update company information
• Change domain/subdomain
• Activate/deactivate company
• View company statistics

Delete Company

System Settings

General Settings

• Site Name: Global application name
• Timezone: Default system timezone
• Date Format: Display format for dates
• Time Format: 12-hour or 24-hour format

Maintenance Mode

Enable maintenance mode to perform system updates:

• Toggle maintenance mode on/off
• Set IP whitelist for maintenance access
• Supports: Single IPs, wildcards (*), CIDR notation, IP ranges
• Super admin can access from any IP if whitelist is empty

Developer Contact

• Support Phone Number
• Support Email
• Displayed on login page footer

Company Admin Module

Company Admin Only

Comprehensive company management and employee administration

Dashboard

View key metrics and insights for your company:

• Total employees
• Today's attendance status
• Pending leave requests
• Active tasks
• Recent activities

Company Profile

Update Company Information

1. Navigate to Settings → Company Profile
2. Update details:
   • Company Logo (JPG, PNG, GIF - Max 2MB)
   • Contact Information (Phone, Email)
   • Address Details
   • Website URL
3. Click Update Profile

Company Settings

Override global settings for your company:

• Timezone: Company-specific timezone
• Date Format: Custom date display format
• Time Format: 12-hour or 24-hour

Employee Management

Company Admin

Add New Employee

1. Navigate to Employees → Add Employee
2. Fill employee details:
   • Full Name
   • Email Address (unique)
   • Employee ID (auto-generated or custom)
   • Role (Admin or Employee)
   • Password
   • Profile Photo (optional)
3. Click Add Employee
4. System sends email with login credentials

View All Employees

• Search employees by name, email, or ID
• Filter by role (Admin/Employee)
• View employee details
• Edit employee information
• Delete employee (with confirmation)

Edit Employee

• Update personal information
• Change profile photo
• Reset password
• Change role

Employee Details View

Comprehensive employee profile with:

• Personal information
• Attendance history
• Leave balance and history
• Salary structure
• Assigned tasks

Attendance Management

Company Admin Employee

Mark Attendance (Employee)

1. Navigate to Dashboard or Mark Attendance
2. Click Check In button
3. Allow camera access (if photo capture enabled)
4. Take selfie photo
5. Allow location access (if GPS tracking enabled)
6. Attendance marked successfully with timestamp

Check Out

1. Click Check Out button when leaving
2. System calculates total working hours
3. Updates attendance record

View Attendance (Admin)

Daily Attendance

• View all employees' attendance for selected date
• See check-in and check-out times
• View captured photos
• Check GPS location
• Filter by status (Present, Absent, Half Day)

Mark Previous Attendance

Admins can mark attendance for past dates:

1. Navigate to Attendance → Mark Previous
2. Select date and employee
3. Enter check-in time
4. Enter check-out time (optional)
5. Add remarks if needed
6. Submit

Attendance Reports

• Monthly attendance summary
• Employee-wise attendance
• Late arrival tracking
• Early departure tracking
• Export to Excel/PDF

Leave Management

Company Admin Employee

Apply for Leave (Employee)

1. Navigate to Leave → Apply Leave
2. Select leave type:
   • Sick Leave
   • Casual Leave
   • Earned Leave
   • Unpaid Leave
3. Select start and end date
4. Select leave duration (Full Day / Half Day)
5. Enter reason for leave
6. Click Submit Application
7. Wait for admin approval

View Leave Balance

• Total leave quota
• Used leaves
• Available leaves
• Leave type breakdown

Manage Leave Requests (Admin)

Pending Requests

1. Navigate to Leave → Pending Requests
2. Review leave application details
3. Check employee leave balance
4. Choose action:
   • Approve: Grant leave
   • Reject: Decline with reason
5. Add admin remarks (optional)
6. Submit decision

Leave History

• View all leave applications
• Filter by employee, status, date range
• Export leave reports

Mark Leave (Admin)

Admins can manually mark leave for employees:

1. Navigate to Leave → Mark Leave
2. Select employee
3. Select date range
4. Select leave type
5. Enter reason
6. Submit

Payroll System

Company Admin Employee

Salary Structure Setup (Admin)

Create Salary Structure

1. Navigate to Payroll → Salary Structure
2. Click Add New Structure
3. Select employee
4. Set effective date
5. Configure earnings:
   • Basic Salary
   • HRA (House Rent Allowance)
   • DA (Dearness Allowance)
   • Medical Allowance
   • Transport Allowance
   • Other Allowances
6. Configure deductions:
   • Provident Fund (PF)
   • Professional Tax
   • Income Tax (TDS)
   • Other Deductions
7. System automatically calculates gross and net salary
8. Click Save Structure

Generate Salary Slips

1. Navigate to Payroll → Generate Slips
2. Select month and year
3. System fetches:
   • Working days in month
   • Each employee's attendance
   • Present days, leave days, absent days
   • Active salary structure
4. Review calculated salaries
5. Click Generate Slips
6. Salary slips created for all employees

Salary Payments

View Pending Payments

• List of all pending salary payments
• Filter by month, employee
• View salary breakdown

Mark as Paid

1. Select salary slip from pending payments
2. Click Mark as Paid
3. Enter payment details:
   • Payment Date
   • Payment Method (Bank Transfer, Cash, Cheque, etc.)
   • Transaction Reference
4. Click Confirm Payment
5. Status updated to "Paid"

View Salary Slips (Employee)

1. Navigate to Payroll → My Salary Slips
2. View current salary structure
3. See salary history (last 12 months)
4. Click View to see detailed slip
5. Download or print salary slip

Salary Slip Contains:

• Company logo and details
• Employee information
• Salary period (month/year)
• Attendance summary (working days, present, leave, absent)
• Earnings breakdown
• Deductions breakdown
• Gross salary
• Net salary
• Payment details (if paid)
• Print date and time

Task Management

Company Admin Employee

Create Task (Admin)

1. Navigate to Tasks → Create Task
2. Fill task details:
   • Task Title
   • Description
   • Assign to Employee
   • Priority (Low, Medium, High)
   • Due Date
   • Status (Pending, In Progress, Completed)
3. Attach files if needed
4. Click Create Task
5. Employee receives notification

View My Tasks (Employee)

• View all assigned tasks
• Filter by status (Pending, In Progress, Completed)
• See task details and attachments
• Update task status
• Add comments
• Upload task attachments

Task Comments

Collaborate on tasks with comments:

• Add comments to tasks
• View comment history
• See who commented and when

Task Attachments

Upload and manage task files:

• Upload documents, images, PDFs
• Files stored in company-specific folders
• Download attachments
• View attachment history

Settings & Configuration

Company Admin

Work Settings

• Work Start Time: Default 09:00 AM
• Work End Time: Default 06:00 PM
• Late Arrival Threshold: Grace period for late arrival
• Half Day Hours: Minimum hours for half day
• Full Day Hours: Minimum hours for full day
• Weekly Off: Default Sunday

Attendance Settings

• Enable Overtime: Track overtime hours
• Enable Geo Location: Capture GPS coordinates
• Enable Photo Capture: Require selfie on check-in
• Sandwich Holiday: Auto-mark leave between holidays
• Allow Work on Holiday: Permit attendance on holidays

Leave Settings

Configure leave types and quotas:

• Sick Leave quota
• Casual Leave quota
• Earned Leave quota
• Leave carry forward rules

Holiday Management

1. Navigate to Settings → Holidays
2. Click Add Holiday
3. Enter holiday details:
   • Holiday Name
   • Date
   • Type (Public/Restricted/Optional)
4. Click Save

Reports & Analytics

Company Admin

Available Reports

1. Attendance Report

• Daily/Monthly/Custom date range
• Employee-wise attendance summary
• Late arrivals and early departures
• Overtime hours
• Export to Excel/PDF

2. Leave Report

• Leave balance by employee
• Leave utilization trends
• Pending leave requests
• Leave type breakdown

3. Payroll Report

• Month-wise salary summary
• Department-wise payroll
• Salary components breakdown
• Tax deduction summary

4. Employee Report

• Employee directory
• Role-wise distribution
• Active vs inactive employees

Employee Portal

Employee

Dashboard

Employee dashboard provides quick access to:

• Attendance marking (Check In/Check Out)
• Today's status
• Leave balance
• Pending tasks
• Recent announcements

My Profile

• View personal information
• Update profile photo
• Change password
• View employment details

My Attendance

• View attendance history
• Monthly calendar view
• Working hours summary
• Late arrivals tracking

My Leaves

• View leave balance
• Apply for new leave
• Track leave applications
• View leave history

My Salary Slips

• View current salary structure
• Access salary slip history
• Download salary slips
• Print salary slips

My Tasks

• View assigned tasks
• Update task status
• Add task comments
• Upload task attachments

Troubleshooting & FAQs

Common Issues

Cannot Login

• Verify you're using the correct company domain/subdomain
• Check if company account is active
• Ensure email and password are correct
• Clear browser cache and cookies
• Contact your admin to reset password

Camera Not Working

• Allow camera permissions in browser
• Check if another app is using the camera
• Try a different browser
• Restart your device

GPS Location Not Working

• Enable location services in browser
• Check device location settings
• Ensure you have internet connection
• Try refreshing the page

File Upload Fails

• Check file size (max 2MB for logos, larger for documents)
• Verify file format is supported
• Ensure stable internet connection
• Try compressing the file

Frequently Asked Questions

Need More Help?